Now the screen that we're looking at, at this time is called outlook today. And I like outlook today because it's going to show me it's going to show me my calendar, my tasks, and my messages all on one screen. Let me show you how you can have outlook today show up. As soon as you go into Microsoft Outlook. It's just a convenience tool. So when you're in Outlook, you come down here and you pick in the three dots.

By the way, sometimes during the session, I'll make my mouse do that so you can find my mouse that way. So I'll pick on the three dots. And I'll pick in the word shortcuts. And then one of the shortcuts is called outlook today. So I'm going to click on that. And then you'll see what I'm looking at here, you'll see the outlook today.

Now, if you want that to come up all the time, when you go into Microsoft Outlook, here's what you do. You pick an outlook today, and you go over to the right, and you pick on Customize outlook today. And then on this window, you click on this box where it says when started go directly to Outlook today. So that way, every time you go into Outlook, it'll show you that screen just kind of gives you a summary of what you're doing. You can choose the folders that will display the number of days in your calendar. And then you can show different items for your tasks.

And there's different styles of Outlook today as well. So you can try some of this. At this point. I'm going to click on save changes. So at Every time I go into Outlook, I see outlook today just kind of gives me a summary of what's going on. We're going to go into the mail application, of course, and we'll pick on the inbox.

So it's starting to be towards the end of the year. And maybe you want to give yourself a fresh start for the new year. So let's talk about ways how we can manage your inbox. So understand you can sort or any one of these columns. So in all of Outlook, when you click on the column heading, then you can click on the column heading, it'll store it by that column. All right, so just remember, you can sort any column like that.

Now, if I click on the column the second time, it was sort in reverse order. So if I pick on the word received right there, that'd be the receive the one thing you might want to see is if there's any older emails, so if I put in the word received the second time now, the newer ones ones will be at the bottom and the old ones will be up top. So I'm going to expand that column, see how I have the black cross. And then I see some are from 2017. So maybe I can delete those or make a folder for those older ones. So why don't we do that?

Why don't we make a folder. So to make a folder I'm going to write there's numerous ways to make a folder. I'm going to right click on my email address over here. And I'll pick a new folder. So I'm going to call the folder 2017, for example. And then I'll move the ones from 2017 into that folder.

So once in the might want to do to manage your email is to sort it by the receive date over here. And if I see some that are older, then maybe I can put those into it. folder and get them out of my inbox. You know, make sure that I've processed those emails. So that's one thing that we can start to do. By the way, you can pick more than one at a time.

If I click on this email, and then holding down my shift key, I can scroll down and pick on this one. And now all of those are selected so I can move them all at the same time. So now remember, you can sort on any column by clicking on the column heading. Now another thing that you might want to do is store it and get rid of the ones that are larger files. So I'm going to pick on the word size right there, and then the smaller ones will be up top and the bigger ones will be at the bottom. Now the bigger emails are almost always the ones that have attachments.

So if you notice the size are getting bigger and bigger, and then we'll see some the ones with the paperclips Of course they have attachments. Let me give you some ideas of how to manage your attachments. So I sent this email to myself earlier today with the multiple, the multiple attachments, although here's one with a single attachment. So when I have the email with the attachment, you can see how that one right now says 202 kilobytes is 202, let's say roughly 202,000 characters are starting to be pretty big there. And I'm sure what's taking up a lot of the size is the, the attachments. So when an email has an attachment, if I just open that it really opens up in a temporary file.

So what I might do is save that to my computer. I'm going to click on this pull down next to the attachment. By the way, before I get get to that one, I want to show you something that I have, it's called the reading pane. Notice how I can see the email or the contents of the email down here at the bottom. That's called the reading pane to turn that on effect on the View menu, and I'm picking the word reading pane right over here. Now here's what it looks like when it's off.

And then I have to double click on that email to see the contents. But I'll click on View and then reading pane if I put it on the right, you see it over here on the right hand side. I usually like to have mine at the bottom, so click on bottom, good. This way, I could just click on that email, and then see the contents of the email down here. It's a big time saver. So okay, now we're back in the email with the attachment, I'm going to click on the pull down with the attachment.

