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Using Notes

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About this lesson

Learn tips to make the most of your notes, which are handy as a place to store info.

Lesson versions

Multiple versions of this lesson are available, choose the appropriate version for you:

2016, 2019/365.

Exercise files

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Using Notes.docx
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Quick reference

Using Notes

An area to store notes that don’t need to be filed into email folders.

When to use

Notes are a very handy, but often overlooked area of Outlook.  You can store information tidbits that don’t need to be filed into email folders or lost in the inbox.

Instructions

Create a note

   OR  

  • In the Notes view, right-click Notes and choose New Folder. This allows you to keep sets of notes.
  • Create a new note.​​​​​​

 

  • Enter the information and be aware of these attributes:
    1. The right corner is to re-size the note.
    2. The bottom is the Created date and time stamp.
    3. The top right corner is the Close button (there is NO Save button.)
    4. The first line of the note is also the title of the note.

      If no first line, then no title appears.

Create a note from an email with drag and drop

  • Click and drag any email to the Note icon at the bottom of the Folder pane.

  • A copy of the email is made into a note; the original email is intact and can be deleted.

Change the view layout of your notes

  • In the Notes view, in Current View make a selection:
  • Color-code your notes with Categorize.

Move a note to the desktop

  • Click, hold and drag a note onto your desktop for quick reference.
                         
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  • 00:05 Okay, let's talk about notes.
  • 00:06 Again, it's on the task pane at the very bottom of your navigation pane.
  • 00:11 When I click the dot, dot, dot, I do have notes.
  • 00:13 Now if you'd rather see them out there, you need to widen your navigation pane.
  • 00:18 But that shrinks everything else, so keep that in mind.
  • 00:21 I'll go ahead and click notes, and now of course I was already in my notes section.
  • 00:25 And this follows along the rule of everything else.
  • 00:27 You can have new notes.
  • 00:28 You can put items in notes.
  • 00:30 You can rearrange and view the notes differently.
  • 00:33 I can make folders of notes.
  • 00:34 So I can make a new folder and call this office notes or
  • 00:39 personal notes, whatever you want, then we have folders of notes.
  • 00:43 So let's go ahead and create a brand new note.
  • 00:46 When I click the new note button, up comes this huge screen,
  • 00:49 they're usually not that huge.
  • 00:50 And I'll go ahead and paste in some information.
  • 00:53 Of course I am going to shrink that down so it's not as huge.
  • 00:57 All right now keep in mind, whatever you type it's a top line.
  • 01:00 Very tippy top line will be the title of that note.
  • 01:03 There's also not a save button here.
  • 01:05 There is no save button.
  • 01:06 The moment I close this, it will save and you'll see the note in the background.
  • 01:10 Notice the date and timestamp in the bottom.
  • 01:12 And of course I can resize with the corner right over here.
  • 01:15 All right, I'm going to go ahead and close this, click, there we have it closed.
  • 01:19 Well now I'm going to make another new note.
  • 01:21 New note, good, it showed up at the small size.
  • 01:24 And I'm going to hit enter, so there is no top line.
  • 01:27 This is a new note,
  • 01:29 and I want to close this to save it, please look up the title of this one.
  • 01:33 Close, there is no title on this one.
  • 01:37 I'm not kidding.
  • 01:38 The importance is make sure there is not a blank line at the top,
  • 01:41 if you want a title on these things.
  • 01:43 All right I'm going to create a note another way.
  • 01:45 Every once in a while I receive an email that, I'd like to keep it, but I really
  • 01:51 don't have a folder and I don't want to flag it, and I don't want to store it.
  • 01:54 It's just information.
  • 01:55 I just want to keep this information somewhere, so I'm going to go ahead and
  • 01:58 click into my emails.
  • 01:59 And I think I have one off at the ready.
  • 02:01 I'm going to go ahead and click and drag this email,
  • 02:03 and I'm going to drag it down on top of my note.
  • 02:07 When I let go, there you have it I just created a brand new note and
  • 02:11 I'm just going to go ahead and whittle off some of this information,
  • 02:14 make sure I have a title, I'm going to go ahead and close this.
  • 02:18 Let's check out my notes and there we have a brand new note made from an email.
  • 02:23 When I double click this note, here's all the information that was in that email,
  • 02:27 I didn't have to type anything.
  • 02:30 The drag and drop from an email onto your notes is great.
  • 02:34 Okay, well, of course these are all about different topics and
  • 02:37 they're sorting themselves, which is fine.
  • 02:39 So I can click through this gallery and I can change whatever I want.
  • 02:42 But I do like the icon view, because I can color code it.
  • 02:45 I do like to color code.
  • 02:47 So that also means categorize.
  • 02:49 So I can click on any of these and change the color or I can right-click and
  • 02:53 I can categorize it from the right-click and it's just kind of fun, I don't know.
  • 02:58 I like coloring things, okay.
  • 03:01 One last little feature about the notes.
  • 03:03 Let's slide my Outlook over a little bit so
  • 03:06 you can see my desktop in the background.
  • 03:08 You guessed it.
  • 03:09 I can take one of these notes, click and drag and drop it onto my desktop so
  • 03:13 the note resides right out here.
  • 03:16 But notice it didn't move it.
  • 03:17 It's still inside my notes, but every once in a while there's a note I just want to
  • 03:20 keep handy on my desktop and that's how you do that.
  • 03:23 All right, that's the magic of the notes.
  • 03:25 Have fun with that.
  • 03:26 I really like them.
  • 03:27 My real computer is full of notes.

Lesson notes are only available for subscribers.

Task To-Do Bar
03m:59s
Email Merge
04m:06s
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