Microsoft Outlook is more than just a popular mail program [1]. The software also has several functions and accessories that make it easier to categorize your mail and calendar functions.
Create Rule Function
The create rule function gives you a quick and easy way to organize the messages in your mailbox. It is similar to the Rules and Alerts function on the Tools menu but it's much easier to set up. To use the function, simply right-click on a message and select Create Rule. You'll get a dialogue box asking you to specify what type of messages to organize and how to organize them. For the type of messages, your options are: messages from that sender, messages sent to you or a mailing list address, and messages with a particular subject. For actions, your options are: display in an alert window, play a sound or move to a folder. So, from now on you can specify that all messages from your boss display in an alert window or all messages to a mailing list go to a specific folder.
Search Folders and Favorite Folders
The Search Folders and Favorite Folders are actually two different functions that work well together. Search Folders is a drop down option, inside your mailbox, that allows you to display specific types of messages together - while keeping them in their original locations. So, if you create a rule where all messages to a mailing list go to one folder, you can set up a search folder show you all the messages in that folder. You can even specify that it only show you messages from one person, or with a specific subject line. Favorite Folders is a separate field in the Outlook Navigation Pane. Once you create a search folder, you can drag that search folder to the Favorite Folders section for easy access. You can do the same with other folders that you access often. If you have a lot of folders, it saves you having to find them inside your mailbox.
Multiple Calendars
Perhaps one of the best features of Outlook is that you can have multiple calendars and calendar views. You can have one calendar for all of your meetings an appointments, another devoted to the fitness schedule at your gym and yet another that tracks conference room usage. And viewing the calendars is as easy as clicking a checkbox. You can display all of the calendars on one screen and the system automatically color codes them. If you have to keep track of a lot of calendars, or just want to keep your personal entries separate from your work entries, the multiple calendars are a great tool.