Using Outlook with Multiple Email Accounts

     

When you are using multiple email accounts within Outlook, establishing some organization is important. You may have multiple accounts that could include your personal work email address, a general inquiry email address, or your supervisor's email address. Receiving all messages within the same Inbox could be confusing, and managing the information would be difficult. To assist in organization, you may want to set up multiple Inboxes to receive messages for each account. You can add shortcuts to the Outlook Shortcuts bar to allow you to view whether new messages have been received. After the folders are created, you must create rules to move the messages into the appropriate folders.

Adding Multiple Inbox Folders

To create new Inbox folders, follow these general guidelines:

  1. Select the Folder List option from the View menu.

  2. Right-click the Inbox folder and select New Folder. The Create New Folder dialog box opens.

  3. Enter the new folder name in the Name text box.

  4. Select the type of folder you are creating from the Folder Contains drop-down list.

  5. Select the place where the folder will be located. If you are creating a mail folder, select the Inbox folder. Figure 5.9 displays the completed dialog box.

    Figure 5.9. The Create New Folder dialog box.

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  6. Click OK. The Add Shortcut to Outlook Bar dialog box appears, as shown in Figure 5.10.

    Figure 5.10. The Add Shortcut to Outlook Bar dialog box.

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  7. Click Yes to add a button to the My Shortcuts bar.

Creating Mail Rules to Organize Incoming Messages

To set up new rules that automatically move messages into specific folders, follow these instructions:

  1. Click the Inbox shortcut to view the contents of your Inbox.

  2. Select the Organize button on the Standard toolbar. The Organize feature is displayed.

  3. Select New Mail Folder from the Move Message drop-down list.

  4. In the Create a Rule area, enter the email address of the messages you want to move into the new mail folder. Figure 5.11 displays sample information to create a new rule that will move all new messages for pop3.isp.com to the new mail folder.

    Figure 5.11. The Organize feature in the Outlook window.
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  5. Click Create. The apply rule to new messages dialog box appears, as shown in Figure 5.12.

    Figure 5.12. The apply rule to new messages dialog box.

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  6. Click Yes.

Sending Mail When Multiple Mail Accounts Are Configured

When multiple email accounts are configured within Outlook, you must select which account any outgoing message is to be sent from. Notice the Accounts button has been added beside the Send button on the Standard toolbar. The Accounts button drop-down list includes all email accounts that have been configured within Outlook. Select the account you want to send the message with and click Send. Figure 5.13 displays the Accounts drop-down list with a list of email accounts available.

Figure 5.13. The Accounts drop-down list.

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MCDST 70-272 Exam Cram 2. Supporting Users & Troubleshooting Desktop Applications on a Windows XP Operating System (Exam Cram 2)
MCSA/MCSE 70-291 Exam Cram: Implementing, Managing, and Maintaining a Microsoft Windows Server 2003 Network Infrastructure (2nd Edition)
ISBN: 0789736187
EAN: 2147483647
Year: 2003
Pages: 119
Authors: Diana Huggins

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