Unable to move outlook items. Error moving emails in Outlook. Disable indexing of Outlook configuration files by the Windows Indexing Service

7. Organizing Outlook Items

7.1. Working with Outlook folders and using shortcuts
All data with which it operates Microsoft Office Outlook are stored in Outlook folders. When you work with a specific Outlook component, the Navigation Pane displays only the folders that match the selected component. For example, in the "Mail" mode, the folders "Inbox", "Outbox", "Sent Items" are displayed, that is, folders containing mail messages.

It is also possible to view the data of any Outlook component without switching to the appropriate operating mode. Click the Folder List button in the Navigation Pane.

Using the list that opens in the Navigation Pane, you can quickly move from letters to contacts or tasks, create new folders for storing data of any type. You can, for example, separate Outlook tasks into personal and business tasks by creating separate folder for each type of task. To create a new folder, click the arrow next to the "New" button

and select the "Folder ..." option.

After setting the folder name in the opened dialog window,

expand the "Folder Contents" list and select required type data.

You also need to check or change the location where the new folder will be placed.

Click OK to finish creating the folder.

To place a new task in the created folder, select that folder in the Navigation Pane and click the New button.

After entering necessary information and confirm it, click the "Save and Close" button.

The task will appear in the "Personal Tasks" folder.

Both standard and user-created Outlook folders provide a convenient and multifunctional tool for organizing data. So, for example, messages Email containing advertisements or received from blacklisted recipients are placed in the Junk Mail folder.

The user can set the required level of protection against spam by himself. Enter the "Service" menu

and select the "Options ..." command.

In the dialog box that opens, click the "Junk mail ..." button.

Here you can select the level of protection against unwanted e-mail,

specify a list of safe senders addresses and a list of addresses from which mail will always be considered junk.

Deleted emails go to the Deleted Items folder by default.

The size of this folder can become very large over time, so it is recommended to periodically clean it using the appropriate command from the "Tools" menu.

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You can also enable the "Empty Deleted Items folder on exit" option in the Outlook Preferences window.

The folders you use most can be added to the Favorite Folders section that appears in the Mail section at the top of the Navigation Pane.

To add a selected folder to this section, you can use the "Add to Favorite Folders" context menu command.

If there are a lot of folders, it is convenient to use shortcuts for some of them. To create a shortcut, switch to the Shortcuts mode in the Navigation Pane

In the window that appears, select the folder for which the shortcut will be created and click the "OK" button.

You can work with shortcuts in the same way as with folders, that is, instead of going to a specific folder, navigate to a specific shortcut. Clicking a shortcut in the Navigation Pane loads the contents of the corresponding folder into the Data View.

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Shortcuts can be grouped by using the Add New Group link to create groups.
7.2. Sorting and filtering
Data in Outlook folders can be viewed in a variety of views - standard or customized of your choice. For some Outlook items, such as the Contacts folder, a list of possible views appears in the Navigation Pane.

Switch to mail mode.

To change the view, enter the View menu and select the Current View submenu.

If the desired view is not in the list that opens, you can manually configure the settings for the current view. Select the "Customize Current View ..." command from the list.

In the window that opens, you can specify the list of fields displayed in the data viewing area,

set the grouping of elements by one or several fields, set the way of sorting messages.

To sort the data by one field, just click on the header of that field in the data view. which messages of the current mail folder the user will see in the viewport of this folder, and which will not, that is, set a filter. Click the "Select" button.

In the window that opens, you need to set the necessary conditions selection. You can, for example, show only messages that contain a specific text, in the subject or in the text of the message, messages that came from a specific address or sent to a specific recipient.

Switch to the "Other Terms" page. Here you can set filtering by message status, for example, display only unread messages,

display messages with a certain number of attachments or having a certain size. Click the OK button.

To cancel the changes made, use the "Restore current view" button.

Click the OK button.

Enter the "Service" menu

and choose the "Organize" command.

When this mode is selected, part of the data viewing area will be occupied by the Folder Setup window, which contains typical tools for organizing the data of the Mail component.

For example, the By Folders page contains buttons to create a new folder and move messages to another folder,

on the "By color" page, you can set colors to highlight certain messages, on the "By presentation" page, you can select the desired way of presenting data.

7.3. Categories and marks "For execution"
Outlook color categories are a tool that you can use to keep track of which items belong to different groups. For example, you can categorize all vendors or all tasks associated with a specific project. With the help of categories, you can link items of different types, but located in different folders.

Each Outlook item can belong to several categories. The category can be assigned both during element creation and later.

To assign a color category to an existing element, select it. Then go to the Edit menu and expand the Select Category submenu.

If the item should belong to several categories at once, select the "All categories ..." item in the list.

In the window that opens, tick the necessary categories.

You can change the name of the selected category using the "Rename" button.

To add an additional category, click the "Create ..." button. After giving the new category a name and color, click OK.

To confirm the selection of the category, press the "OK" button.

8. Service functions of Outlook

8.1. Fast data search
To find items in your Outlook folder that match certain conditions, you can use the tool quick search... Click in the search text box labeled Search Inbox. In this field you need to type a piece of text that should be present in the messages you are looking for.

To search for the specified text, click the "Search" button. This button becomes active if the text input field is not empty.

The data view area displays a list of messages that match the specified search conditions.

To reuse a search query, open the Instant Search area menu.

Expand the "Recently Searched" section

and select the request you want.

The selected query will appear in the input field. Now you can click the Search button to start your search.

Using the Instant Search Scope menu, you can also search all Outlook folders regardless of the current folder selection.

and also call the "Search parameters" dialog box.

If the Microsoft Office 2007 configuration installed on your computer includes all the required search engine components, you can add additional search terms to the main query. To do this, click the Expand Query Designer button.

In the area that opens, you need to fill in additional fields. You may need to download for this search to work additional component from the Microsoft Download Center website.

The search fields that you can add depend on the selected Outlook component.

In the mode of working with the "Mail" component, you can use the "Search Folders" - virtual folders containing the results of executing the specified search queries... The search folder contains not the messages themselves, but links to them. To create such a folder, open the list of options for the "New" command

and select the "Search Folder ..." command.

You can use predefined search folders. Select the option "Correspondence with the specified addressees".

In this case, it is necessary to specify the required addresses in the "Search folder settings" field, defining them using the "Select ..." button.

You can manually configure your search terms using the Create Custom Search Folder command. After selecting and configuring the desired search folder, click the "OK" button.

Found messages will be displayed in the data view area, broken down by mail folders.

You can switch to one of the existing search folders using the Navigation Pane. Search folders can be added to Favorite Folders.

8.2. Import and export. Archiving obsolete data
Microsoft Outlook supports the ability to copy data, such as email addresses, from other programs. If before Microsoft installations For Office Outlook, another program was used to work with mail, for example, Outlook Express, it will be useful to import old mail as well. To import data, go to the "File" menu and select the "Import and Export ..." command.

In the list that opens, select the option "Import Internet Addresses and Mail" and click the "Next" button.

Select the program from the list from which you want to import data, and click the "Next" button.