And I'm going to save the attachment file onto my computer. Alright, so we'll say Save As, and I'll put it onto my desktop folder, and I'll click on Save. I can even do that with this one over here. I'm going to click on the pulldown, click on Save As, and then pick a folder and save it onto my computer. Now once I've saved it to my computer, then I would get rid of the actual attachment That'll make your inbox a lot smaller. So at this time, I'm going to click on this pull down, and I'll pick on remove attachment.

Now look at the number before we did that it's 202 kilobytes for that email. And I'm going to click on this one. And do remove attachment. And I'll say remove attachment there again. Now, it won't reset until I leave that email and then go back, go back into it. So this time, I was sorted by the inbox, and then sorted by the receive that and I did that was kind of a newer email.

And there it is. Remember, before it was over 202 kilobytes. Now it's down to 130 kilobytes because I removed the attachments. So that's one thing that you can do. If you save the attachments to your computer, and then you remove the attachment from the email. That'll make the email a lot Smaller.

Let's try with this other one. This is multiple attachments. Now this one is 635 kilobytes is starting to be very large. I want to show you a great new feature, you can now save all the attachments in one step. Notice how I have 1234567 attachment files in this email. So what I'll do is I'll click on the pulldown for one of the attachments.

And then I'll say save all attachments. And they you know, they're all selected there where you can pick them as you need to. And I'm going to save those into my download folder. Now, they all got saved onto my computer in one step, and now we're going to delete them in one step as well. So I'm going to click on this attachment. I'm going to hold down my shift key and click on this last one.

Now they're all selected. Now I'm going to click on this pull down and I'll say remove attach. It's gonna remove them all at the same time, as you can say, Now let's take a look at the size of that email. It went from 635 down to 45 kilobyte. So you can really see that made quite a difference. So those are great ways to manage your attachments.

What I will do maybe is sorted by the size and the larger ones are usually the ones with the attachments. As you can see, this one has an attachment it's getting pretty big. Now the other way you can tell which ones have attachment is, is sort by this little paperclip over there. And then all the ones with attachments will be either at the top or at the bottom. And then once you have that attachment, again when I click on that pull down and I'll say Save as or I could have said save all attachments, right click that and then that'll put those on to your computer. Once they're on my computer, I can remove the email And then it's going to make that email a lot smaller.

So right now you can see how that was this 253 kilobytes. And that was from 920. So now it's sorted by the receive that. And now that we're down to 59 kilobytes, because we got rid of the attachment. Now, I've been showing you how to sort the email the normal way, you can just click on the column headaches. Well, let's do an advanced sort.

So to do an advanced sort, I'll pick in the View menu, and then you come over here and you pick on View Settings. Good. And I'll pick on the word sore. Now you can sort by up to four fields, okay. So let's say I want to sort it by the person who sent it to me, that's the from and then within the person who sent it to me, I want to sort it by the receive that You can have up to four sort fields. And each one can be a ascending or descending independently.

So we'll click on OK. And we'll click on OK again. Now notice what happened there now sorted by the person who sent it to me. And then with like, here's a, I actually did some work for the Department of Defense A while back. And so this is you mess up a DVD. And then within the DVD is sorted by the date that it was received. Let's scroll down further.

And then here's some from Microsoft. So I have office 365 that's how I get my outlook and excel and all the other programs and then you can see they sent me bills. So the all the ones that say Microsoft are together and then within Microsoft is sorted by the date. So you can click on the column headings and sort by those if you want to do in advance or you pick them up You menu, and you click on View Settings. And then you're back to this screen. I'll pick on sort.

And then you could sort by up to four fields now. Now if you want to return it back to the normal sort order, I'll say clear all. And then we'll click on OK. Now the normal default sort order is going to be by the receive date when it was received. Okay, now you can see, the newer ones are up top, and the other ones are at the bottom. Now, another thing that helps you with that is if we group the emails together, let's let's turn a group on right now the groups are not on. So I'll click on the View and then View Settings.

You go back to here, and then we'll pick on the word group by so I'm going to say, automatically group according to how it's sorted or by the arrangement. Otherwise, you can pick your own group fields. So let's see what's going to happen. So now let's try that again, I'll pick on View Settings, group by. So actually, I'll uncheck that and I'll pick on the received. So even here, you can have up to four group levels.

