You. Welcome to Microsoft 365 Outlook beginners course. My name is Kawana and I will be your instructional guide for this lesson. In this lesson, we will review how to organize mail with folders in your Outlook account. If you want to organize your messages in Outlook, you can create new folders or rename, move, or delete existing folders. You can also set up rules so that Outlook automatically moves messages into folders depending on the conditions that you specify. When you log into Outlook, in the folder pane, you'll see your default folders, the folders that you're provided when you create a new account. The first folder that you'll use pretty frequently is the Inbox folder. This is where all incoming messages arrive and you'll be able to access and view them there. Next is what we call our junk email folder. This folder stores messages that are flagged as spam or junk, and you have the option to review and remove those. Or if by chance an email message that you were intending to receive is placed in your junk email, you have the option to move it to another folder. Next is the draft folder. If you're working on an email message and you do not complete it and send it, your message will be saved here until you finish, edit, or send it. Next is our sent folder. This is where all email messages that you send you'll be able to find a copy of that message in this particular folder. You have the option to view those there or move them to another folder for later storage or use. You also have a Delete Items folder. Any messages that you delete will be moved to the Delete Item folder and Last. The default folder that you have when you create an account is called Archive. This is a good place to store messages that you're done working with, but may want to refer to later. Moving messages here will allow you to reduce clutter in your inbox or any of your other folders, but it gives you the option to access those later. So all of these folders are here to kind of help you begin the organization process. But you do have the option to create your own folders to allow you to organize your email messages to meet your personal preferences. You can create new folders by going to your folder pane, and at the bottom of the list of folders we just reviewed, you'll see the option that says Create a new folder. When you click here, it gives you first the option to name the folder based on the content that you plan to store there. So we're going to create a folder for training materials, so any email messages that we receive that pertain to training, we can store it in that folder. So we're going to name it first, and once I've entered the desired name, I can either press Enter to Save or click Save as an option here. When the folder is created, it'll automatically appear in the list of folders that we reviewed. And you have the option now to move any email messages that pertain to training in this particular folder. So to move a message, you can either select it and click and drag it into the training folder, or you can choose the option to right click and choose the option to move and choose Move to a different folder. And then you can find the training folder in the list of folders that are available to move it to. So either option will work. So we're going to choose the option just to kind of click and drag and we're going to move this email now into our training folder. So now that message is available for us there. If I'm looking for that communication, I now can find it fairly quickly. You have the option to create as many additional folders that you might need to help in organizing your information. You can name them based on a subject or based on a person. There again just depends on how you want to organize your information, what you would choose to do with that option. In addition to creating a new folder, you also have the option to create what we call a subfolder. Subfolders are organized directly up under a main folder because there is a connection between the topics. So in this case, I want to create a subfolder up under training because I want to add additional ways to organize the information for training. So to create a subfolder, you will right click on the title of a main folder and you would choose the first option. Create a new subfolder. Again you'll give it whatever name you prefer to have and then either click Enter to Save or click the Save option. Now what you should notice as a difference is it's kind of indented. So it lets you know what main folder that subfolder is connected under. And now you should see beside training, there is an arrow here that allows us to expand and collapse. So if I click on that arrow, it's collapsed any folders connected to that main folder. So now you only see training. But if I click on the arrow again, now I can see the subfolder we just created. And just like before, any messages that you desire to store in that folder, you can click and drag and move it into the planning folder. Or you can right click and choose the move option. You can create subfolders under any folders that you have. When you are organizing and using folders, another option you have is to rename. You can't rename default folders such as your Inbox Draft or Deleted folders, but you can rename those folders that you've added. So to rename a folder, you can right click on the name of the folder that you want to rename and choose the option to rename. So again you can rename either the subfolders or main folders that you created to either help to specify what information is in there or to update the use of that folder. You also have the option to move folders. If I want to move this Manager folder to another location, I can click and drag and move it to connect with another folder. So now, instead of Manager being under my inbox, Manager is up under our training folder. So you can move any of the folders that you created to make them subfolders or to move it in a different location. You also have the option to delete folders that you no longer need or plan to use. To delete a folder, you would right click on the folder you desire to remove and choose the option Delete Folder. It's going to give you an option just to confirm that you do in fact want to delete that folder. If I do in fact want to move forward with the option to delete, you just simply click OK and that folder will now be removed. Now in Outlook, you do have the option to access any deleted items as well as folders up under your deleted item folder. So if you deleted something that you may want to recover, you can go back there and recover it as long as there any of these options can definitely be helpful in helping you to organize your Outlook account and be able to access information when needed. Stay tuned for the next lesson where we will review how to add favorite folders. Thanks for watching.
