Locked lesson.
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.
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
- In the Notes view, Right click Notes and choose New Folder
This allows you to keep sets of notes
- Create a “New Note”
- Enter the information and be aware of these attributes:
- The right corner is to re-size the note
- The bottom is the Created date and time stamp
- The top right corner is the Close button (there is NOT a Save button)
- The first line of the note is also the Title of the Note
If no first line, then no title appears
- The right corner is to re-size the note
- Create a Note from an Email with Drag and Drop
- 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.
- Click and drag any email to the NOTE icon at the bottom of the Folder Pane
- Change the View layout of your notes
- In the Notes view, in Current View make a selection:
- In the Notes view, in Current View make a selection:
- Color Code your notes with Categories
- Move a Note to the Desktop
- Click and Drag a note onto your Desktop for Quick Reference:
- Click and Drag a note onto your Desktop for Quick Reference:
- 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.
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