Depending on the program you choose, the Outlook Import and Export Wizard may prompt you to take a number of steps to determine your import options. Finally, you can configure additional parameters for importing addresses.

After completing all the required actions, click the "Finish" button.
The selected items will be imported into Microsoft Office Outlook. Click the OK button to close the information window.

Data from Microsoft Office Outlook can also be used in other programs. To export data, go to the "File" menu and select the "Import and Export ..." command.

Select the Export to File command from the list and click Next.

You can export data to files Microsoft Excel or Access, save in Outlook Personal Folders file format or in text format.

Select the option to export to text windows file, the field values ​​in each line of which are separated by commas.

Select a folder to export, for example, the Contacts folder. Press "Next".

At the next step, you need to specify a file name to save the exported data, and then click the "Next" button again.

If several actions are offered, you can mark the actions that you want to perform in the list and uncheck the rest.

Click the Field Mapping ... button to specify a list of fields to display and map them to fields in the Outlook database.

In this window, you need to drag the required fields from the list on the left (source file) to the list on the right (target file). After the fields for the output are configured, click the "OK" button.

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Click Finish to complete the export.

The data will be exported. Over time, the size of the base Microsoft data Office Outlook will grow. For normal operation of the program, it is necessary to periodically move the oldest and rarely used data to another location, that is, to archive it. The Outlook AutoArchive tool can automatically move to archive and delete from folders all items that are out of date. By default, AutoArchive is enabled and runs after a specified period of time. To configure the autoarchive parameters, enter the "Service" menu and select the "Options ..." command.

Go to the "Advanced" page and click the "AutoArchive ..." button.

After execution required settings click the "OK" button.

Close the Outlook Preferences window.
Contacts folder items are not automatically archived. You can manually archive a folder. To do this, go to the "File" menu and select the "Archive ..." command.

In the dialog window that opens, you must specify the folder for archiving, the time range and specify the name of the archive file.

Click OK to archive.

To access the data moved to the archive, open the folder named “ Archive folders»

and
then select a section with elements of the required type.
8.3. Outlook Diary
The Outlook diary automatically records actions that the user takes that are relevant to specified contacts. To access the diary, open the "Go" menu and select the "Diary" command.

By default, no diary is kept. Click the "Yes" button to enable journaling.

In the dialog box that opens, specify the items to be included in the diary and contacts for which these items will be registered.

You can also select the action to be performed after double click on the diary entry.

To confirm the settings made, click "OK".
Now, after performing the actions indicated in the list, information about them will be saved in the diary.

By default, diary data is displayed in the "By Type" view and is organized using a timeline.

Basics of working with MS Outlook 2007

Having successfully studied the material, you will know:

general information about the purpose and capabilities of MS Outlook;

the procedure for installing and configuring MS Outlook;

assignment of elements of the toolbar of the working window of MS Outlook;

principles of creating an electronic message;

purpose and functionality of various folders, principles of working with them.

After studying this topic, you will be able to:

install and configure MS Outlook settings;

create and edit account user;

navigate the functions of various components of MS Outlook.

After studying the material, you you will have the skills:

installation and configuration of MS Outlook parameters;

setting the parameters and type of e-mail;

creating an item in the "Contacts" folder;

create, edit and delete an item in the "Calendar" folder.

Basic concepts for topic 10

Information service

Personal folders

Spam

General information about Microsoft Outlook 2007

MS Outlook- a powerful tool for working with e-mail, diary, notes, etc. It allows you to organize:

exchange of e-mail messages, storage and search of the necessary messages in special folders, which can be located on mail server or on the hard drive of your computer, printing messages;

transferring files created in other applications, such as Excel workbooks or PowerPoint presentations and accompanying explanatory notes or messages;

maintaining an electronic calendar that allows you to plan things and present the necessary data in the most convenient form - a diary, a weekly or monthly planner;

maintaining a list of contacts, which allows you to store addresses, phone numbers and other information about the people you need;

logging, in which, in chronological order, Microsoft Office documents that you worked with are automatically recorded, which allows you to find documents not by their location on disk, title or content, but simply by the time of working with the document;

Create notes that can be used in much the same way as regular note paper or popular stickers with a sticky strip on the back.

Like other Microsoft Office applications, Outlook can be used both on a single computer and on a computer connected to a local or global computer network. It should be noted that the main purpose of MS Outlook is the organization of electronic communications, therefore this program is essentially a network application. In order to use all the features of MS Outlook, it should be installed on a computer connected to computer network... Only then will you be able to use email to transfer files, coordinate and schedule appointments or meetings with other Outlook users, and more. The storage format for Outlook items is fixed, but their storage location can be arbitrary: personal folders, mailbox on the server, HDD etc. Therefore, Outlook does not access the item store (for example, when opening an item or searching for it), but rather through a specific information service included in the Outlook configuration.

Folders are commonly used to structure files on a hard drive, and this is also true for Outlook items, with the caveat that the item store and its access service must support the ability to create folders. Folders, like items, have a set of properties. One of the properties is the type of items that this folder is intended to store. This property is used by Outlook when creating an item in a folder to invoke a form, and to determine which view set is best suited for items of this type... For some elements, it is convenient to use not a list or table, but some other method (view), such as a calendar grid or timeline.

MS Outlook Panels and Tools

Outlook consists of six subsections.

When Outlook starts, a folder from the section of the same name opens.

At the top of the window is the menu bar and toolbar. On the left is a panel for switching between sections. The panel contains three already existing groups: Outlook Shortcuts, My Shortcuts and "Other shortcuts". Each of these groups contains shortcuts that you can use to open the desired folders in your mailbox or folders file system... Clicking on the button opens the corresponding list of additional shortcuts. The folders themselves are not displayed by default, but displaying them is not difficult at all. To do this, select an item in the "View" menu.

When a folder is open, a table is displayed on the right side of the Outlook window that describes the messages in that folder. The columns of this table are message fields. The following fields are usually displayed: "From", "Subject", "Received", as well as fields of special marks (about high or low importance of the letter, about reading the message, about the presence of attached files). You can add or remove fields from this table. To do this, in the "View" menu, select "Current View" and select from the dropdown menu. Click on the field button and a dialog box will open where you can add or remove columns. At the bottom of the window, the viewing area of ​​the current message is displayed. Enables and disables this mode with the command "View area" from the "View" menu.

The new message icon looks like a closed envelope, the read message icon looks like an open envelope.

When you click on the "Create" button, a dialog box appears for creating an element specific to each section. For example, for a section, a dialog box appears for creating a new letter.

You can get a list of all objects available for creation by expanding the drop-down list to the right of the "Create" button.

Working with e-mail

Email, in fact, differs little from your usual e-mail on yandex portals. ru and mail. ru.

Working with e-mail is carried out using the section. In this mode, the "My shortcuts" panel by default contains following shortcuts.

Drafts - navigates to the folder with unfinished messages.

Outbox - indicates a folder with messages ready to be sent.

Sent - the folder stores messages that have already been sent.

Deleted items - go to the folder where the deleted messages are located.

Indicates the folder with received messages.

Spam- a folder with "suspicious" messages.

