Locked lesson.

Upgrade

About this lesson

Learn tips to make the most of your notes, which are handy as a place to store info.

Lesson versions

Multiple versions of this lesson are available, choose the appropriate version for you:

2016, 2019/365.

Exercise files

Download this lesson’s exercise file.

Using Notes.docx
83.4 KB

Quick reference

Using Notes

An area to store notes that don’t need to be filed into email folders.

When to use

Notes are a very handy, but often overlooked area of Outlook.  You can store information tidbits that don’t need to be filed into email folders or lost in the inbox.

Instructions

   OR  

  1. In the Notes view, Right click Notes and choose New Folder
    This allows you to keep sets of notes
  2. Create a “New Note”
  3. Enter the information and be aware of these attributes:
    1. The right corner is to re-size the note
    2. The bottom is the Created date and time stamp
    3. The top right corner is the Close button (there is NOT a Save button)
    4. The first line of the note is also the Title of the Note

      If no first line, then no title appears
  4. Create a Note from an Email with Drag and Drop
    1. Click and drag any email to the NOTE icon at the bottom of the Folder Pane

      A copy of the email is made into a NOTE; the original email is intact and can be deleted.
  5. Change the View layout of your notes
    1. In the Notes view, in Current View make a selection:
  6. Color Code your notes with Categories
  7. Move a Note to the Desktop
    1. Click and Drag a note onto your Desktop for Quick Reference:
                           
Login to download
  • 00:04 An often overlooked, but really useful area of Outlook, is the notes section.
  • 00:09 On your navigation pane is a little tiny notepad.
  • 00:12 When you activate that, you come into your notes section.
  • 00:15 Now, your Notes, of course, can have new folders.
  • 00:18 Right up here we have new note and our entire home ribbon of options.
  • 00:25 When I click on new note, up comes a brand new note.
  • 00:28 I can paste in some information,
  • 00:30 over here on the corner I have a resize corner that I can expand the note.
  • 00:35 I have a date and time stamp, and I have a close button.
  • 00:39 When I close the note the title of the note
  • 00:42 happens to be whatever was written on the first line of that note.
  • 00:46 So please always make sure that you have something written on that first line.
  • 00:49 Go ahead and close the note.
  • 00:52 All right, I'm gonna go ahead and create another new note.
  • 00:54 I'm gonna hit Enter once and then type information and when I close the notes,
  • 00:59 notice no title because that first line was empty.
  • 01:04 All right, another great item you can do is over on my email,
  • 01:09 I want to keep information from a certain email inside a note.
  • 01:14 Don't want it stored on my Inbox,
  • 01:15 don't want it stored in the Folder maybe it's just basic office information.
  • 01:20 So, I'm gonna click and drag an email, and drop it right down here on the note, and
  • 01:25 I just created a brand new note from that email.
  • 01:29 Now notice there's nothing on the top line which means I'm not going to have a title.
  • 01:33 So I'm gonna go ahead and
  • 01:35 clean up this note to make sure there is data on that top line.
  • 01:38 Close the note, go back to my notes view, and
  • 01:42 there happens to me the note I just made.
  • 01:44 All right, how about viewing these notes.
  • 01:46 Right up here on the current view I can hit notes list which will stack them and
  • 01:50 I can then sort them by subject or created date.
  • 01:54 I can sort them by the last seven days.
  • 01:57 And I can also just click icon and go right back to this view.
  • 02:01 I happen to like this view, because it can be color coded.
  • 02:04 I can categorize these especially if you already have a color system you're using.
  • 02:10 You can right-click and categorize these, or
  • 02:12 you can hit the categorize button up above and choose from any of those as well.
  • 02:16 It's the same system.
  • 02:18 One's on the right mouse.
  • 02:19 One's on the View ribbon.
  • 02:21 One other awesome thing about the notes is I'm gonna shrink back so
  • 02:25 you can see my desktop.
  • 02:27 I can literally take a note and drag it out to my desktop and
  • 02:30 store it right out here.
  • 02:32 Now it looks like a little envelope, like an email, but it's not.
  • 02:35 It's actually a note and so it's simply a copy.
  • 02:38 The original is still in my notes section,
  • 02:40 but I just happened to drop one on my desktop for quick reference.
  • 02:44 No matter where I'm at in my work I don't have to open up Outlook to see
  • 02:47 that particular note.
  • 02:49 Awesome, great, useful features.
  • 02:51 I hope you make use of your notes section.

Lesson notes are only available for subscribers.

Gift this course