Computer Frequently Asked Questions (FAQ) -- Outlook:  Using the Organize Tool

Outlook now includes a great tool to help automatically organize e-mails into folders.  This tool will allow you to create “rules” that Outlook uses to deliver messages directly into folders.  This tool can also be used to change views of e-mail, etc.

To use the organize tool:

1. Open Outlook.

2. Click Inbox in the navigation pane to open the inbox.

3. Click the Organize tool button (this is a toggle button and will remain “on” until clicked again)

4. This will open the Organize Navigation pane at the top of the Inbox Window

Figure 1 - Microsoft Outlook's Organize Tool

This organization pane makes it easy to move a single message (or a group of selected messages) into a folder.  You can also create a rule that dictates all messages from (or sent to) a particular e-mail be automatically saved in a designated folder.  For example, you might create a folder called “Important – Boss” and make a rule that all e-mail messages from your boss get automatically sent to this folder.

Be careful not to organize and create so many rules that you can’t find incoming  E-mail messages!  If you have messages sent to folders automatically, be sure to check those folders for messages that need action!

The organization pane can be used to change color settings (messages from particular individuals appear in one color, etc.), view settings (how the inbox is displayed), and Junk E-Mail settings.