Software

Organizing your e-mail in Outlook 2000

For those of you feeling overwhelmed by the amount of junk mail in your Inbox, Brien Posey offers a few Outlook 2000 tricks to help you get organized.


Do you receive so much e-mail that occasionally important messages accidentally get deleted along with the junk mail? If so, you’ll be happy to know that there are some things you can do to get organized. In this Daily Feature, I’ll discuss a few tricks for getting Outlook 2000 to help you organize your e-mail messages.

Get rid of junk mail
The first step to getting organized is to filter out your junk mail. This topic requires way more space than I have to work with, but I suggest you read the TechProGuild Daily Drill Down ”Managing junk e-mail.”

Set colors
The next thing you can do is use various colors for different types of e-mail. For example, on my system most of my inbound messages appear in black. However, if a message is from one of my business contacts I set it to appear in red to help it stand out. I also have friends who always send me jokes. I’ve set my Inbox to display in green messages from that particular group of people.

To set the desired colors, select the Organize command from Outlook’s Tools menu. When you do, you’ll see a screen labeled Ways To Organize Your Inbox. Now, click the Using Colors hot link. Simply select a message from the person who you want to draw attention to and select the color that you want applied to messages from that person. Click Apply to associate the color with the sender.

Auto Delete
You can also set up Outlook 2000 to automatically delete e-mail from undesirable sources through the same screen. Click the Using Folders hot link to access the rules screen. Then, set up a rule to move messages from the sender into Other Folder. When you do, you’ll see a screen that asks you to select a folder. Select the Deleted Items folder and click OK. Now, click the Create button to create the rule. Until you tell Outlook differently, all inbound messages from that sender will be automatically deleted.

Using the same feature, you can set up rules to automatically organize your mail by sorting incoming messages from certain senders to different folders. For more elaborate sorting, click the Rules Wizard button at the top right of the Organize screen, or select Rules Wizard from the Tools menu.

Brien M. Posey is an MCSE who works as a freelance technical writer and as a network engineer for the Department of Defense. If you’d like to contact Brien, send him an e-mail. (Because of the large volume of e-mail he receives, it's impossible for him to respond to every message. However, he does read them all.)

The authors and editors have taken care in preparation of the content contained herein, but make no expressed or implied warranty of any kind and assume no responsibility for errors or omissions. No liability is assumed for any damages. Always have a verified backup before making any changes.

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