Outlook item icons

You will see the following icons used to represent items in Outlook folders:



To change the width of a column

• Move the cursor over the original column markers
• Click-and-drag with the mouse to set the new column width

To change column order

• Click-and-drag the Column button to its new position

To sort items in a folder

• Click a column button to switch between ascending (A to Z) or descending (Z to A) sort order

If the column button used to sort the folder is shown with an arrow pointing up (if the sort is ascending) or down (if the sort is descending).



Set Message Flags

If a message requires some sort of response in the future, or if you want to keep track of it, you can mark the item for follow up.

To mark a mail item for follow up

• In the Information Viewer, select the message to flag then from the Actions menu, select Follow Up... (SpeedKey: Ctrl + Shift + G)

OR

• Open the item then on the toolbar, click Flag For Follow Up

The Flag for Follow Up dialogue box is displayed.

• Set the type of flag by selecting from the Flag to: box (containing options such as Forward or Call)
• Set a date to follow up by using the Due by: box
• Set a time to carry out the follow up using the box to the right of the Due by: box
• Click OK

The message is marked with a red flag in the Flag column.br>


To remove a message flag

• In the Information Viewer, select the message to flag then from the Actions menu, select Follow Up... (SpeedKey: Ctrl + Shift + G)

OR

• Open the item then on the toolbar, click Flag For Follow Up
• Click the Clear Flag button

Find a Message

As you accumulate sent and received messages, you will need to make use of different tools to locate a particular item. Sorting the folder or flagging the message can work in some cases, but if you want to locate a message by searching for a particular word or phrase, you can use the Find tool. You can use Find in any Outlook folder.

To find an item

• On the Standard toolbar, click Find

OR

• From the Tools menu, select Find (SpeedKey: Ctrl + E)

The following panel opens up above the Information Viewer.

• In the Look for: text box, type in some text that appears in the message you are trying to find, or select previously entered text from the drop down box
• To search in another folder apart from the Inbox, click the down arrow to the right of the Search In box and select the folder from the menu
• To search for your text in all the item fields in the folder, click Options and select Search All Text In Each Message (this options is turned on by default)

Note: Searching all the text in the message will slow the search down, clearing this option will speed up the search.

• Click Find Now

The search takes place and the results are displayed.

• View the messages in the Preview Panel to find the right one
• To clear the search, click Clear
• To close the Find pane, click the Close button on the right-hand side of the pane