Locked lesson.
About this lesson
Monitor inbox size, clean out certain folders, and set up auto-archive functionality.
Lesson versions
Multiple versions of this lesson are available, choose the appropriate version for you:
2016, 2019/365.
Quick reference
Office Management
Office Management is different from File Management in that it is all about maintaining office structure like Email Accounts, File Size, and setting up Outlook preferences.
When to use
Although initially important, it is not a common function to work in the Office Management section. Usually once it is set up, you will only be in here occasionally to maintain file sizes.
Instructions
File Ribbon
Add Account to set up new email accounts
Cleanup Tools: Mailbox Cleanup:
File Ribbon and Blue Panel of Options:
- 00:04 Hello.
- 00:05 This is Andy and I want to talk to you about office management which is deeper
- 00:08 than file management.
- 00:09 File management, simply moving emails into folders.
- 00:12 But office management is over here on the file ribbon.
- 00:16 When I click file, my ribbons disappear but I have a little back arrow here.
- 00:21 That's how you get back to your main screen.
- 00:23 But when I go into file I have a left hand blue panel with options on it,
- 00:27 and I have Account Information.
- 00:28 Now if I h ave multiple emails set up, that should open up a list right here, and
- 00:33 right underneath is the Add Account button.
- 00:35 Now we have streamlined this, you can just put in the information of your email
- 00:39 hit next and it will automatically load it for you.
- 00:42 You don't have to be a programmer to add email accounts.
- 00:45 Go back to the file ribbon, now account settings is how we used to do it.
- 00:49 We'd hit account settings, account settings, and then the new button to get
- 00:53 to the same place that, that now add account button takes us in just one click.
- 00:58 So I'm a fan of that button.
- 01:00 Let's look at mailbox clean up.
- 01:02 Inside our cleanup tools we have mailbox cleanup, empty your deleteds or archive.
- 01:07 So let's go ahead and look at mailbox cleanup.
- 01:09 Right now if you're in the corporate world you're held to a certain file size for
- 01:13 your inbox.
- 01:15 Well you can actually look at individual folders right
- 01:17 here acnd know which ones are the biggest and which ones you should focus on.
- 01:21 You can also determine by how old files are and
- 01:26 you can find files by a certain size.
- 01:29 Now the autoarchives right here,
- 01:31 when I click autoarchives I'm gonna straight back to my main screen.
- 01:34 You're gonna see something happen, cuz nothing will happen here but hold on.
- 01:37 Hit auto archive, go back and watch.
- 01:40 Over here on the left you're gonna see an archives folder show up.
- 01:44 It's because, there it is.
- 01:46 It's because I just activated my archives.
- 01:48 Now they have a place to store themselves.
- 01:51 Now auto archive will take files, it won't delete them,
- 01:54 it'll put them in electronic box, set it on electronic shelf.
- 01:57 For you to dive into later if you should have the need to.
- 02:01 Then you go back to file, go back to my cleanup tools, and
- 02:04 now I'm gonna look at the archive settings.
- 02:07 Now I can determine how old I want them to look back and clean out and
- 02:11 I can determine where I want them to file.
- 02:14 I personally do not change the location.
- 02:16 I leave it at whatever Outlook wants it at.
- 02:19 But maybe you want to change it to something else.
- 02:21 Again it will never delete them.
- 02:23 It simply sets them aside for you.
- 02:25 All right, the last item is manage rules and alerts.
- 02:28 Now this we'll have a future video on.
- 02:30 But basically, in essence, you can tell this to take brand new emails and
- 02:34 file them in folders automatically for you.
- 02:37 Again, we'll have a video on that with details at a later time.
- 02:40 And right over here on the left in the blue is options.
- 02:43 Now, options I say, are like shopping.
- 02:46 Options are where you can set up and customize everything in here.
- 02:49 You can even customize the background.
- 02:51 Say, look at this blue banner in my background.
- 02:54 Well that Office background says Circuit.
- 02:56 I can change that to Lunchbox.
- 02:59 And when I hit OK It will actually change, see I've got little sandwiches and
- 03:04 apples and milk boxes up there now.
- 03:06 So it's those fun things, that's why options are like shopping,
- 03:10 you can find fun things.
- 03:11 You can click around here, I will give you a heads up, if you start changing things
- 03:16 in here, make a little note of it so if you decide in a week you don't like it.
- 03:19 You'll know how to find your way back to where you set it up in the first place.
- 03:24 So, I just wanted to show you that, it's kind of a cool place to be.
- 03:28 Okay, that is office management and in our next video I'm gonna show you a nice
- 03:32 little trick that's very useful inside Outlook that very few people know about.
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