To remove a shortcut, select Remove from Outlook Bar in the context menu of this shortcut.

You can add a shortcut by selecting Outlook Bar Shortcut and indicating in the window that appears the folder for which you want to create it.

A new message

Creation email messages occurs using the "Create" button on the toolbar. In this case, a window appears for entering a new letter. In this window, specify the recipient's address in the "To" field. In the "Cc" field, you can enter the address of another recipient. The "Subject" field should contain the subject of the message, which will be displayed to the recipient in the header of the message.

Clicking on the "To" button will open the address book.

To add a recipient to the "To" field, select it from the list and click on the "To->" button in the "Copy" - "Copy->" and the "Bcc->" button to add a blind carbon copy (blind carbon copy means that the others, having received the message, will not see this addressee). After adding all the required recipients, click the "OK" button.

Address books can contain dozens of names, especially if the network is large enough, there are many different post offices, or mail is routed to the Internet. In this case, in order to quickly find desired name in the address book, just enter the first few characters of the name you are looking for. For small lists, you can also use the scroll bar on the right side of the list, or move through the list by pressing the arrow keys on your keyboard.

The body of the message can be in one of the following formats:

Plain text - the message contains only text;

RTF format - in addition to text, it can contain information about fonts and formatting;

HTML format - can contain information about fonts, formatting, as well as background and normal images.

Switching between these formats is carried out using the buttons in the Format section of the Parameters tab (Fig.10.1
).

In the tab Settings section (Fig.10.2 ) the following buttons are located.

Importance - determines the importance of the message and can take the following values: normal, low, high (when selecting the items "low" or "high" on the toolbar, the corresponding button is pressed).

The Options dialog box contains the following fields.

Flag - indicates the category of the letter. The letter can be: ordinary, personal, private and chipboard (for official use).

Send replies- allows you to specify the address to which the reply will be sent.

Do not deliver until- sets the date of sending the message.

Not valid after- sets the date after which the message will not be sent.

Send message to- allows you to select a mail server.

After the addressee has been specified, the necessary parameters have been set and the text of the letter is ready, it should be sent, for this purpose the "Send" button is used. When this button is pressed, the message is sent, and the message itself, unless otherwise specified, is moved to the Sent Items folder.

If you often have to send messages to the same groups of recipients, it makes sense to define mailing lists... You can create as many distribution lists as you like by including some recipients in several different groups at the same time. Mailing lists are color coded and have custom names.

call the list of the Create button, and then - the command;

in the Name field, enter a name;

on the tab click Select participants;

in the Address Book list, select the address book containing the e-mail addresses that you want to include in the distribution list;

in the Search box, enter the name of the contact to include. In the list below, highlight the name and click the Members button. Complete these steps for each person you add to the distribution list, and then click OK.

In the future, you can use the name of the created mailing list in the same way as the name of an individual addressee, by entering it from the keyboard or selecting it from the address book - the message sent in this way will be sent to all members of the group. If necessary, the composition of the group can be changed. You can add new group members or exclude dropped out members at any time.

Sending, receiving and viewing mail. Reply and forward messages

If your computer is connected to the Internet using local network(using a permanent connection), incoming messages automatically go to the folder. If the connection is not permanent, for example, it is carried out using a modem, then after establishing a connection, you can pick up mail using the button Send / Receive... This button performs the sending of the mail intended for this, as well as the delivery of incoming mail.

If the mode is enabled "View area", then to view the message, select its title in the upper window, and its text will appear in the lower window.

To view the message in another way, just double-click on the line of this message or select the required line and press the key : a special form will appear in which the values ​​of the message fields will be displayed. The bar at the top of the message form is the title of the message. It contains information about the sender, the date it was sent, who it was sent to, and the subject of the message. Using this toolbar or menu commands, you can prepare a response to this message, forward it to other recipients, print it, move it to another folder.

To reply to the selected letter, press the "Reply" button on the toolbar:.

Sending a copy of the letter to another addressee is carried out using the "Forward" button: .

If the letter contains several recipients, then to send a reply to all its addressees, use the "Reply to all" button: .

Viewing and saving attachments

Attached files are displayed directly in the message body as an icon of the corresponding application with a signature representing the file name. If the application with which this file was created is installed on your computer, you can open the attached file directly from the message form by double-clicking on the corresponding icon. You can also save the attached file separately from the message, as a regular file in any of the folders in the file system.

To save attachments of the selected letter, select the command "Save attachments" from the File menu. In the dialog box for saving attached files that opens, specify the path to the save location on the disk (the file name can be changed when saving).

Displaying a list of folders and working with them

To store and sort the received mail, you can create additional mailbox folders, or you can save especially important messages as individual files on disk, although the latter is less commonly used.

To create a new folder, select the "Folder" item in the "File" menu and select the "New folder" command in the drop-down menu. A dialog box for creating a new folder will open.

Enter a name for the new folder in the "Folder name" field, in the next field select the type of items that will be stored in this folder, and in the field "Place folder" select the path to the folder to be created.

To move the selected message to another folder, use the command "Move to folder" from the "File" menu or the corresponding button on the message toolbar:.

You can change the sort order of messages in an open folder: messages can be sorted by any of the existing fields, even if this field does not appear in this moment in none of the table columns. You can also choose to sort by multiple fields.

To specify the sort order, select "Current View" in the "View" menu. In the drop-down menu, select Change Current View... In the opened window "View Details" click on the "Sort" button. A dialog box will open. Select the most convenient mail sorting options and save the changes by clicking the "OK" button.

Outlook also provides the ability to group by field. To do this, click on the field name right click mouse and in the context menu select the item "Group" by this field.

Contacts folder in MS Outlook 2007

To work with contacts, go to the "Contacts" section. In this folder you can store regular addresses and phone numbers, email addresses, URL addresses personal web page, information about the position held, birthdays, and indeed any information about the persons of interest to you.

Create a new contact. Contact form

To add a new contact, use the "Create" button. A dialog box will open in which you must enter the required information.

For each contact, you can specify one or more categories to which it belongs. This is done by pressing the "Categories" button and selecting the required categories.

On the Details tab, you can enter additional information.

The "Actions" tab contains all emails, tasks and other information related to this person.

The "Certificates" tab is used to store digital signatures this person... A digital signature in an email is similar to a signature in a regular email. It is intended to confirm that this letter was created by this person. Personal digital signature can be obtained from a specialized organization.

The "All fields" tab contains all the fields of the "Contact" form. To view the field of interest, select it in the drop-down list.

Working with tasks

A folder is another way to plan your work. It contains information about tasks and projects that require a long time and do not fit into the framework of one working day. To work with tasks, go to the section of the same name. When you expand the Tasks folder, you will see a broken down worksheet listing existing tasks.

New challenge. Setting parameters, assigning a task

Adding a task is carried out by clicking on the inscription "Clicking will add an item".

A form for entering information about a new task will open with two tabs “Tasks” and “Details”, with the help of which you can enter a description of a new task or make changes to the data about an existing task, reflecting the progress of work on it.

