Features to organise email 2
Opening and saving an attachment received 3
Compressing a file 4
Searching for email messages in an email account 6
Establishing a priority setting on an email 7
Deleting an email 8
Printing an email 9
Saving email messages to email folders 10
Create a new folder to save emails in 11
Save emails into a folder 11
Sorting your Inbox 12
Manually adding an email address to the Address Book 14
Creating a distribution list and using it to send emails 16
Using a distribution list 18
Automatically updating your address book from messages
Check your progress 21
Reading: Organise email 1
Features to organise email
A good email package will include features to help you to keep your email
messages and lists organised — which may be necessary to cope with the
growing amount of emails and email addresses you collect as you use your
In this reading we’ll look at features to allow you to:
Save a file that is sent to you as an attachment.
Search for a particular email you were sent or one you have sent.
Mark an email you send as a priority (to follow up) for the receiver.
Keep your email account tidy by deleting unwanted emails. Deleting
emails is also necessary to keep your account within a size limit (that
is, the total size of all email files received, sent and saved in your
Keep a hard copy of an email by printing it.
Keep a soft copy of an email by saving it onto your computer.
Keep your email boxes organised by sorting emails by different
criteria. This will help you to find emails too.
Use address books and distributions lists you create in order to store
details of people and their email addresses, and group people so you
can quickly send the same email to more than one person.
Here, we’ll look at these features in Microsoft Outlook. If you are using
another email package, use the Help facility to find out how to use these
features, or go to the Research section of this Learning Pack and find the
2 Reading: Organise email
Opening and saving an attachment
When you look at your email in your Inbox, you can see which messages
have attachments, as messages with attachments will have the attachment
symbol (eg a paper clip) beside the sender’s name.
Figure 1: The unopened email message has the symbol (paper clip) beside the
sender’s name to show the message has an attachment
When you have opened your email, if there is an attachment you will notice
graphics showing file names. Alternatively, you may see the attachment
recorded in the header block with the word Attachments: then the name of
the files attached listed beside this.
To open and/or save an attachment, you can follow these steps:
1 Open attachments by clicking with
your right mouse button on the
graphic of the file, or on the name of
the file beside the word
Attachments. You can then choose
from a menu.
Figure 2: Right mouse click menu
Reading: Organise email 3
2 You may want to save the file to a location on your computer. Often
files are saved and then virus-checked before being opened. Opening a
file could infect your computer with a virus, so be very cautious about
opening attachments from unknown senders.
3 To save the attachment to a particular location on your computer,
choose Save As then navigate through your system to locate the folder
you wish to save this file in.
Figure 3: Save the file in the appropriate folder
4 Then click on Save in the Save As dialog box.
Compressing a file
To save storage space on your computer you may want to compress this file
using the WinZip program. A compressed file can also be sent as an
attachment, and this is useful if you want to send a very large file which
exceeds the size limit of your email account.
1 To compress a file you must have Winzip (or another compression
program) installed on your computer.
2 Locate the file using your system browser, eg My Computer in
3 Right-click on the file and choose Add to Zip. This screen will be
4 Reading: Organise email
Figure 4: The WinZip Add screen
4 At the Add to Archive bar, name the zip file you wish to create
(probably the same name as the original file).
5 If you are happy for the zipped file to be saved in the same directory as
your original file, simply click on the Add button. When you click on
Add your file will be saved in a WinZip file. If not, click on the New
button to navigate and find the folder you would like to save the zipped
file in. You will find your zipped file in the location where you saved it.
Zipping files can save considerable room on your hard disk, and can make
sending files with attachments must easier if you use zipped files when the
original file is too large.
Reading: Organise email 5
Searching for email messages in an
A lot of time can be wasted in looking for emails received or sent. The most
efficient way to ensure this doesn’t happen is to file emails into appropriate
folders. However, if you still have difficulties locating emails, you can
complete a search on these.
1 Click on the Find button on the toolbar.
2 Search for the email you require. You can choose whether to look only
in the sender’s name under From and Subject; or Search all text in
the message by clicking in the box beside this entry. Then type what
you want to search into the Look For bar.
Figure 5: The find button is located at the top of the screen
6 Reading: Organise email
Establishing a priority setting on an
When you locate the email you are searching for, open it by double clicking
and set priority by choosing View menu, click on Options, then choose
Normal, High or Low priority. You can also do this in a new message
screen when you are creating a message.
1 Select the View menu. Then choose Options.
Figure 6: Choose ‘Options’ from the View menu
2 Next choose the Importance setting for this message as required and
click on Close to return to the message.
Figure 7: Choose the importance setting and click ‘Close’
Reading: Organise email 7
Deleting an email
You can delete an email in your Inbox, the Sent Items folder or any email
folder in your system.
Figure 8: The ‘Delete’ button is located on the Toolbar
To delete an email, click on the message to ensure it is highlighted. Then
press the Delete key on your keyboard or click on the Delete button the
toolbar at the top of the screen. This is a similar procedure for most email
8 Reading: Organise email
Printing an email
You can print an email in your Inbox, the Sent Items folder or any other
email folder in your account.
Figure 9: The ‘Printer’ button is located is located on the Toolbar
To print an email, first click on the message to ensure it is highlighted. Then
click on the printer button on the toolbar at the top of the screen. This
procedure is similar for most email packages.
Reading: Organise email 9
Saving email messages to email
Most email packages are installed with existing folder structures. In
Microsoft Outlook the folders available for storing emails are Archive
Folders, Deleted Items, Inbox, Sent Items, Outbox, Drafts, Public
You can see all these folders by choosing the View menu, then choosing
Your screen will now look like this:
Figure 10: The Folders list is visible
With the Folders List visible, you can drag and drop an email message from
your Inbox list to the folder of your choice.
