Locked lesson.
About this lesson
Monitor inbox size, clean out certain folders, and set up auto-archive functionality.
Lesson versions
Multiple versions of this lesson are available, choose the appropriate version for you:
2016, 2019/365.
Quick reference
Office Management
Office Management is different from File Management in that it is all about maintaining office structure like Email Accounts, File Size, and setting up Outlook preferences.
When to use
Although initially important, it is not a common function to work in the Office Management section. Once it is set up, you will only be in there occasionally to maintain file sizes.
Instructions
File Ribbon:
Add Account to set up new email accounts.
Cleanup Tools - Mailbox Cleanup:
File Ribbon and Blue Panel of Options:
- 00:05 All right, in this lesson, we're going to address office management using Outlook.
- 00:10 So it's not really how to manage your emails as much as how to set up
- 00:14 email accounts in order to manage them.
- 00:16 It's all found on the file menu.
- 00:18 So when I click on File, we have an entire list here that says Info,
- 00:22 Open, Save as, or Print, Office Account, Feedback, Options and Exit.
- 00:27 But notice that whatever is selected the contents show on the right hand side.
- 00:32 So when I click Options a brand new screen will open.
- 00:36 I'll go ahead and close that, go back to File
- 00:39 when it's automatically clicked on Info and this little setup here.
- 00:43 Well, this is where you set up multiple email accounts.
- 00:46 You can use as many email accounts as you want.
- 00:48 And then you decide if your emails download to the actual program or
- 00:52 if they stay out in the ether in the cloud through what's called an IMAP server.
- 00:57 Now I'm not here to teach you how to set up those settings.
- 00:59 And that's because it all happens automatically.
- 01:02 You no longer have to be a programmer in order to set up an email account.
- 01:06 You just need to go to File on the Info tab and hit: Add Account.
- 01:10 This is in two places, it's right here in front of us which is great,
- 01:14 it's also under Account Settings.
- 01:16 When I click that, then I can go to Account Settings again and
- 01:20 now hit Add Account > Brand New, brand new right there.
- 01:24 And I would set up my email account.
- 01:26 I simply enter my username and then at whatever the domain is, at hotmail.com,
- 01:33 at msn.com, whatever it would be, then you just it'll walk you through the process.
- 01:38 What if you work for
- 01:39 a company and they are telling you specifically what your settings should be?
- 01:43 Well, that requires advanced options.
- 01:45 So you would click the Advanced Options and say let me set up my account manually.
- 01:50 You'd enter your email address, and then it would give you the connect button here.
- 01:54 Okay?
- 01:55 Again revisiting.
- 01:56 The best part of this is you don't have to figure it out it's mostly automated and
- 02:01 there such great help online.
- 02:03 So if you do get little lost when you hit that Add Account
- 02:06 you'll find help online to figure this all out.
- 02:08 It's not scary at all.
- 02:10 All right, the next button on here is Tools, the mailbox settings.
- 02:15 When you click this, we can clean up our mailbox, empty our deleted items,
- 02:19 clean up old items, which means archiving, sweeping it up with the little broom and
- 02:24 putting it into a banker box and setting it on a digital shelf somewhere.
- 02:28 But you cannot clean up old items if you haven't set up your archive folder.
- 02:31 So please, please make sure to set your Archive folder first.
- 02:35 So we would click this, you'd get in here,
- 02:37 you'd tell it, I want to archive my inbox and all subsequent folders.
- 02:41 Yes, and then you would come back here to our Tools and
- 02:46 you would clean up old items.
- 02:48 And you would tell how old, as of what date, include items or not,
- 02:53 tell it where to, well, hopefully it's in the archive folder.
- 02:57 If you didn't set one up, it'll choose it's own, which is fine, I like that.
- 03:01 All right and the last thing on this tools is the mailbox cleanup.
- 03:04 Maybe you work for a large company and they have limited your mailbox size.
- 03:08 Well in this screen you can go ahead and view your mailbox size.
- 03:12 And you can see well how big are some of these files.
- 03:15 Maybe I should get in and clean those out.
- 03:17 Kind of nice.
- 03:18 So this is what we call office management using Microsoft Outlook.
- 03:22 The last item, this is going to be entirely its own lesson, manage rules and
- 03:26 alerts, so we can set up junk mail and
- 03:28 block senders and have emails file themselves.
- 03:31 That is what that option is for.
- 03:32 And then the last one over here is simply options.
- 03:35 When we click options, this is where you would set up
- 03:38 certain behaviors of your mail and your calendar and your people and your task.
- 03:43 Every time we get into one of those lessons we'll be coming in here and
- 03:46 making a couple changes, nothing major just kind of fun, fun little changes.
- 03:50 All right stay with me we're on to the next lesson.
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