Now watch what it did see the ones that say to September 20. So I can just collapse that whole section or re expand that. So I like that feature. So in this case, let's do it by the who sent it to me. So I'll pick on the view and view settings and for the group by, I'll pick on the from who sent it to me. Okay, good.

So now I The ones from the d, o, d are listed together. Now I can collapse that entire section and collapse this one. You see, it just allows me to have all those as one big item or one big group. So I see the ones from Microsoft, I could just collapse that whole section, or we expand this. So that helps you manage your inbox as well. Now some people like the group's and some people don't like the groups.

So if you want to turn the group crap off again, if you want to turn the group back off, pick on the View menu, and I'll pick on View Settings. I'll say group by and then I'm going to say clear off. That should make it so they're no no longer grouped. As you can say, personally, I'm not wild about the gross but I know some people like to use that. That's how you can turn the groups on and off. Now if you notice in my emails, let's go back to some of our slides and see where we are with that.

So the sixth type of emails to keep out of your inbox. So I'll show you how you can turn your spam folder on. I just showed you like the ones that are maybe older how to get rid of those. Anything that's no longer needed. Maybe we'll put those into folders. I'll show you know more about the folders very soon.

If if it's an email that is cc to a lot of people, and it doesn't require action by you personally, then I'll put that into a folder. If it's already been read, I put that into a folder or if it does not pertain to you. So in my inbox, I try to keep the ones that I have not read yet or things that need attention. So, you know, when I'm handling an email, do I need to file it? Do I need to delete it? Does it need an action?

Okay. Now if it needs to be followed up on do I need to do it now or schedule for the follow up? And if I scheduled for follow up, there's a way to actually remind you about that. And then where am I going to put it Am I going to put it in the folder or delete it. So I during the session today I'll talk about these different topics. Here's a picture of the inbox.

And then on this slide I'm showing you about the reading pane. So we the view and then reading pane, right. And in this case, the reading pane is on the right hand side, I usually have it on the bottom. Then on the next slide, I'm talking about how to turn on that bed. The shortcuts so what I did is I picked in the three dots, I picked in the word shortcuts. And then one of the shortcuts is called outlook today.

And then I came over here and picked on customized outlook today. And that's where I made it show it so it shows up all the time every time I go into Outlook. So I do like the outlook today. So I will help you review that and then there's But Alex today looks like. So let's talk more about the email. So I want to show you how you can start to flag email for follow up.

Actually, before I do that, I want to show you one that has been coming up a lot. The conditional formatting. If I look at some of these emails, they're going to be different colors. Like See how I just passed when that was green. And I just passed them it was green, and red. So those meet a certain condition.

And that's why conditional formatting is on. So let's find some other emails. Let's say if it's from the DVD. I want those to be in red, for example. Okay, so let me show you how you turn on your conditional formatting. This really helps your email stand out so you can manage this and that that'll, once you turn it on, every time an email comes in, that'd be the criteria that automatically format it.

So one Again, I'll pick up the View menu, and I'll pick on View Settings. And I'll pick on conditional formatting. Now, there's some that are already there that you can, you know, you can manage those. But let's go ahead and add a new one. So I'll call a color do D, and you pick a font. And within here, I can pick a color, and everything else.

So pick on red, that will make it bold, so they really stand out. But what you really have to do is put in a condition. So pick on condition. And I'm going to say search for the words d, o d. In the or let's say from in the from, I could say d, o d, okay? So that's going to be my condition and I'll pick on okay So if it's going to be from the d, o d, then those should turn red. Let's see if that's the case.

Now I'm going to scroll down. Let me sort by the from and see if that occurred. Yep, see how the ones that have do D in the from are going to be, they're going to be in the red. So that's called a conditional format, it helps you really stand out. So if I scroll down, we should clear the ones in red really stand out. Let's try that one more time.

If I have any that say office 365, I want those to be in blue. So I click on the View, View Settings, conditional formatting. We'll add a new one called office 365. And for the font This time, I'm Make it blue bowl. But the really important part is to condition. I'll say from the from, I'll say office 365.