You can also use task scheduling for your colleagues and subordinates and, in turn, receive tasks from your colleagues or superiors, provided that the task folders are located on the Microsoft Exchange server. To send a task, click on the button "Assign a task" on the toolbar of the created task window. In this case, e-mail is used to send a message about the task. In addition, the folder can be used by other applications besides Outlook.

Kinds of presentation of tasks to a folder. Task actions

The most convenient view for presenting tasks is timeline... To go to this submission tasks follow in the dropdown list "Current View" select value Timeline.

The task state is updated by double-clicking on the required task and setting a new value.

You can cancel the completion of the task in several ways.

Select view "Simple List" and check the checkbox next to the corresponding task, indicating the completion of the task.

"Day" .

The left part of the window looks like a piece of a regular diary, divided into half-hour intervals. On this sheet, you can plan the main events of your work day, noting the time taken by any activities.

The right part of the window is divided into two panels: at the top there is a calendar, with which you can go to any date in the diary, just click on the desired day. Typically, the calendar displays the current month, but you can scroll to any desired month using the arrow buttons located in its header. At the bottom is the taskbar window.

It is also possible to display the hourly calendar for the working week. To do this, use the "Working week" button.

Purpose and functionality of the "Diary" folder

The main function of the folder is to save information about those Microsoft Office documents that you worked with. The information recorded in the diary is displayed in chronological order and has a clear graphical presentation.

The presence of a detailed diary allows you to quickly find the desired document not by its place on the disk, title or content, but simply by the date of work with this document.

Create, edit, view, use and delete notes

The section carries out work with notes. The elements of this folder can be used as ordinary paper for notes, to create and store short notes - any ideas, questions that arise, etc.

Adding a new note is carried out by clicking on the "Create" button or by double-clicking in an empty space of the workspace.

When you close a note, it is automatically recorded. The first paragraph of its content is displayed below the icon of the note you just created. Therefore, to make it easier to find the desired note, it makes sense to enter the title or a short description of the note as the first paragraph, and the main text in the following paragraphs.

To view a note, double-click it.

It is also possible to group notes by the following parameters: Modified, Categories, Contacts, Created, and Color... To set the grouping conditions, enter the dialog box "Changes to the current view" and click on the "Grouping" button.

You can delete a note by selecting the "Delete" item in its context or system menu.

Main conclusions

Control questions

1. How are MS Outlook folders different from Windows Explorer folders?

   Where is the written but not sent message saved?

   What's in the folder?

   Can I group emails in a folder? If so, what are the parameters?

   How do you think junk mail should be collected?

   What mailing lists would you create in your mail, who would you include there?

   How to quickly send a message to all recipients of a specific list?

   Can you create tasks, for example, for a little sister? Are there any restrictions for this process?

   You wrote your abstract last month, but don't remember how you saved it. What MS Outlook tool can help you find a file with an abstract?

   How can you group notes? For what purposes would you use the Color parameter?

The main units of information in Outlook are items different types appointments, messages, notes, contacts, tasks, notes in Diary... Ontlook stores items of information in folders, and only one type of item can be stored in one folder. So, all notes are stored in the folder Notes, all tasks are in the folder Tasks etc. Outlook actually organizes a database of these items.

An Outlook folder is a logical repository of information that is not associated with the physical storage of information on disk. Although all of these folders are named, they are not visible from the program. Windows explorer because all Outlook information is stored in a single file on disk. When Outlook starts up for the first time, a user has access to several types of information items. Outlook stores these items in the following folders, which are contained in the folder Personal folders.

Outlook Today displays a summary of the events that occurred and were scheduled that day.

It lists the number of new messages, appointments for the week, and tasks. This page is handy for reviewing the current day and the upcoming week.

Inbox contains incoming e-mails and faxes. V Calendar meetings and appointment reminders are displayed, and appointments and meetings with other users are scheduled. You can set the alert output for items Calendar. If the alert is set, then in set time a window appears on the screen with a reminder of an upcoming event or meeting.

When scheduling meetings, you can view the free / busy information of attendees and select a convenient time. Outlook also makes it easy to keep track of annual events such as vacations and birthdays.

Contacts Outlook is used to store names, phone numbers, and addresses of business partners. Contact lists can be imported into Outlook from other programs.

Tasks weekdays can be managed through business and personal Outlook task lists. You can set the importance of tasks, enable due date reminders, and update task progress information. V

Outlook is tracking recurring tasks. Outlook can also be used to assign tasks to other users and monitor their progress.

Notes in Outlook make it easy to create, publish and manage information that is important to you and your employees. In folder Deleted all deleted items are found. Drafts contain drafts and messages that are not ready to be sent. Outbox- messages and faxes ready to be sent, but not yet sent. Folder Sent contains copies of sent emails.

Diary contains daily records of personal activities ... Diary entry automatically generated when sending and receiving e-mails, working in any Microsoft Office application. It is possible to create any records manually. General principle Working with Outlook is as follows: after opening a folder, you need to select the required item and the form serving it will automatically start. To quickly find an item without having to browse Outlook item lists, you can use the button Find on the toolbar. This command lets you search for any Outlook item, including messages, appointments, contacts, and tasks. An Outlook user can set up a wide variety of search terms using the Advanced Search command on the menu Service.

Using the Organize button on the toolbar, you can organize the contents of folders, set your own rules for processing messages, even protect yourself from unwanted recipients. For each folder, there is a set of views - ways to display items on the screen. The set of standard views includes: table, timeline, cards, etc., but you can create your own with the necessary filtering, grouping and sorting parameters, change the fonts of the views. You can configure the data presentation parameters and the modes of operation of Outlook items by pressing the corresponding key in the command dialog box Menu options

Service(fig. 2).

By default, Microsoft Outlook blocks potentially dangerous attachments (such as BAT, EXE, VBS, and JS) that may contain viruses. When such a file is attached to an e-mail message, you will be warned about whether to send a potentially harmful attachment. If you click "Yes", the attachment will be sent.

You can also insert an attachment by dragging and dropping a file from your computer into an Outlook item, or by copying and pasting the file into an Outlook item as an attachment. A safer way to share files is to place them on a secure network share. You can include a link to a folder in an e-mail message to which the recipient is given access.

To insert a file, follow these steps.

1. Create or open the item where you want to insert the attachment. For messages, to insert an attachment, you must create a new message.
2. Click in the element text and click the Insert File button.
3. Select the file you want to attach and click the "Insert" button.

To insert an Outlook item, however, follow these steps.

1. Create or open the item where you want to insert the item. For messages, to insert an attachment, you must create a new message.
2. Click the item's text box.
3. If you are using Microsoft Word as your email editor, click the down arrow, and then click Insert item... Otherwise, choose from the menu Insert command Element.
4. Highlight the message or other item you want to attach and click OK.
5. In the new message, click the Submit button, for all other types of items, click the Save & Close button.

In HTML and plain text messages, attachments appear in the line below the Subject line, while in RTF and other element types, attachments appear in the text of the element.

