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Outlook creates two stages for deleting messages by providing a Delete folder, which holds all the things you deleted from other folders
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DELETE MESSAGES FROM THE INBOX
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Start by clicking a message in the Inbox Then perform one of the following actions:
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Delete one message by selecting a message and clicking Delete on the toolbar Delete a block of messages by clicking the first message, holding down SHIFT, clicking the last message (all the messages in between are selected as well), and clicking Delete on the toolbar Delete multiple noncontiguous messages by pressing CTRL while clicking the messages you want to remove and then clicking Delete on the toolbar
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Remember to delete the contents of the Sent folder on a regular basis It can get huge
1 Click the Deleted Items folder 2 Choose one:
Select files to be permanently deleted as you did earlier, click Delete, and click Yes
Or
UICKSTEPS
MANIPULATING THE RULES
To get to the Rules And Alerts Wizard, click the Rules And Alerts button in the Advanced toolbar (or click Tools and click Rules And Alerts) The first page of the Rules And Alerts Wizard lists current rules under the names you gave them
Press CTRL+A to select all items in the folder, click Delete, and click Yes
Or
Right-click the Deleted Items folder, and click Empty Deleted Items Folder
Manage Attachments
Messages that contain files, such as pictures and documents, display a paper clip icon in the second message line within the Folder pane to show that there s more to see Attachments are listed in the message itself in the Reading pane, as shown in Figure 2-11 Since computer vandals like to broadcast debilitating viruses by way of attachments, you should be sure that you are dealing with a trusted source before you open any attachments Also, it s important to have an up-to-date antivirus program running on your system, as well as any protection provided by your ISP Make sure you have it, and keep your virus definitions up-to-date If you are running Windows Vista, there are several Internet and e-mail protections built into it When a message comes in with an attachment, you can preview the attachment, open it, or save it first
OPEN ATTACHMENTS
LEARN THE RULES Select a rule in the list, and review it in the description pane below it CHANGE THE RULES
1 Click a rule in the list, click Change Rule, and
click an action from the drop-down list Or Double-click the rule to open the
Rules And Alerts Wizard
2 If you opened the wizard, change the
contents as needed, click Next, click Finish, and click OK
3 If you selected an option under
In the Reading pane:
Change Rules with an icon beside it, add any requested information or fill in any new underlined variable in the description, and click OK until the window is closed Continued
Double-click the attachment icon
Or
Right-click the attachment and click either Preview or Open
SAVE ATTACHMENTS
If you have My Computer or Windows Explorer open to the folder where you want to save the attachment, you can drag the attachment there Otherwise:
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Microsoft Of ce Outlook 2007 QuickSteps PC QuickSteps Getting to Know Your PC
Receiving and Handling E-mail
UICKSTEPS
MANIPULATING THE RULES
MAKE A SIMILAR RULE
(Continued)
1 Click a rule in the list, click Copy, accept the
default folder or type a folder name to copy the rule to, and click OK
2 Double-click the copy 3 Step through the wizard, changing settings as
necessary and clicking Next as you go
4 Give the rule a new name, and click Finish
CANCEL A RULE
1 Select a rule in the list, and click Delete 2 Click Yes
REARRANGE THE RULES You might want rules to be applied in a certain order
1 Select a rule in the list that you want to move 2 Click the Move Up or Move Down arrow
until the rule resides where you want it in the sequence BASE A RULE ON A MESSAGE Figure 2-11: A single message can contain one or many attachments, consisting of all kinds of files, which may be previewed before opening
1 2 3
Right-click the attachment icon, and click Save As Use the Save Attachment dialog box to navigate to the desired folder Type a name in the File Name text box, and click Save
1 In the Mail Folder pane, right-click
the message and click Create Rule
2 Check the desired options in the
Create Rule dialog box
OPEN SAVED ATTACHMENTS
3 To use the more detailed
specifications in the Rules And Alerts Wizard, click Advanced Options, step through the wizard (with information from the dialog box supplying some of the underlined values), click Next as needed, and then click Finish
1 2
Navigate to the folder where you saved the file Double-click the file
Print Messages
Occasionally, you might receive something that you want to print and pass around or save as a hard copy Outlook lets you print in a hurry with the default print settings, or you can control certain parts of the process
4 If using the Create Rule dialog box, click OK twice
Microsoft Of ce Outlook 2007 QuickSteps Receiving and Know Your PC PC QuickSteps Getting to Handling E-mail
39 39
QUICKFACTS
PRINT QUICKLY
ARCHIVING MESSAGES
Archiving is for people who have a hard time throwing things away Outlook is set up on a schedule, which you can see by clicking Tools, clicking Options, clicking the Other tab, and clicking AutoArchive The AutoArchive dialog box allows you to set the time interval between archive functions, when to delete old messages, the path to
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