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Microsoft Outlook 2003

Managing Your Email

This document will instruct you on how to manage your email so that you can stay organized. By creating flags, changing the read/unread status, and changing the subject heading of your emails, you are able to more easily and effectively manage your email messages.

return to topFlagging Messages for Follow Up

If you receive many email messages and cannot immediately respond to them all, you may want to set up reminders to follow up the messages later. When you set up reminders, a red flag will appear next to the message with the reminder.

  1. From the listing of messages, select the message you want to flag

  2. From the Actions menu, select Follow Up » Add Reminder...
    The Flag for Follow Up dialog box appears.
    Flag for Follow Up dialog box

  3. From the Flag to pull-down list, select the appropriate flagging option

  4. From the Due by pull-down lists, select a due date and time

  5. From the Flag Color pull-down list, select a flag color

  6. Click OK
    A follow up flag appears in the Flag Status column of the message list.

Marking Follow Up Messages as Completed

  1. Select the flagged message

  2. When you have completed the follow up task, from the Actions menu, select Follow Up » Flag Complete
    Your flag will now turn into a gray checkmark showing the task is complete.

Removing Follow Up Flags

  1. Select the flagged message

  2. If you want to remove the follow up reminder, from the Actions menu, select Follow Up » Clear Flag
    The follow up flag disappears.

return to topChanging Message Status

For better organization of your email messages, it may be beneficial to change your email status from read to unread or vice versa.

NOTE: If you change a replied or forwarded message to unread, the message symbol will not change. However, it is still considered unread for sorting, grouping, or filtering.

Changing Message Status: Menu Option

  1. From the listing of messages, select the desired message(s)

  2. To mark the message(s) as read, from the Edit menu, select Mark as Read
    To mark the message(s) as unread, from the Edit menu, select Mark as Unread
    OR
    To mark all of the messages in the mailbox as read, from the Edit menu, select Mark All as Read

Changing Message Status: Quick Menu Option

  1. From the listing of messages, right click the desired message(s)
    A Quick menu appears.

  2. To mark the message(s) as read, select Mark as Read
    To mark the message(s) as unread, select Mark as Unread

return to topAdjusting Subject Lines for Easy Reference

With the option to change the subject headings on incoming mail, you have more flexibility for organization. If you want a message to go into a folder that is based on subject heading, but that message does not fit the criteria, you can change the message's subject heading.

  1. From the listing of messages, double click the desired message
    The message window opens.

  2. Select the words in the subject heading

  3. Type the new subject heading

  4. From the File menu, select Close
    OR
    Click the X in the upper right corner
    An alert box appears asking if you want to save changes.

  5. Click YES
    Your new subject heading appears on the email.

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