And right away, you can see that those turned blue. So obviously, the blue ones are office 365. The red ones are D or D. And they really have those emails stand out. That's called conditional formatting. Now, if you want to turn that off, you can do that as well. So I'll pick on the View menu, and we'll pick on View Settings.

I'll click on conditional formatting. You can have as many of those rules as you need. And then if I come down here, I can then check those or uncheck those. So if I uncheck them, they were all turned off. And you can also delete them over here. So you can activated by checking them or you can uncheck them.

At this point, I'm going to click on OK. Now all of my emails should go back to a normal color, as you can see, because I unchecked the conditional formatting. Okay, now I talked about how to sort and then we did the multiple sort of talk about how to group the emails. Let's talk about how to find the emails. So when you're in your inbox, or just about any other folder in Outlook, we can always come over here, and you do a search. So I'll type in the word Microsoft. And you can search for one word or phrase.

Now this time it's going to show me all the emails that have the word Microsoft either in the the body or the sender. See how this one's in the in the sender, or the subject or in the body of the email? This is probably in the body. Yes, you had a Microsoft is in the body. So I could just search for any word up there. Let's search for Bill.

And then it'll show anybody that have the word bill there. All right, so we can always do that. Now, just like we could do an advanced sort, we can also do an advanced search. Let's see how we can do an Advanced Filter. Now to turn your filter off, I'm going to come over here and click on this x, and then everything is back again. Some people forget to do that.

Sometimes you want to make sure you click on that X to get all your emails back again. Let's see how we can do an Advanced Filter. So I'll click on the View menu, and we'll do view settings again. And then over here, it says the word filter. Then you can go a lot further with the filter. So you can search for certain words, either in the subject or in the subject and the message body are the frequently used fields.

You can do a search By who sent it to you or who the email was sent to. And then also you can do it by a date range. So in this case, if I could say received, then I can say yesterday today, last week, last month this month, okay. So this first screen gives you some, some filters, then I'll pick on more choices and you can go even further. In a little while I'll talk about the categories. You can search on those.

Now in this case, you can search for the the ones that are read or unread. You can search for items with attachments or no attachments. You can say you know if they're marked as important or high or low importance, the ones that are flagged, I'll show you what that means pretty soon. And then we can also find it by the size. So let's see if I have any that are greater than Now they're talking about kilobytes there. So if it were more than 500 kilobytes have about 100 more than 100 kilobytes, then that would be start to be pretty big.

So let's even try these. So I want to find any of the emails that are greater than 100 kilobytes. And there's a couple of them, you can see by the size over here, alright, so maybe at that point, those have attachments or maybe you want to get rid of those or archive those or put those into a folder. Now the filter is still on, let's get back into the filter screen. So I'll click on the View menu, and I click on View Settings. And then I'll type in the word filter again.

Now I'm going to say clear all that was under more choices, and I said the size you know, now, let me show you how you can go even further than that. I'll put the word advanced. With this, you can put multiple criteria. And so for example, let's say if I want the from the from the contain the word Microsoft. Now, you're going to come over here and you pick on the word add to the list, so that it's up here, then I can keep on adding more and more. And then I want to have the subject contain the word billing.

So I want the from to contain the word Microsoft. And then I want the subject to contain the word billing. And I'm going to pick an add to list there. So when I pick on the Advanced tab, then you can go a lot further, you can have as much criteria as you need. So I'm going to click on OK. We'll click on OK. Now notice how all the emails have the word Microsoft and the from, and they all have the word billing in the subject. So now I can just deal with those as a group.

So maybe I will move those to a special folder. So these are all great ways to manage your emails to sorts, the filter, maybe that group by maybe the conditional formatting to help you, you know, get a handle of your emails and then maybe from there, you can put them in a folder or delete them or whatever you have to do. Now, this time the filter is still on. To get all of my records back again, I'll click on the View, and I'll click on View Settings. And then I'll pick on the word filter. Now I can keep on going with this or I can say clear all and that'll bring everything back again.