Opening an attachment

• To open an attachment from within an item: Open (or view) the item containing the attachment you want to save and double-click the attachment icon.
• Opening an attachment without opening an item: Right-click the item containing the attachment. In the context menu, point to the command View attachments and click the name of the attachment you want to view.

By default, Microsoft Outlook blocks potentially dangerous attachments that may contain viruses. These attachments are not displayed and access is denied. Your inbox will display a paperclip icon in the column The attachment to indicate that the message has an attachment, and an information bar at the top of the message will display a list of blocked attachments. Before opening attachments, it is recommended to scan them for viruses using a special antivirus software... Most of the existing anti-virus packages can be configured to automatically scan the received e-mails.

Saving an attachment

Saving an attachment from within an element:

1. Open (or view) the item containing the attachment you want to save.
2. Right-click the attachment icon and choose Save as.
3. In the dialog box Saving an attachment

If the message contains more than one attachment, multiple attachments can be saved in the same folder. While in a message, select the command from the File menu Save attachments... In the dialog box that appears, select the attachments you want to save from the list and click the "OK" button. To select several attachments, click their names in the list one by one while holding down the "Ctrl" key.
Saving an attachment without opening an item:

1. Select the item containing the attachment by clicking its icon in the main window Microsoft programs Outlook.
2. Open the menu File Save attachments, then on the menu that appears, click the name of the attachment you want to save.
3. In the dialog box Saving an attachment select the folder where the file will be saved.
4. If necessary, enter a new file name in the File Name field, and then click the Save button.

If the message contains more than one attachment, they can be saved in the same folder. In the main Microsoft Outlook window, click the item that contains multiple attachments. Open the menu File and hover your mouse over the command Save attachments, then in the menu that appears, select All attachments... In the dialog box Save all attachments select the required attachments from the list (by default, all attachments are selected), and then click the "OK" button. To deselect an attachment, press the "Ctrl" key and, while holding it, click the name of this attachment.

Removing attachments

• To remove attachments from the Attachments row: Right-click the attachment icon and select Delete in the menu that appears. In the message you are composing, you can click the attachment and press the Del key.
• To remove attachments from the body of the message: Click the attachment icon in the body of the message and press the Del key. If the message is in RTF format, you can position the cursor to the right of the attachment and press the Backspace key twice.
• To remove images from the body of an HTML message:
  1. Select from the menu Edit command Change message.
  2. In the body of the message, move the cursor over the image and press the left mouse button.
  3. Press the DEL key.

Removing attachments from received messages using the instructions above can help reduce the size of your mailbox. Before deleting an attachment from Microsoft Outlook, you can save it to your hard drive.

Removing unsafe attachments

Certain types of file attachments may contain viruses. These types of files include files with the extensions EXE, BAT, SCR, and JS. For security reasons, they are blocked by the Microsoft Outlook Message Manager. Recipients using Microsoft Outlook Office Outlook 2003, 2002, or previous versions Microsoft Outlook updated with a security package cannot open such attachments. Removing these types of attachments from the message ensures that recipients can save and open the attachments.

Removing an attachment from the Attachments field

1. Right click on the attachment icon.
2. In the context menu that appears (The context menu is a menu containing a list of commands related to a specific object. To open the context menu, right-click an object or press Shift + F10.) select the command Delete.

Removing an attachment from the body of a message

1. Click the attachment icon in the message body.
2. Press the DEL key.

In HTML messages, attachments are displayed in the Attachments field, located directly below the Subject field. In RTF messages, attachments are displayed in the message body.

Customize the display of attachments in Magnifier

1. Select a team Change current view(menu View, submenu Sort by, in it submenu Current view) using the keyboard.
2. Click the Fields button and then the New Field button.
3. In the Name field, enter a name for the field, for example, "There is an attachment."
4. In the Type list, select Formula.
5. In the "Formula" field, enter the string IIf (= True, "Attachment", "").
6. Click the OK button three times.

Shared attachments

When you upload a file as a shared attachment, a Document Workspace node is created for it at the specified node Microsoft Windows SharePoint Services, and the Document Workspace is named the attached file. Attaching more than one file in the workspace is named after the first file in the attachment list.

Document Workspace Members

The sender of the attachment becomes the administrator of the document workspace, and the recipients become members of the attachment and belong to the Contributor site group. Recipients can open the attachment or use a link in the message that indicates home page work area for documents. A copy of the attachment is saved on this page in the Shared Document Library.

Document update

If the attachment in the message is a document or web page in one file (MHTML) owned by Microsoft Office Word, Microsoft Office Excel, Microsoft Office PowerPoint, or Microsoft document Office Visio is either a Microsoft Word or Microsoft Excel XML file, Document Workspace members can work on a copy of the attachment as long as the Microsoft Office used to edit the attachment receives updates from the Document Workspace. Workspace members can also save their changes to a local copy of the workspace.

Create a workspace for documents

Sending a shared attachment:

1. Create a new email message in Microsoft Office Outlook.
2. In the To box, enter the email addresses of the users who will become members of the Document Workspace site. Recipients whose addresses are specified in the "To" and "Cc" fields are automatically granted the right to access the site. This does not apply to recipients whose addresses are listed in the "Bcc" field. They need to submit a request for access.
3. In the Subject field, enter a subject for the message.
4. On the menu Insert select team File.
5. Select the document you want to insert and click the Insert button.
6. If the task area Attachment options is not displayed, click the Attachment Options button.
7. In the field of tasks Attachment options choose General attachments, and then in the Create Document Workspace By Address box, type or select the web address (URL) for the Microsoft Windows SharePoint Services Web site that will host the Document Workspace site. The document workspace will be created in a subsite of the Windows SharePoint Services site, so you must have permission to create a workspace on that site.
8. If necessary, enter text in the message (in addition to the template) and click the "Send" button.

To add new members to the Document Workspace after submitting the attachment, open the document and click the Add New Members button on the tab Members in the task area Common work area.

Using the New Button in the Task Pane Shared Work Area: Task Pane Shared work area serves to create a workspace for documents only in Microsoft Office Word, Microsoft Office Excel, Microsoft Office PowerPoint and Microsoft Office Visio.

1. Open the document in Word, Excel, PowerPoint, or Visio.
2. On the Tools menu, choose Shared work area.
3. In the field of tasks Shared work area enter or select the URL of the Microsoft Windows SharePoint Services Web site that will host the Document Workspace. The document workspace will be created in a subsite of the Windows SharePoint Services site, so you must have permission to create a workspace on that site.
4. Click the Create button.
5. In the Common Workspace task pane, on the Members tab, click the Add New Members button.
6. Enter the names or email addresses of members to invite to the Document Workspace, separated by semicolons.
7. To have users have different permissions than those specified in the Member site group, select a different site group.
8. If necessary, send an invitation by email.

28.03.2015

Above we considered the work with Outlook items only within the application itself. However, there are times when you need to work with Outlook information outside of this environment, for example, in another application that does not support the Outlook format, or on another computer. This requires additional means of storing information either in standard formats or in application formats that will use Outlook items.

Outlook has a fairly flexible and wide system for saving, importing and exporting information, as well as a fairly simple tricks transfer information from Outlook to other Microsoft Office XP applications. These additional features when working with Outlook items and will be covered in this chapter.

