Working with Categories and Email

Working with Categories and Email Outlook supports categories on all items and, although no one thinks twice about using them on calendars, tasks, and contacts, categories arent as widely used on messages as they should be
Nội dung trích xuất từ tài liệu:
Working with Categories and Email[ Team LiB ]Working with Categories and EmailOutlook supports categories on all items and, although no one thinks twice about usingthem on calendars, tasks, and contacts, categories arent as widely used on messages asthey should be.To add a category to messages using the Rules Wizard, open the Rules Wizard usingTools, Rules and Alerts, New Rule: 1. Create a blank rule to check messages when they arrive and choose your conditions. For this example, well choose People or Distribution List. 2. Click on People or Distribution List in the rule description at the bottom of the screen and select the contacts the rule will apply to. Click Next when youre finished adding addresses. 3. Select the action Assign It to the Category Category. Edit the rule description and select a category for the message. 4. Click Next and add any exceptions you might need to your rule. Click Finish to create the rule or Next if you need to run the rule on existing messages.Run the rule on any folder in your message store to set categories on messages already inyour message store. Turn on the rule and all new messages meeting your conditions willbe assigned the category. If you find the default category list lacking, you can addcategories to messages by using the Edit, Categories menu selection or by right-clickingon a message and choosing Categories (see Figure 14.15). From there, select categoriesfrom the list or type new ones in the Item(s) Belong to These Categories list. Click Addto List to add the category to the Master Category list. You can select more than onemessage and assign the category to the entire selection. Figure 14.15. Select one or more categories for your messages from the Categories dialog.Click the Master Category List button to add or remove categories from the master liststored in the Registry. Although you can add categories from the Categories dialog, youcan remove them only from the Master Category List dialog.Add categories to the messages you send by selecting Options, Options as you compose amessage using Word or by selecting View, Options when using the Outlook editor. Typeyour categories in the Categories field or click the Categories button and select from theCategories list. Categories are not included when you send the message unless you send the message using rich text formatting. In most cases, you need to double-click on the recipients address and choose Send Using Rich Text Format in the Internet Format dialog. The actual message format doesnt usually matter, as long as the recipient is set to receive RTF-formatted messages.After your messages are assigned categories, you can use smart grouping, search folders,and Advanced Find to find and view your messages.Outlook includes a predefined list of categories, but you can add your own categories.Categories youve added to messages can be used on any other Outlook item, as long asthe category is added to the Master Category list.[ Team LiB ]