Okay, good. Now everything is back. Now, a couple things that I mentioned. Recently, I wanted to talk about those now, I want to talk about the categories and also have a flag the email for follow up. Let's do the categories first. So now you can make up your own categories.

And I'll show you how to do that. So if I look at that email Notice how there's a column that says categories there. Now I'm going to right click on that box. And then you'll probably see it comes with a lot of categories and probably comes things with the yellow category and the orange category and things like that. Let me show you how you can make up your own. You come down here and you say all categories.

And then let's say I'm going to add a new one. So I'll type in invoices. And let's say that's going to be green. And now, you can see that this email is going to be a part of the invoice category. Now an email can be part of more than one category. You can pick as many as you wanted to.

So I can add new categories, rename them, delete the ones that are there. So you can make up your own list basically. So I'll click on OK. And now notice how as soon as I click on that email, you see The green bar, and then it tells you the category and then it shows up over here as well. So this is just another way to classify your emails. Now I can sort on that column as well. So if I pick on the word categories up here, then I see some that I have is red.

You know, then I have some different ones now sorted by the actual category. Alright, so those are interesting ways to manage your emails, I can put things in the categories, and then there's the one I just made was called invoices. If that's like another one with invoices, so I'll click on this, right click, and I'll pick on invoices. Now that's sort by that again, and then you can actually see it's already sorted by that. So the ones all the ones with the invoices are together. So that would be the main purpose of the categories.

Now, I like those a lot. Now, by the way, the categories that you use for the email will be the same categories. The calendar, the calendar app in Outlook and use is the same categories that the contacts would use. And it's the same categories that the the tasks would use, they all use the same categories, which is set those up. Now another thing I like to do with the emails is to flag them for follow up. So I'm going to pick on I'm going to certify the receive they.

And you can see I did categorize that one as with an invoice. So now this one, I have to do something with that. Okay, so I have to respond to Karen. So I wanted mark that as a follow up, what I'll do is maybe just put the flag on over here. And then I could just sort by the ones that have the flag. You see now I know I have to do something with this.

Now it's kind of interesting. When we marked the email with a flag, it actually puts it into the task list as well as find an example Okay, so this one says office 365 message center. And I'm going to click a little flag over there. Now I can sort on that column here in the email. And that's going to tell me you have to do something with that. But it also puts it into the tasks.

Watch. I'm going to come over here in that pick on the three dots. And I'm picking the application. It's called tasks within Outlook. And then, well, I could have my tasks or I can have the to do list. And let's see, there's the one that I just made with the Office 365.

Okay, so it's kind of interesting when we, when we mark it with the email, when we flag it with the email, it'll show up here on the the tasks as well. Let's get back to our email app. Now, some people like to use the different color flags, like if I right click on one of the things flags, then there's different color emails, I don't really use those and there's some people do to me, the colors are pretty close together, it's hard to really distinguish this, what I'll do is, if that has to be followed up on a certain date, then I'm going to add a reminder. Okay, so what I did was I right clicked in the flag, and I'm gonna say add a reminder, then I can make a follow up at a certain date. So let's say I'm going to follow up. And then you can put the date and time so I'm going to say today's date at 11:55pm 11:55am.

So I want that to kind of remind me right before the beginning at the end of the session here. So we should see that live in about in about 20 minutes. So I use the flags all the time, I really do. However, I don't really use the different color flags, what I do is I add a reminder. So at the time that I was supposed to follow up with that email, then it will remind me now I can set that you know, into the future. In this case, I put it for today's day, and 1155.

So that should show up in about 20 minutes or so. Now if I mark that as complete, then the task on the on the tasks will show up as complete as well. So that's fine one. Let the markets complete. Well, this was from March 22. I hope that I finished that one.

So I'm gonna right click on that, and I'll say marked as complete. Notice how the flag went went into a checkmark like that. Now I'm sure that that one is marked as complete on the tasks as well. Let's see. I'm going to pick on the the three dots, click on the word tasks and we can see well done This one is only showing the ones that are outstanding. So I'll show I'll change the view here.