Saving an item

First of all, let's look at saving an Outlook item. So open the folder Inbox(Inbox), select an item, such as a test message (see Figure 9.30), and select> File> Save As. .. Then specify the folder where the item will be saved and enter its name in the field File name(File Name). The next main point in saving an item as a separate file is to select a format in the drop-down list File type (File Type). There are five standard file types that Outlook can convert items to (Figure 17.1):

• only text (Text Only);
• RTF (Reach Text Format);
• HTML;
• vCard and iCalendar;
• message format;
• Outlook template (Outlook Template).

These formats are supported by all Outlook items, so the procedures for saving to a file will be demonstrated for each format using a separate Outlook item as an example.

Rice. 17.1. Dialog window Saving an item with dropdown File type

Text only

This format has the standard txt extension that most Windows applications(e.g. Notepad). In addition, files in this format can be read and edited in DOS applications or a DOS session.

By choosing this format, the user only saves the text information contained in all fields of the message (and not only in the Note), thus, non-textual information (pictures, inserted files, color highlighting, etc.) will be lost.

Comment

When you save an Outlook item, a new file is created. In this case, some message data may be lost, but the message itself remains in the folder Inbox, and, v if necessary, you can restore the complete information picture.

In fig. 17.2 the generated file opened by the application is displayed Notebook(NotePad).

Rice. 17.2. Open file Text.txt

Paired with this format is the RTF (Reach Text Format) format, which, unlike TXT, preserves the formatting of the text information of the Outlook item, but, like TXT, does not save graphics.

Html

The HTML format is very common. Files in this format can be opened by Web editors and Web browsers such as Internet Explorer or Netscape Communicator, or any Microsoft Office XP application.

This format allows you to save not only the text information of all message fields, but also their graphical formatting (with the exception of built-in Outlook borders and files). Moreover, this format remembers the element's hyperlinks. V Chapter 11 we have already covered how to create a simple HTML file and host it on a user's Web site. Here is the operation of saving the Outlook calendar in HTML format, after which it can be placed on the site, thereby, anywhere in the world, any user (and you in particular) will have quick access to information on your schedule (see section 11.6.1 "Creating a Basic Web Page").

Example 17.1. Saving your calendar as a web page

(Go to calendar view)

Start: = 01.07.2001

End: = 31.07.2001

Include meeting details

Calendar name: = Usarov George - Calendar

Filename: = C: \ My Documents \ calendar.html

Open a saved web page in a browser

Rice. 17.3. Dialog window Saving as a web page

The result of saving the user's calendar as a Web page (for a month) opened in Microsoft Internet Explorer.

vCard and iCalendar

Files with the txt and html extensions are worldwide widespread and are a kind of storage standards for text and hypertext information, respectively. But with this approach, there is no unambiguous identification of the file with the corresponding element, therefore, how to determine third party program- contact this file or meeting? But Outlook is far from the only (although, in my opinion, one of the best) applications (Lotus, The Bat, Netscape Messenger, etc.) that works with contact information or information like meetings Calendar.

Outlook, like, in principle, other applications, provides the user with the ability to save information in unified formats, which should be supported by all applications that work with contact or calendar information. The use of such formats entails a narrowing of the information of the elements, but at the same time they allow the exchange of information between different applications quickly and with minimal data loss.

Unified format for elements Contact are the vCard files. To save a contact in this format, select it and repeat the steps shown in the following example.

Example 17.2. Saving a contact in vCard format

File name: =< File name>

For folder items Calendar the situation is similar, only in this case in the list File type should choose vCalendar or iCalendar.

Message format

Saving an item in message format (.MSG) allows you to create a complete offline copy of it. That is, the user does not need to download Outlook to view of this message,. enough in Windows Explorer double-click on the file name - and a full version of the item will open, with which you can work as if you are in the Outlook application (by the way, it is implicitly launched anyway).

Moreover, this format is universal for all Outlook items. In other words, if you saved the item The note(Note) in the format of a message, the next time you open the created file, the note form will open to you, and all its information fields will retain their values.

Saving individual items in this format allows you to quickly and reliably transfer Outlook information from one computer to another.

Outlook template

Sample(Template) is a special document used as a template for creating new documents. It is easy enough for Word users to understand the process of creating and applying templates, because a given word processor always uses some template when creating a new document. However, I hope that it will not be difficult for Outlook users either.

The simplest example of a template in Outlook is a form. Indeed, a form is a special document based on which new elements are created. But, in addition to using built-in forms (templates), the user can simplify and / or standardize the procedure for creating new elements based on his own template.

Rice. 17.4. Outlook Template (Message)

Consider the following example. Let's say a publisher wants to maintain a consistent styling when creating royalty-free messages to writers. And note that with a fairly frequent repetition period in the message, information only changes about the name of the writer and the amount of the fee, and the context itself is the same and does not change. There are two solutions to this problem:

1. Remember all message settings (color scheme, font, note text, flag status, etc.) and when creating a new message, configure it in the same way as the previous one.
2. Create a message specifying a set of parameters common to all subsequent messages and save it in the template format.

I will not dwell on the lack of the first solution. Here, I note that if you chose the second option, you just need to double-click on the template file in Windows Explorer, and a new message for the writer will be created.

In fig. 17.4 shows an approximate version of such a template. Underlined text needs to be changed.

Comment

Importing and Exporting Items

Above, we covered the simplest ways to save Outlook items as files that have standard types... But sometimes it is necessary to transfer information from Outlook to another application with the least information loss, or to an application, not at all. supporting work with standard formats. How to be in this case?

Outlook can fix this problem as well. By means of special converters, the element can be saved in the format of a specific application with the least loss of information. The set of Outlook converters is wide enough to cover almost all popular information management applications. The process of converting an Outlook item to an item in another application is called export(Export), and vice versa, converting from app to Outlook - import(Import).

Type table

Table 17.1 lists the types of files that can be exported and imported using Outlook. Details on the import and export procedures will be discussed later in this chapter.

Program	Extension	Import	Export
Microsoft Schedule +1 .0	cal	Yes	No
Microsoft Schedule + 7x	scd	Yes	No
Microsoft Schedule Plus Interchange	sc2	Yes	No
Microsoft Mail File	mmf	Yes	No
Microsoft Outlook Personal Folders file	pst	Yes	Yes
Microsoft Outlook Personal Address Book	pab	Yes	Yes
Microsoft Internet Mail (IE 3.02)	pst	Yes	No
Microsoft Outlook Express		Yes	No
ACT! 2.0, 3.0, or 4.0 for Windows	dbf	Yes	No
ECCO3.0, 3.01,3.02, or 4.00	eco	Yes	No
Eudora Light (1.54 or 3.0.1)		Yes	No
Eudora Pro 2.2, 3.0, or 3.0.1		Yes	No
Netscape Mail 2.02, 3.0, or 3.01		Yes	No
Netscape Messenger 4.0		Yes	No
Lotus Organizer 2.1, 97, 97GS / 4.1, and 5.0	org - org5	Yes	No
Comma Separated Values ​​(MS-DOS)	CSV	Yes	Yes
Comma Separated Values ​​(Windows)	CSV	Yes	Yes
Tab Separated Values ​​(MS-DOS)	txt	Yes	Yes
Tab Separated Values ​​(Windows)	Ut	Yes	Yes
(calendar	ics	Yes	No
Vcalendar	vcs	Yes	No
Vcard	vcf	Yes	No
Microsoft Access	mdb	Yes	Yes
Microsoft Excel	xls	Yes	Yes
Microsoft FoxPro	dbf	Yes	Yes
DBASE	dbf	Yes	Yes

Table 1 7, 1. File types supported by Outlook

By default, for some applications, converters are not installed, and when you try to export an item to this format, a corresponding warning will appear. If you agree with it, the missing component will be installed.

