Managing Folders in Outlook 2003
Given the convenience and rapid growth of e-mail, it is easy to become overwhelmed with messages, appointments, contacts and many other features available with various clients. This document will help you understand how Outlook 2003 stores information for you; as well as teach you to manage the information you receive.
Outlook 2003 stores your messages, contacts, calendar entries and other folders, which are located either on the Hawkmail Server, or on your local computer as a Personal Folders file or .pst.
If you are not using the Hawkmail server, your Outlook data is stored in a Personal Folders file by default. This file has a .pst file extension, and can be stored on your local machine or a network drive (e.g., your H:\ drive). Personal Folders files store all of your Outlook folders, e-mail messages, calendar entries, contacts, tasks, journal items and notes within its structure.
Using Personal Folders Files
You will use a Personal Folders file when you store information at a location other than the Hawkmail server. If you are unsure as to where you are currently storing your data, select Tools | E-mail Accounts | View or change existing e-mail accounts to locate your default delivery location.
The screen above indicates that you are storing your data in your Personal Folders. On the other hand, if your data is being stored on the Hawkmail Server, it would display Mailbox - Your Name . If you change your delivery location from the Hawkmail server to Personal Folders, all Outlook items on the server will be moved off the server to a local Personal Folder.
In Outlook 2003, your Personal Folders file contains the following folders by default:
- Calendar
- Contacts
- Deleted Items
- Drafts
- Inbox
- Junk E-mail
- Journal
- Notes
- Outbox
- Sent Items
- Tasks
Utilizing the Hawkmail Server
There are a number of benefits to storing your data on the Hawkmail server. For example, if you choose to save your mail on the Hawkmail server, it will be automatically backed up by ITS on a regular basis. Another advantage is the ability to share Outlook folders with anyone who has an account on the Hawkmail server. The Hawkmail server also provides Public Folders, which are accessible to anyone with an account on the Hawkmail server, in addition to a Global Address List (GAL).
The Navigation Pane and Outlook Folder List
The Navigation Pane is located on the left side of the Outlook window. This pane, in conjunction with the folder list, can assist with the management of your Outlook folders.
The following buttons are visible in the Navigation Pane by default:
- Calendar
- Contacts
- Tasks
The additional buttons (Notes, Folder List, Shortcuts, Journal and Configure) are grouped together as icons at the bottom of this list.
To modify which buttons are displayed, click on 
(the Configure buttons button) and select Navigation Pane Options (as shown above). Select the Reset button to restore the defaults.
The Outlook 2003 interface is designed to display only those items you wish to view, based on the type of folder you indicate. For example, when the Mail banner is selected in the Navigation Pane, only folders containing mail items are revealed in the folder list, such as your Inbox, Deleted Items, Sent Items, Junk E-mail, Drafts, Outbox and any custom folders you've created. Likewise, selecting Calendar, Contacts or Tasks will only display information pertaining to that folder.
The Outlook folder list can also assist you in managing your mail in a number of ways. By clicking on a particular folder, the contents of the folder will be displayed in the View Pane. Additionally, you can view the folder's size by right-clicking the folder, selecting Properties and clicking the Folder Size button.
To further assist in the management of your folders, you have the ability to open particular folders in a new window. To do this, right-click on the folder and select Open in New Window. Doing so will cause the two windows to be tiled, as shown above. In the figure on the right, you can now view the Inbox and Staff Meetings folders simultaneously. You now have the ability to drag and drop information between the two windows.
Creating Folders
You have the option to create additional Outlook folders in order to store and file information. To create a new Outlook folder, follow the steps below:
- Select File | New | Folder ... (This will display the Create New Folder dialog box, as shown above.)
- Enter a name for your new folder in the Name: field.
- Use the Folder Contains drop-down list to select the type of items you wish to store in the folder.
- Under the Select where to place the folder:, you can choose to make it a sub-folder under one that you already have, by highlighting the existing folder. If it is going to be a new folder, select the top-level folder.
- Click OK to save your changes.
Note: You can also create a new folder or sub-folder, by right clicking the Outlook folder and selecting New Folder.
Copying and Moving Folders
Another method of organizing your folders is by taking advantage of Outlook's copy and move functions. While you have the ability to copy and move folders in the Navigation Pane, there are stipulations. While you have the ability to drag and drop folders from one location to another, you are only able to move the folders that you have created — you can not move any of the "Special Folders" (Inbox, Contacts, Calendar, Notes, Tasks, and Journal folders).
There are two ways to do this:
- Drag and drop the folder to its new location by selecting the folder with your mouse, and dragging it to the new location
- Right-click on the folder you wish to move, and select Move "folder name" to display the Move Folder dialog box. Select the new location for your folder and click OK.
Deleting a Folder
If you choose to remove a folder you no longer need, you can delete it by right-clicking on the folder and selecting Delete "folder name" from the menu. Outlook will then ask Are you sure you want to delete the folder "Folder Name" and move all of its contents into the Deleted Items folder? Clicking Yes will move the folder and all messages to the Deleted Items folder. In order to permanently delete the folder, you must empty your Deleted Items folder.
The Favorite Folders List
When viewing the Navigation Pane in Mail view, you may find it difficult to see all of your folders. Outlook 2003 provides the option to add your most commonly used folders to the Favorite Folders windows, where they are easier to access.
In order to add a folder to your Favorite Folders list, right-click the folder and select Add to Favorite folders.
By default, the list will contain:
- Inbox
- Sent Items
- 2 Search folders (Unread Mail and For Follow Up)
You can remove any of the folders in the Favorite Folders list by right-clicking on the folder and selecting Remove from Favorite Folders. You are not allowed to remove the Favorite Folders section, though you have the ability to "hide" it by selecting Go | Folder List. Additionally, Outlook resizes the list automatically and will not allow you to manually resize it.
You can still display your folder list by clicking on the folder icon at the bottom.