In this case, I'll pick on the current view, and I'll say all tasks. And then we can see that a lot of the ones are like, here's the one I just wanted to complete right here. Okay, so now on the other hand, if I marked complete here in the task, the marking complete on the email as well. So it says the weekly office digests from 625. So I'm going to right click on that, and click on Mark complete. You see how it just went to the checkmark over here and the task but if I go back to the email application, it should have marked out when that's complete here as well.

There it is. So you can see how that was my that's complete. Alright, so I do use the flags. A lot, just come over here, and you click on that flag. Now if I if I wanted that to be a follow up, then I'll say add a reminder there as well. So those come up a lot.

I use this quite a bit. So now let me show you a way to automatically handle your emails. It's called a rule. Now, first of all, before we do the rules, let's say we set up some folders here. So I'm going to set up a folder that says from my boss. To add a new folder, I'm going to right click on my email address.

This is one way and then there's other ways to do a new folder. And then we'll say New Folder. And we'll call that one from the shot it again, I'm going to right click on the email address and I'll say New Folder. And I'll say from my boss now I have a folder that's called from my boss, right? Obviously, it's empty right now. Now I want that to be actually up here among my favorites, because maybe that's a folder that we use all the time.

So I'm going to right click, where's this from my boss, and I'll say, Show in favorites. Good. Now, that's going to be up there, right? Obviously, right now that email, that folder is empty. However, if I pick on an email from the inbox, I could just drag it over into that folder. Let's say every time I get an email from this person, but I mean, I know it happens to be me right now, but that's how I get an email from from this person, it's going to automatically put it into the folder called from my boss.

This is a great way to manage your emails. These are called rules. So let's see how we set up a rule. Now you right click on the email in question, so When I right click on this email, and I'll click on the word rules, and then I'm going to say create a rule. When you do it this way, it should inherit some things from that email. Good.

So I'm going to say from that person. And now you can also say the subject contains a certain word, who was sent to now and then I'll show you some of the advanced options and you can go a lot further. But right now I want to say if it's from that person, we're going to move it to a folder. Now in this case, I'll say select the folder. And then I'll pick on the folder that's called from my boss. So I'll click on OK. Now, I'm going to make it so that the emails that are already in the inbox are now going to be moved to the to that from my boss folder because of this role.

So you've set this up a clicking okay? Now it says run this rule. Now on messages already on the current folder. So watch what's going to happen. I'm going to click on OK, this this email that says Tom, the PC trainer, that will be moved to the folder that's called from my boss. And that's exactly what happened.

That's how it's not in the email. It's not in the inbox anymore. Now it's in the folder. It's called from my boss and it has all the ones that were from that certain person. So now let me show you how you go every time by the way, you get an email from that person, it'll automatically put that email into your inbox. Now let's go further with our rules.

Let's find another example. This time, I'm going to make a folder that's called Microsoft or I already have a folder called Microsoft over here and I'm going to make that into my favorite So I'm going to right click and say show in favorites. Good. So let's talk let's say every time I get an email from the the, if it says office 365 in the or if it says Microsoft in the How about if it says office 365 in the title of the email, I want that to move to the Microsoft folder. So we'll make a new rule this time. This time, I'll show you the Advanced Options.

So in this case, I'll pick on the Home tab, and I'll click on the word rules. And I'm going to say create a new rule. Now this time, I'm going to say advanced options. Okay. Now with the advanced options, you can go a lot further with it. So now you can do many, many different things here.

So I can say where the name and the CC boxes certain a sent only to me sent to Tom for galley. All right. In this case we're going to say from and I can even, you know click that to get a different email address, but that'll be fine if it's from Microsoft Office 365 support. Now, you know, I can choose many options here to get the exact ones that I'm looking for. Now I'll pick on next. Now once the email meets that criteria, there's a lot more that you can do with it now because we're in the advanced options, so I want to move it to a certain folder, but I also want to keep it in the inbox.

So you can choose to move it to that folder or copy it to the folder through all these different things. I'm going to say move a copy to the specified folder. Now, when you're on the Advanced Options, you have to make sure that you fill in the details down below. So I'll pick on the word specified and I want that to go to the Microsoft folder. So if it says the word, if it says the word specified them here, you would want to check that, click it and then pick the proper folder or the proper item. Alright, so good.