If Outlook does not have a converter to the format of any application A, then you can be smart and convert first to a third-party application B that supports the required format. And already by means of this application convert into the required application. For example, Outlook does not support the Lotus 1-2-3 application format, but you can achieve the desired result by using an Excel application that supports Lotus.

Export items

Let's look at a concrete example of exporting information. A typical case in this situation is the transfer of the contact list from Outlook to other Microsoft Office applications (Excel or Access) for more specific work on them using the means of this particular application. Let's say that in our case it will be Excel.

Example 17.3. Export Outlook Items

> File> Import and Export ... (This will launch the Import and Export Wizard (Fig. 17.5)

Create a file of the following type Microsoft Excel Next (Fig. 17.6)

Folder <Имя папки>

File name: = Contacts

Export "Contacts" from "Contacts" folder

Matching fields ...

Rice. 17.5. Import and Export Wizard

Rice. 17.6. Dialog window Export to file

Let's interrupt the formal consideration of the Export and Import Wizard to dwell in more detail on working with the dialog box. Matching fields(Map Custom Fields). The left list (From) displays all contact fields. Using the buttons <Назад и Далее>, you can view all contacts, or rather, all the field values ​​for contacts. The list on the right (B) displays the fields (and their order) that will be shown in the Excel table. All fields will be listed by default. Naturally, this does not always suit the user, since most of the contact fields may not be filled in, and they will still be displayed and take up space.

To change the display of fields, click the button Clear(Clear Map), thus all fields from the right list will be removed. To restore all fields, click the button Default(Default Map). Now that the list on the right is empty, let's add the fields we need to display. To do this, select one of them in the left list and, while holding down the left mouse button, drag it to the right list. Transfer everything this way required fields... To remove a field from the list, you need to do the reverse procedure: move the field from the right list to the left. The order in which the fields are placed in the right block determines the location of the information in the exported file. The position of the field inserted into the list on the right can be changed by moving this field down the list.

After specifying the fields in the dialog box Matching fields click OK, and you will automatically return to the Export Wizard mode. It remains to press the button Ready, after which a dialog box will appear Import and export, demonstrating the process of converting an item. After the element has been converted, this dialog box will disappear, therefore, the Wizard has completed its work. Now you can open the created file and make sure that the transformation rules specified in the Wizard are correct and accurate.

Comment

In addition to converting elements to the format of some application, you can select the format Delimited text(Separated Values). This format is very simple and convenient, because, as mentioned above, most programs support the text format, and the use of separators (commas or tabs) allows third-party applications to independently convert this format to their type. So, for example, Outlook cannot export items to Microsoft Word, but converting items to Delimited text allows a word processor to read the created file and convert it to a more convenient form using its own means.

Importing items

Import - the opposite of the export procedure, that is, the data from a file is moved to the Outlook database. Let's check out converting the Contacts.xls file back to an Outlook folder. To do this, create a special folder, for example ImportContacts, into which information from the Excel file will be placed.

Example 17.4. Importing items

> File> Import and Export ... (This will launch the Import and Export Wizard)

Select file to import Microsoft Excel

Folder<Имя folders>

File Contacts, xls

allow creating duplicates (fig. 17.7) Next

Importing "Contacts" into the "ImportContacts" folder

Rice. 17.7. Dialog window File import

A few comments on this example.

First, if the folder into which you will be importing the file already contains similar information, you should consider before selecting one of the three D radio buttons in the dialog box. File import:

• replace duplicates on import(Replace duplicate with items imported). Select this value if the data in the imported file is more recent than the Outlook folder;
• allow duplicate creation(Allow duplicates to be created). This value is set by default. In this case, after the import procedure, you can open the folder and manually change or delete copies of the data. The mode is the safest, but at the same time, the final processing of information takes several times more time;
• don't import duplicates(Do not import duplicates). Select this value if some of the data in the folder is more important than the data in the imported file.

That is why we created a special folder, because if you set the same fields when exporting contacts, then when importing a file into the folder Contacts you could either lose information, or get twice as many contacts at the expense of copies.

Secondly, just like in the case of export, the user can select the fields Excel tables to be imported. Besides the button Matching fields, necessary to change the display of fields, in the same dialog box there is a button Appointment(Change Destination). Clicking this button will bring up a dialog box Folder selection(Select Folder), in which you can change the destination folder for the imported information.

After the file has been imported, you can see the result by opening the ImportContact folder.

Archiving items

The content of Outlook Personal Folders grows as items are created, similar to a pile of papers on a desk. Your own desktop is sometimes tidied up: documents that are important, but are not used very often, are viewed and deposited; less important papers (for example, newspapers and magazines) are thrown away, depending on their age, or put in large boxes and forgotten until better times. In Outlook, however, old items are transferred to an archive file.

In the "Tab Autoarchive» we touched upon the issue of archiving items a little, but we did not fully describe why archiving is necessary, what are the advantages of periodic archiving, etc. See also the procedure for unzipping items.

Let's start by answering the questions above:

1. Archiving is necessary as a preventive measure, preventing the clogging of folders with unnecessary items and outdated information, which slows down the work and makes it difficult to find the necessary data.
2. Archiving does not destroy items (although this option is also possible), but only moves them to another location until you need them again.
3. If Outlook malfunctions or information is transferred from one computer to another, the necessary elements can be easily extracted from the archive.

Let's go now directly to the process of archiving the elements. There are two standard procedures: automatic archiving and "manual".

Automatic archiving

Automatic archiving options are set in the dialog box Autoarchive(AutoArchive).

Example 17.5. Autoarchive items

> Tools> Options ... Advanced

Autoarchive ... (fig. 17.8)

By default, Outlook items are auto-archived every 14 days. The user can set any frequency of this process, as well as cancel it altogether by unchecking the checkbox.

Rice. 17.8. Dialog window Autoarchive

Check box Query before autoarchive(Prompt before AutoArchive runs) will cause a special dialog box to appear every time notifying about the start of AutoArchive.

By default, Outlook deletes rather than archives expired email messages. If you want to archive, and not delete them, uncheck the corresponding checkbox.

Also, by default, Outlook saves all archived items in a special file located in the C: \ Windows \ Local Settings \ Application Data \ Microsoft \ Outlook \ archive.pst folder. Describing how Outlook works, we can say that when archiving, it creates backups existing elements in the place where they will not overload the current arrays of information. If you want to create a new archive or just place it somewhere else, click the button Overview… and enter a new name for the archive file.

