Organizing Microsoft Outlook: Using Sorting Fields, Search and Folders

Organization is the key to the cessation of e-mail frustration. Utilizing Outlook's many built-in organizing tools and developing an organizational structure that best suits your own needs can save over one hour per day of sorting through e-mails one at a time.

Sorting E-mail

In each folder, beneath the name of the folder, there is a gray bar of sorting options called fields.

By using a single left click on any of these items, the list of messages will be sorted and arranged by that category. In the above example, the Inbox is sorted in descending order by the "Received" column.

We know that the order is descending because the arrow next to "Received" is pointing down. To rearrange the ordering by "Received" in ascending order, apply a single left-click to the received column. The arrow will now point up.

These fields can be rearranged and removed; and even more fields can be added.

· Rearranging Fields

1. Left-click on the field that will be moved and hold it down.
2. Drag the field into the desired position. Two red arrows will appear showing where the field will be inserted (pictured above).
3. Release the mouse button for the field to become repositioned. The field will stay put until changed.

· Removing Fields

1. Left-click on the field that will be removed and hold it down.
2. Drag the field outside of the field area. The cursor will become a large black "X" (pictured above).
3. Release the mouse button; the field will disappear. It will remain absent unless re-added.

· Adding Fields

1. To add a new field, begin by right-clicking on a field.
2. Select the option "Customize Current View..." from the context sensitive menu.
3. The Customize View: Messages dialog box appears. Press the "Fields..." button.
4. The Show Fields dialog box will then open.
5. Use the "Select available fields from" dropdown menu to select the category from which to select available fields from.

o Use the "Add->" button to add highlighted fields from the "Available fields" list.
o Use the "Custom..." from the context sensitive menu.

3. The Customize View: Messages dialog box will appear.
4. Press the "Group By..." button so that the dialog box appears. Check the box marked "Automatically group according to arrangement."
5. In the "Group items by" area select how you would like the messaged to be grouped.
6. Select whether they should be grouped in ascending order (top to bottom) or descending order (bottom to top).
7. Use the three "Then by" areas to create multiple groupings.

· Turn Grouping On/Off

To toggle grouping on or off, right-click on the Field bar, select "Arrange By" and then select "Show in Groups."

Find

The Outlook search feature is ideal for finding important e-mails when the location is uncertain, and for saving time.

From the Standard toolbar select the "Find" option, or use the keyboard shortcut Alt+I. The Search bar will appear.

Advanced Find

The Outlook Advanced Find is the most powerful e-mail search tool available, and allows the user to denote very specific search criteria.

To perform the search, from the Search bar, select the "Options" dropdown menu, and then "Advanced Find..." or use the keyboard shortcut Ctrl+Shift+F.

The Advanced Find dialog box contains three tabs; two of which will be discussed in detail.

The Advanced Find dialog box contains three tabs; two of which will be discussed in detail.

Universal Settings

o Look for - The "Look for" dropdown list specifies what type of Outlook file you are looking for. Remember, not only e-mail messages, but tasks, contacts, and more.
o In/Browse... - In the "In" field, use the "Browse..." button to initiate the Select Folder(s) dialog box to check off each of the folders to search in.
o Find Now - Press to begin the search.
o Stop - Pressing this button stops the search.
o New Search - Use the "New Search" button to initiate a new search after completing a previous one.

Messages Tab

o Search for the word(s) - Enter the keywords to search for in this field.
o In - Use the "In" dropdown menu to specify whether to search in only the subject field, or both the subject and body.
o From... - The "From..." button initiates the Address List. Select names from the list to search for messages from specific people.
o Sent To... - Use this button to bring up the Address List. Select name from the list to search for messages sent to specific people.
o Where I am - When a check is placed in this box, the corresponding dropdown menu becomes available. Use it to specify that Outlook search for e-mails where you are the only person on the To line, on the To line with other people, or on the Cc line with others.
o Time - The "Time" field can be used to first select a category and then a date. For example, this field can be used to search for e-mails received yesterday by selecting "received" and then "yesterday."

More Choices Tab

o Categories... - Brings up the Categories dialog box. Specific categories can be selected to search from.
o Only items that are - Search either only read or only unread messages.
o Only items with - Specify to search for only items with attachments, or only items without attachments.
o Whose importance is - Perform a search based on the importance level of the e-mail.
o Only items which - Search items that have a specific flag color.
o Match case - If this box is checked, then the search will only look for the word as it is typed. For example, if the search word is "OUTLOOK," then the search will ignore "outlook" or "Outlook."
o Size - The fields under the Size box can be used to search for e-mails that are a specific number of kilobytes.

Creating Folders

Perhaps the ultimate organization tool, folders have been in existence for hundreds of years. Conveniently, folders allow messages and files to be sorted in one location based on particular attributes. In Outlook, folders allow for messages to be sorted with a high degree of organization.

Before creating a folder, it is important to begin with the appropriate "main" folder highlighted. For example, if a folder will be used to sort incoming messages, one should begin with the inbox highlighted. If a folder is to be used to sort sent messages, then one should begin with the Sent Items folder highlighted.

1. Left-click on the Inbox once so that it is highlighted.
2. Right-click on the Inbox so that the context sensitive menu pops up.
3. Select the option that says "New Folder..."
4. Give the folder a name of significance that is related to its purpose.
5. Now the folder is ready to be used to sort e-mail.

Move Messages to a Folder

E-mail messages can be easily moved to a folder.

1. Left click on the e-mail that will be moved.
2. Drag it over the destination folder so that it is highlighted.
3. Release the mouse.
4. The e-mail message is now in the folder.

With these skill sets, total efficacy and efficiency can be achieved.

"The really efficient laborer will be found not to crowd his day with work, but will saunter to his task surrounded by a wide halo of ease and leisure." Henry David Thoreau (American Essayist, Poet and Philosopher, 1817-1862)