If it's from that person, it's going to move to the Microsoft folder automatically. Now, by the way, I can pick more than one of these at the same time. I just picked them their word next. And now you can even add exceptions. So I can say, except if this is true, or if it's marked as important or any of these other exceptions, but you can use those or you can skip this, I'm going to skip this. And I'm going to run the rule for the messages that are already in the inbox.

So what's gonna happen now is the one that says Microsoft Office 365, and any others that say Microsoft Office 365, they're not going to be moved to the Microsoft folder actually. It's going to be called Be there. So it'll keep it in the inbox and make a copy in the Microsoft folder as well. So the way I did it, I said move it. So I'm going to go ahead and move a copy. And now let's see if it worked.

If I go to the Microsoft folder, now it has the emails that say Microsoft Office on that. Okay, so now anytime I get an email that meets those criteria, it'll automatically move into those folders or do whatever you do within the rules. So there's two ways to set up your rules. You can either right click on the email, and then pick the word rule, and then click on Create rule from there. When you do it that way, notice how it inherits some of the information from the email. The other way to make a new rule is I pick on the word home, and I pick in the word rules there and then I said create rule.

Even that one picks up information from the current email and then I can say advanced options and then go a lot further with it. I use this all the time to help you manage my emails. Now if you want to see the rules that you already have, then I will click on the Home Menu, pick on the word rules. And then I'm going to pick on the word Manage Rules and alerts. And then you can see the ones that you've set up and then familiar, you can change them or delete them as you need to. So I think the roles are a great feature in Excel.

So we talked about detachments talked about how to fly the emails, the categories. Let's talk about the junk email. So notice that we have Well, we have the junk email folder, and things can automatically be moved into the junk email folder. Here's how you can decide what's going to be moved into your junk email folder. There's other ways to go to where I'm going to go to right now, but in this case, I'll pick on the file menu. And I'll pick on options.

Now, outlook has many, many options. As you can see, there's options for the mail application, the calendar, the people, the tests, and so on. Let's go to the mail application. And then you have a lot of things that you can do with your email, as you can say. Now at this time, even on this section, you can say there's a feature that's called cleanup, which, which I can show you as well, but actually, we're going to close that window. And I want to go back to the Home tab for the inbox.

Okay, now, this is what I was looking for. So I'll click on the Home tab, and I'm going to click on this pull down, and I can I can manage my junk mail options, all right, or I can actually block this sender at that point, if it's somebody who's just always spamming Yeah, you know so, or if you say never blocked him, it'll automatically go to the inbox if it's if it's in the spam folder, or the junk folder. Let's see what we can do about our junk email options. This is kind of another way to automatically handle emails. So I have mine on the low filter. So it says move the most obvious junk email to the junk email folder.

So I could have no automatic filtering low high. Or you can, let's say only emails from the people that you've had, your safe list will actually be added to your inbox. So you get to control how this is going to be set up. Here is how to set up your safe senders. I picked the word safe sender there and I pick on Add and then the safe recipients email from addresses or email sent to search addresses. So and I can have blocked senders, that means it's automatically going to go into the junk folder.

If some say international Yeah, some, you know, some of the, a lot of times if we get emails from international addresses a lot, many times not all the time, that can be spam. So, you go into this window and you can really manage your your junk folder. Let me show you how we got into that. We clicked on the Home tab of the email application, I come over here, I'm looking for this one, clicking that pull down and then we go into junk email options. You can decide you know how it's automatically going to filter those. And those will make a difference.

You'll see the low makes it if you pick on high, obviously you'll have a lot more that go into your junk folder. And then I could add safe senders or safe recipients and so on. So the junk folder can be another tool in managing your your inbox. So I talked about how to set up your folders, of course, you could have as many folders as you wanted to. Now watch again how we're going to move a folder into the, into the favorites. Let's say I have this folder called notes and ideas.

I'm going to right click on that, and I'll click on show in favorites. And now it's up here. So you pick and choose which ones you want to put your favorites. So they will show up there. Otherwise, I can have as many folders as I want. But if they're not the favorites, you have to scroll up and down over here.

