Using and Managing Folders
The Navigation Pane, along with the folder list, enables you to manage all your Outlook folders.
Opening a Folder
Opening a folder is simple: You click on the folder name and the folder opens in Outlook's center pane. As with anything Microsoft, there's another way of opening a folder: You can right-click on the
There's a third way to open an Outlook folder that isn't so redundant. You can
Outlook.exe /select Outlook:Tasks
You can use this syntax with the name of any Outlook folder. You can use a shortcut such as this if you want to immediately open Outlook to a specific folder. Although this might not often be necessary -after all, you can just click on the folder -it's nice to have a shortcut on your desktop to immediately launch a specific folder. This can be
Opening a Folder in a New Window
Opening a folder in a new window can help you work more
Figure 3.11. This figure shows my Meeting Minutes folder's context menu.
Select Open in New
indow to open the selected folder in another Outlook window. You can tile these two
Figure 3.12. Two Outlook windows displayed side-by-side helps you to quickly maneuver between folders.
If you're short on screen real estate and want to display more of each folder, you can hide the Navigation Pane by pressing Alt+F1 on the keyboard or by selecting V iew, Na v igation Pane.
Creating a Folder
You can create multiple Outlook folders to store and file information. To create a new folder, use these steps:
My folder list now contains a new folder called Urban Flood Control Project. Figure 3.14 shows a typical folder list with a
Figure 3.14. After creating several new folders, a folder list might look something like this.
You can also create a new folder by right-clicking on any Outlook folder and selecting New F older.
In previous versions of Outlook, every time you added a new folder, Outlook asked you if you wanted to add a shortcut to that folder to the Outlook bar. Outlook 2003 does not allow you to add a shortcut to a user-created folder to the Navigation Pane, but you can add a folder to the Shortcuts section.
Copying and Moving Folders
After you've created additional folders, you might find that your initial folder organization scheme just doesn't quite work for you any more. If you need to move a folder you created, simply drag and drop that folder from its original location to a new location. You cannot move your default folders, only those folders you have created.
Alternatively, you can right-click on the folder you want to move and select Mo v e < foldername > to display the Move Folder dialog box (see Figure 3.15).
Figure 3.15. The Move Folder dialog box displays your folder list and enables you to choose a location.
Select the new location for your folder and click OK. You can create a new folder from this dialog box as well. You can do this if you want to create a new parent folder before moving your folder.
Copying a folder is a good way to share information between two individuals. You can copy an existing folder by right-clicking on the folder name and selecting C opy < foldername > from the context menu. The Copy Folder dialog is identical to the Move Folder dialog box except that selecting a folder here creates an exact duplicate of your folder in another location. Click OK to copy your folder to its new location. To share a folder in this manner, copy the folder to a new Personal Folders file and place that Personal Folders file on a network share.
Two users cannot access the same Personal Folders file at the same time. One user must close Outlook or close the Personal Folders file before the other can access that same file.
Deleting a Folder
If you decide that you no longer need a folder you created, you can delete it. Right-click the folder and select D elete < foldername > from the context menu. Outlook asks you to confirm that you want to delete the folder and all its contents. If you click Yes, the folder and all messages are moved to the Deleted Items folder. They will be permanently deleted when you empty the Deleted Items folder.
The Deleted Items folder exists as one extra
Renaming a Folder
If you want to rename a folder, right-click it and select Rename < foldername > from the context menu. Then just type a new name and press Enter to commit your changes. You can't rename any of Outlook's default folders, only those folders you've created.