The folders presented will not help you to organise your messages very
well. You would need to create your own folders to allow you to save
messages in a meaningful way for you.
10 Reading: Organise email
Create a new folder to save emails in
To create a new folder:
1 Choose File menu.
2 Hover your mouse over New.
3 Click on Folder.
Be very careful to check the location where you are creating your
4 Name your folder.
5 Check that you have Mail items in the Folder contains bar.
6 Check the level where the folder will be created, ie Toolbox Group in
7 Click on OK.
8 You are then prompted to make a shortcut on the Outlook Bar.
Figure 11: Add shortcut dialog box
9 Click on Yes to see it in My Shortcuts.
10 Your new folder is now created in the folder list and your folder is
shown on My Shortcuts.
Save emails into a folder
To save an email to your new folder you can drag and drop the message
from the Inbox list to the folder.
If the email you want to save in this folder is not visible on your Inbox
screen, you will need to change to the folder where the email is held by
clicking on that folder in the folders list. Then you can drag and drop the
email into the folder you require.
Reading: Organise email 11
Sorting your Inbox
Your Inbox can easily be sorted on sender’s name (in alphabetical order);
Subject (in alphabetical order) or Date Received (from oldest to newest or
newest to oldest).
Sort the emails in your Inbox by clicking on the column header for either
the Sender (From), Subject or date Received.
Figure 12: Column headers are located beneath the Inbox title
In Figure 12 the From header has been clicked so the Inbox is sorted from
A to Z (ascending order) of sender’s name. In Figure 13, the From header
has been clicked again so the Inbox is sorted from Z to A (descending) of
Figure 13: Inbox is sorted from Z to A (descending) of sender’s name by clicking
twice on ‘From’
12 Reading: Organise email
Figure 14: Inbox sorted from A to Z of subject by clicking on ‘Subject’
In Figure 14, the Subject header has been clicked so the Inbox is sorted
from A to Z of Subject. Clicking a second time on the Subject header
would cause the list to be shown in descending order, from Z to A.
Figure 15: Inbox sorted from most recent to oldest message by clicking on
In Figure 15, the date header (Received) has been clicked so the Inbox is
sorted from most recent to oldest message. Clicking a second time on the
date header (Received) would cause the list to be shown in descending
order, from oldest to most recent message.
Reading: Organise email 13
Manually adding an email address to
the Address Book
An Address Book is a feature that allows you to store names and contact
details, just like a paper-based address book. You can then look up someone
in the address book to quickly enter their email address into a new email
From the Inbox screen:
1 Click on the File menu.
2 Select Contact.
3 Record details of your new contact (as you would in a manual record).
Enter all necessary details, especially the email address.
4 Click on Save and Close to record in your Address Book.
Figure 16: The File menu with ‘Contact’ selected
14 Reading: Organise email
Figure 17: Enter the contact details
Reading: Organise email 15
Creating a distribution list and using it
to send emails
Making a distribution list entry is similar to storing a new entry (also called
a contact) in your Address Book. However, a distribution list is a group of
contacts, so that you can send an email to a group (distribution list) you
create, instead of having to enter many email addresses one-by-one into the
new email message.
From the Inbox screen:
1 Click on the File menu.
2 Select Distribution List.
3 Record the name of your new list.
4 Select Members from your Address Book, or make new members as
5 Click on Save and Close to record the distribution list in your Address
Figure 18: Select ‘Distribution List’ from the File/New menu
16 Reading: Organise email
Figure 19: Name the distribution list
Figure 20: The ‘Select Members’ box in the Address Book
Reading: Organise email 17
6 Click on Add when you have highlighted the person you want in your
Figure 21: The ‘Add New Member’ box
7 Generally you would click on Add to contacts so this person is also in
your Address Book
8 Click on OK to return to your distribution list screen and continue
Figure 22: You will see your entries recorded in your distribution list
In Netscape, this is referred to as a List. See the tutorials listed for Netscape
in the Research section of this Learning Pack.
Using a distribution list
To send an email message using your distribution list:
1 Click on the Address Book button in a new message screen.
2 Type the name of the distribution list.
3 Click on the name when you locate it in the distribution list.
18 Reading: Organise email
4 Click on the To button and the distribution list is recorded in the
Message Recipients list.
5 Click on OK to return to the message to complete and send in the usual
Figure 23: Selecting a distribution list from the contacts list — from your Address
Book click on the distribution list, then click the To button. Notice these lists have
an icon of two people to show they are distribution lists.
Reading: Organise email 19
Automatically updating your address
book from messages received
You can easily update your Address Book when you receive an email from
someone (that is, add their email address to you Address Book):
1 Open the email message.
2 Use your right mouse button to click on the sender’s name. A menu will
3 Choose Add to Contacts from the menu that appears. This will
automatically transfer the sender’s address to your Address Book.
Figure 24: Selecting ‘Add to Contacts’ from the right mouse menu
20 Reading: Organise email
In this reading you have learnt about features of an email account to allow
you to organise your email more effectively.
You can open and save attachments, including compressing those
attachments to save storage space.
You can sort your inbox in a variety of ways and move email messages to
You can now add entries to your address book for individual contacts, both
manually and automatically; and for distribution lists.
If you are using an email package other than Microsoft Outlook, use the
Help facility in your package, or following one of the tutorials listed in the
Research section of this Learning Pack to find exactly how to do these
things in your email package.
Check your progress
Now you should try and do the Practice activities in this topic. If you’ve
already tried them, have another go and see if you can improve your
When you feel ready, try the ‘Check your understanding’ activity in the
Preview section of this topic. This will help you decide if you’re ready for
Reading: Organise email 21