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About this lesson
Managing the Outlook Back Office allows you to add multiple email accounts, keep your folders at a reasonable size, and set up your Outlook preferences as needed.
Exercise files
Download this lesson’s exercise file.
7.03, Back-Office Management - Exercise.docx59.4 KB
Quick reference
Back-Office Management
Via the File ribbon, you can set up multiple email accounts, manage your email folder sizes, and set up your Outlook preferences.
When to use
You will rarely be in the "Back Office" settings, but once in a while you'll need to click around it, so it's good to be introduced to the File ribbon options.
Instructions
Access Settings
- In Outlook, Click the File Ribbon
- Then on the left panel, near the bottom, click Options - you might have to scroll or click the "..." to see it.
- Review the left panel of setting titles, being aware that any changes you make can be changed again if you don't like them. (In previous lessons, we made a few of these changes.)
Account Settings for Setting Up Email Accounts
- Click the File Ribbon again
- Click "Account Settings"
As these settings are dictated by your email service provider, no instructions are provided here but can be located easily with an online search.
Mailbox Settings
- Click the File Ribbon again
- Click "Tools" Mailbox Settings
- Review these options and clean up (empty) any large folders and files
- 00:05 Office management inside Outlook isn't so much about managing your folders,
- 00:11 but it is about managing your many email accounts, managing your old emails,
- 00:16 and managing the file size of those emails and attachments.
- 00:21 It's all found under the File ribbon on the top left-hand side.
- 00:24 Let's go ahead and click on File.
- 00:26 Notice that Info by default is selected and
- 00:29 it pops open to my current email address which says IMAP/SMTP,
- 00:34 which says I'm tethered to the cloud and all my emails will synchronize
- 00:39 on all of my devices as long as I'm logged in as this email account.
- 00:43 What if I want to add a second one because I have multiple emails.
- 00:47 Then I click on the Add Account button.
- 00:49 It tries to find what it thinks might be current.
- 00:52 If it finds something, I can set it up.
- 00:54 And if I have special instructions from that company,
- 00:58 I can hit Advanced Options and tell it let me set up my account manually.
- 01:02 I'll go ahead and click Cancel on that now,
- 01:05 and I'll go right back to the File menu.
- 01:10 Notice, I'm still on Info, Now, Account Settings has that same feature right here.
- 01:17 It says Add Account, but under account Account Settings,
- 01:21 I have the option for New.
- 01:23 And again, you've already seen this screen.
- 01:25 So I'll go ahead and close that.
- 01:28 While we're in here, the new account shows my email address.
- 01:33 If I ever get a corrupted email address, I can hit Repair,
- 01:37 I can change it or I can remove this.
- 01:40 Notice the tab in the background says Data Files.
- 01:42 This is where my data is being stored on my computer, and
- 01:46 I also have an archive set up on my computer as well.
- 01:50 I'm going to hit Cancel on that and go right back to File.
- 01:55 Under File we have Mailbox Settings.
- 01:58 The Mailbox Cleanup tool helps you brush up, sweep up big emails, big file sizes.
- 02:05 Very top says View Mailbox Size.
- 02:07 Actually tells you the literal size of the files inside your emails.
- 02:13 We also can look for certain sizes, anything over 250 kilobytes.
- 02:19 And then we can clean those up.
- 02:24 I can go back to Mailbox Settings and empty my Deleted Items folder.
- 02:29 I can clean up old items and move them into my Archive folder.
- 02:33 And here at the bottom I can set my Archive folder.
- 02:36 Now, the Archive folder is simply a digital cardboard box set on a shelf
- 02:40 somewhere so we're not really throwing it away.
- 02:43 We're just putting it on a shelf to throw away later.
- 02:46 We'll have an entire separate lesson about Managing Rules & Alerts.
- 02:50 Another place we'll be using Office management.
- 02:52 So on the File menu, at the bottom left hand side says Options.
- 02:56 When I click on Options an entire left hand panel gives me options about my mail,
- 03:02 my calendar, my people, or contacts, my tasks and so forth.
- 03:07 And I'll go ahead and cancel that as well.
- 03:09 So Office management isn't just about your folders on your inbox, it's about actually
- 03:15 managing the back office of Outlook under the Account Settings and Mail Settings.
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