the selected rule.
Rul es ar e eval uated fr om top to botto m
Figure 9-26
To enable or disable a rule, simply check or uncheck it.Quick R To Edit and Man
• Select Tools →
Alerts from the
To Turn a Rule O 1. Select Tools →
Alerts from the
2. Check or unch
want to turn on
To Delete a Rule 1. Select Tools →
Alerts from the
2. Select the rule
delete and clic
button. The Rules and Alerts dialog is pretty straight-forward and easy to use, but just in case you’re unclear about anything you
can refer to Table 9-2: The Rules and Alerts Dialog Box for a description of its controls.
Table 9-2: The Rules and Alerts Dialog Box
Button What it Does
Creates a new rule.
Modify the conditions, actions, and exceptions of the selected rule. Copy the selected rule to use as a template for a new rule. Deletes the selected rule.
Move Up: If you have more than one rule this will change the order in which rules are evaluated. Move Down: If you have more than one rule this will change the order in which rules are evaluated. Run selected rules on the messages already in the Inbox or other folders.
Allow you to import and export your rules. Very useful for backing up your rules and transferring them to another computer.
Lesson 9-15: Using Grouped Views
Figure 9-27
The Task list grouped by category.
Figure 9-28
The Group By Box groups items in a view by the specified column heading.
Figure 9-27
Group By Box
Groups items in the view by the column headings you specify.
To group by a column, click and drag the column heading to the Group By Box.
The group contains hidden items. Click to display those hidden items.
The group’s items are displayed. Click to hide the items.
Chapter Nine: Organizing and Finding Information
191
The University of Salford
Quick Reference To Group Items in a View: 1. Make sure the field you want to
use to group the items appears in the Column Headings. If it doesn’t, add the field or switch to a View that includes the field.
2. Right-click the column heading
and select Group By Box from the shortcut menu.
3. Click and drag the column
heading you want to use to group the items to the Group By Box.
Or…
Select View → Arrange By →
Show in Groups from the
menu. Or…
Right-click a column heading and select Group By This Field
from the shortcut list.
To Expand or Collapse a Group:
• Click the group’s plus or
minus symbol. A group is a set of items with something in common, such as e-mail messages from the same sender or tasks with the same
due date. When you group items, you organize them in a grouped outline, which you can then expand or collapse to display or hide the items they contain.
You can only group items in a table or a timeline view. When you group items by a field that can contain more than one entry—such as the Categories field—items may appear more than once in the table or timeline. For example, if you group by the field Categories and an item has two categories—such as Business and Ideas—the item is listed under both the Business group heading and the Ideas group heading.
Grouping is a lot easier to demonstrate than to explain, so let’s start the lesson!
1
1..
Click theTasksbutton
in the Navigation Pane.The My Tasks list at the top of the Navigation Pane displays the Tasks in Practice list, the task list located in your Practice folder.
2
2..
ClickTasks in Practice
under My Tasks in the Navigation Pane.This Task List contains both personal and business-related tasks—but it’s difficult to tell which is which (OK— maybe it’s not that difficult, but let’s pretend it is!). You can organize these tasks by grouping them. First, you need to make sure the field you want to use to group the items appears in the column headings. For this lesson, we will group the Task List by Category—which doesn’t currently appear in the column headings. You can add a field to the column headings by either:
• Switching to a View that has the field you want to use to group information in. The Detailed List View usually has most fields in its column headings.
• Manually add the field you want to use to group information by. See the Adding Fields to a View lesson for more information about how to do this.
In this exercise, we’ll switch to the Detailed List view since it contains the required Category field.
3
3..
Click theDetailed List
option under Current View in the Navigation Pane.Outlook displays the Task List in Detailed List view and the Category field appears in the column headings.
4
4..
Right-click thecolumn headings
and selectGroup By Box
from the shortcut menu.The Group By Box appears above the column heading, as shown in Figure 9-27. The Group Box groups items by the column headings you specify.
To group by a column, click and drag the column heading to the Group By box.
5
5..
Click and drag theCategories column heading
to theGroup By Box
, as shown in Error! Reference source not found..Notice the “Find method of transportation” task appears in both groups. That’s because the “Find method of transportation” is assigned to both the Business and Personal categories.
Notice the expand and collapse buttons by each category group. Click a plus symbol ( ) to view all the items in the group. Click the minus symbol ( ) to collapse all the items under the group heading.
It’s easy to ungroup a view. Here’s how.
6
6..
Right-click thecolumn headings
and selectGroup By Box
from the shortcut menu.Outlook removes the Group By Box and the tasks remain grouped. That’s all there is to grouping information— pretty easy, huh? Before we finish this lesson, we need to switch back to Simple List view.
7
7..
Click theDetailed List
option under Current View in the Navigation Pane.Outlook displays the Task List in Simple List view.
Most of the time, you’ll use Outlook’s grouped views to organize information by category, so you’ll want to be sure that you’re familiar with Outlook’s categories and how to use them.
Lesson 9-16: Filtering Information
Other Ways to Group Items:
• Select View → Arrange By
→ Show in Groups from the
menu.
• Right-click a column heading and select Group By This Field from the shortcut list.