Also in the section Default settings for the archive folder(Default Folder Settings for archiving) you can specify a date to permanently delete items from the archive and also tell Outlook to automatic deletion rather than archiving obsolete items.

Comment

When archiving, the current folder structure is saved in a new archive file. If the folder where the items are placed has a parent folder, the same folder will be created in the archive file, but its items will not be copied to the archive. So the folder structures in the archive file and Personal folders are identical.

Advice

When you archive all Outlook items, the archive will grow fairly quickly. In order to avoid the growth of the archive file, we advise you to periodically delete unnecessary items (and from the folder Deleted).

After saving the dialog box settings Autoarchive you must specify which folders and items will be automatically archived. Setting folder autoarchive properties has been covered in detail For more information, see section 7.3.4 “Tab Autoarchive ", here we will only provide a list of values ​​for the autoarchive intervals that are set by default for each Outlook folder, as well as how to determine the date for the countdown of this interval.

Item type	Interval	Archive date
Message	2 months	Date sent or received (later of the two) or date / time last change
A meeting	6 months	Date of meeting or date / time of last modification (whichever is the latest)
Task	6 months	The due date or date / time of the last change. Tasks that are not marked completed are not auto-archived. Tasks assigned to other users are archived if marked as completed
The note	3 months	Date / time of last modification
Diary entry	6 months	Date the entry was created or the date / time of its last modification
Contact	No	Not archived

Table 17.2. Archiving Intervals and Date of Items

Comment

By default, AutoArchive is not activated for folder items Inbox, Drafts, Notes and Contacts.

The AutoArchive properties that are set for an Outlook folder usually apply to all of its items. But in case you do not want to archive some element, even after a long time has passed (for example, a historical message in your life), you can specify a special option that prohibits autoarchiving of the specified element.

(Open the item)

> File> Properties ...

Do not autoarchive

Rice. 17.9. Properties dialog box

"Manual" archiving

If AutoArchive options are disabled, or you want to archive an item earlier than the specified date, you can use Manual Archive.

Example 17.7. "Manual" archiving

> File> Archive ... (fig. 17.10)

Archive this folder and all subfolders <Папка>

Archive items created before <Дата>

(Uncheck) Include items with checkbox "Do not archive"

Rice. 17.10. Dialog window Archiving

Several comments.

• Switch selection Archive all folders according to autoarchive settings(Archive all Folders according to their AutoArchive settings) will result in immediate archiving, ignoring the set auto run times.
• By default, Outlook moves manually archived items to the same file as automatically archived items. You can create a new or select another file by clicking the button Overview….

Unzipping

Above we talked about archiving Outlook items, but sometimes the reverse process is necessary - extracting some information from the archive file (unzipping). In essence, this process is similar to importing a file (see section 17.2.3 "Import of elements").

Example 17.8. Unzipping items

> File> Import and Export ...

Select the desired action Import from another program or file

Select the file to import Personal folders file

Import from file: = <Файл (.PST)>

don't import duplicates

Import from folder Archive folders

Include subfolders

Import to the same folder in Personal folders

A few comments on the above example.

• To extract from the archive not all, but only specific items, press the button Overview…, a dialog box of the same name will appear, similar to the window Filter, work with which was considered in chapter 16 " Search system Outlook ",
• To unzip items into a special folder, you must first create it, and then select it from the drop-down list Import to the same folder in, or, while in it, set the switch Import to current folder.

Rice. 17.11. Dialog window Import personal folders, step Import from file

Rice. 17.12. Dialog window Import personal folders, step Import from folder

Although the archiving and unzipping procedures are very similar to the export and import procedures, there are still differences between them. In the first case, the original items are copied to the archive file and then removed from the current folder. If you export, the original items are copied to the export file, but they are not removed from the current folder. In addition, you can only archive to one file type — Personal Folder files — and export to multiple file types.

Folder Deleted

Speaking about archiving and deleting items, one cannot help but talk about working with a folder. Deleted(Delete Items). This folder is intended for intermediate storage of unnecessary items of any type. In other words, the deleted item is not permanently deleted, but moved to the folder Deleted, from which, if necessary, it can be returned to the original folder. In this case, there is a complete analogy with the Recycle Bin in the Windows operating system.

Final cleaning of the folder Deleted shown in the following example.

Example 17.9. Cleaning up a folder Deleted

> Tools> Empty the Deleted Items folder, or

(Highlight the "Deleted Items" folder)

Empty the "Deleted Items" folder

In addition, the user can set automatic folder cleaning Deleted when you quit the Outlook application.

Example 17.10. Automatic folder cleanup Deleted

> Tools> Options .. Advanced

Empty Deleted Items folder on exit

Move items to a folder Deleted depends on the user. But rarely when a user deletes an item immediately upon receipt or sending - time must pass or some event must occur that requires the collection and removal of unnecessary information (for example, lack of space on the computer's hard drive). Moreover, as a rule, this applies to mail folders, since they contain the largest number of items. Outlook 2002 provides the user with a special service to help resolve this problem.

Example 17.11. Cleaning up your mailbox

> Service> Mailbox cleaning ... (fig. 17.13)

Rice. 17.13. Dialog window Cleaning up your mailbox

Dialog window Cleaning up your mailbox Allows the user to determine the size of Outlook folders, find items that match age criteria, and delete or archive them. But everything is in order.

In the first section, the user by clicking on the button Click(Click Here), you will see the size (in KB) occupied by each Outlook folder, both root and nested ones (Fig. 17.14).

Rice. 17.14. Dialog window Folder size

Then, by selecting the appropriate radio button and setting the required options, the user can find the Outlook mail items to be deleted or archived. By pressing the button Find(Find), you will see the advanced search dialog (see Chapter 16, Outlook Search Engine). To delete all found items, run the following program.

Example 17.12. Deleting Found Items

> Edit> Select All

> Edit> Delete

The remaining two sections in the dialog box Cleaning up your mailbox(Mailbox Cleanup) are responsible for the parameters already discussed: autoarchive and delete.

Comment

The particular interest and usability of the Purge Mailbox dialog box appears when Outlook is online. In this case, when storing information on a Microsoft Exchange server, the size of the mail

client mailbox is limited by the administrator and server capabilities. Consequently, the user has to adjust to the general scheme of the server and archive or delete items to receive new messages. By the way, in case you approach the threshold of a mailbox overflow on the server, Microsoft Exchange kindly notifies you about this with a special (important) message.

Summary

This chapter has covered additional options for working with Outlook items, namely:

• Preservation. A procedure for saving items as separate files of different formats, which allows information to be transferred between different applications, from computer to computer, and even to publish it on the Internet.
• Import and export. Procedures for importing and exporting data from and to file third party application... Selection of export fields and modes and export.
• Archiving. Automatic and manual archiving of Outlook items. Configuring archiving parameters. Unzipping.
• Folder Deleted. Automatic folder cleaning Deleted. Cleaning the mailbox.