Now, if you if you have the rules, of course that could move an email automatically into the folder based on the criteria. Or of course you could just pick a email and just drag it into there. Or you can right click on your email and you say move and then you'll have your folders over there. The folders to me are invaluable because they helped me already organize my emails. Like I said at the beginning, the only thing I really want in my inbox are things that I haven't read yet, or things that need my attention. Okay, so let's see if we have any other older email.

So I'm going to pick on the word received, and probably the ones from January of this year, I'm sure I'm done with this. So, in this case, here's what I'll do, I'll make a sub folder, I'm going to right click on my email address, and I'll say New Folder. And I'll call this one 2018. Now, what I want to do there is have a sub folder. One way to make a sub folder is to make the folder right from there. So whenever I click on that, and I'll say a new folder, and I'll say January.

Okay, so now notice how I can collapse to Thousand 18 with the arrow, or if I hit the arrow again, it'll re expand that. So now I pick up the ones from January of 2018. I was sorted by the receive that, I'm going to click on this one, hold down my shift key and then pick on this one. And then I'm just going to pick it up and drag it over into the January folder like that. Good. Now, that number, it's not the number of emails that are in that folder.

It's the number of unread emails that are in that folder. So if I click on that January, yeah, see the ones that are in the red are going to be, in this case in a different color. So the number that you see next to the folder is not the number of emails, it's going to be the number of unread emails that are in that folder. Now, let me show you a quick way In this case, they added something new into our, into our email. Notice over here, I can move the emails from up here as well, right? But if I pick on the File menu, under File, it talks about, there's different things we can do here.

So I'll pick on the word tools. And then it says mailbox cleanup. Let's see what that says. mailbox cleanup. Okay, so you can use this tool to manage the size of your mailbox. I can find items older than 90 days, find items larger than you know.

So many kilobytes. All right. So this is a really nice tool, you should go through these and see if some of these can help you. So you know, I can find items older than 70 days and then once I find those, so it's kind of another way to get the filter going on auto, our auto archive, there is an archive folder. And then you can auto archive based on certain criteria there. So I wanted to make sure you saw that I picked in the File menu, and I picked on tools.

And then I said mailbox cleanup. And then you can pick and choose which options that you'd like to see here. Now, let's go back to the tools again, and it says empty deleted items folder. So that's just another way to empty your deleted items. Let me show you something. if something isn't the deleted items, it still can be recovered.

So I don't have any there but if you ever see anything in your deleted items folder, you can still recover it and maybe move that to a different folder. However, once your IT team might empty that out automatically every night or every week. You know, I've seen that happen but I can right click on that deleted items folder and I can say, I can say empty that folder. Or the other way to do that was under the File menu. And then we said, tools and an empty deleted items. Let's see what this one says clean up old items.

Now look at this, this is that reminder that I set earlier in the class. So that it remind me that we're getting towards the end. So let's go back to that reminder. With the reminder, we can snooze it for so many, you know, minutes or even longer than that. I'm actually going to acknowledge that reminder. So at this time I pick on the word dismiss.

Otherwise, I could have snooze that. So I'm going to come over here. And if I say tools, and then clean up old items, then I could say archive items over then. Such and such a date. Let's say it's over then March 1, about March 31. Okay, and then I can pick which folder is going to be archived.

Now it gives you the location of the archive, it actually puts it onto your computer. So that way takes it a completely away from your email, and then puts it onto your computer. So that's an interesting idea. Right now, I just showed you how to do it, but I'm actually not going to do it. All those were under the File menu, and I picked on tools, and you can see what's going on with that. This is also where I can set the Manage Rules.

That's another place to do those. Now remember, go into your options. and here if I pick in the mail tab, this is always to manage your your email as well with different options. I'm going to close this window and I'm going to go back to my inbox. So hopefully, you saw some great ideas on how to manage your inbox and kind of get it nice and clean for the New Year gave us some great ideas to do that. We talked about sorting the advanced sorting.

We talked about filter and the Advanced Filter rules, how to handle attachments, flagging your emails, categories, looking for old emails, managing your junk folder, talking about the reading pane and folders making favorite folders and also conditional formatting.