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This chapter is from the book

This chapter is from the book

Microsoft Outlook Mobile

Regardless of whether you get your mail from Outlook.com, Exchange Server, Gmail, or somewhere else, all mail is made accessible through Microsoft Outlook Mobile. The techniques discussed in the following sections, including how to access your email box, open a message, and delete a message, are valid regardless of the type of mailbox you are accessing.

For every mail account that you set up, Windows Phone 8 creates a separate Live Tile on the Start screen. For example, if you set up a Microsoft account and an Exchange Server account, you have a Live Tile for each. The Live Tile displays the name of the mailbox and the number of unread messages waiting for you. In addition, you can find links to each of your mail accounts within the App List.

The Outlook Mobile Interface

When you tap a link to one of your mailboxes, Outlook Mobile opens. The main Outlook Mobile screen contains several different objects:

  1. The current time.
  2. The name of the mailbox you are currently using. It is important to verify the mailbox that you are connected to because Windows Phone 8 can be connected to multiple mailboxes simultaneously.
  3. The current view of your messages. All is selected by default, but you can flick the view option to view unread messages, flagged messages, or urgent messages.
  4. Your Mail. Outlook Mobile displays all the messages in the current folder.
  5. The New icon. Tap this icon to compose a new message.
  6. The Select icon. Tap this icon to access a screen that lets you perform bulk operations on your messages.
  7. The Sync icon. Tap this icon to manually check for new mail.
  8. The Search icon. Tap this icon to search your mail.
  9. The Menu icon. Flick this icon upward to reveal various menu choices.

The Anatomy of a Message

When you open Outlook Mobile, you see the messages in your Inbox. Several pieces of information are listed for each message.

  1. Sender: The name of the person who sent the message
  2. Time stamp: When the message arrived
  3. Subject line: Displayed in red (or whatever theme color your phone uses) if the message is unread; otherwise, shown in gray
  4. Message preview: The first several words of the message, displayed beneath the subject line
  5. Flag: (Optional) Indication of whether a message is important, unimportant, flagged for follow-up, or complete, as well as whether the message contains an attachment
  6. Attachment: Paper clip icon indicating that the message contains an attachment
  7. Urgent: Exclamation point icon indicating that the message is urgent
  8. Forward icon: Icon that appears next to messages that have been forwarded.

Opening a Message

You can view a message by simply tapping it.

Several items display on the message screen:

  1. The sender’s name
  2. The message subject
  3. The message’s date and time
  4. The address the message was sent to
  5. The attachment (if any)
  6. The message body
  7. The Respond icon
  8. The Delete icon
  9. The Older icon, for returning to the previous message
  10. The Newer icon, for advancing to the next message
  11. The Menu icon, for accessing more options

Opening an Attachment

If a message contains an attachment, you can view the attachment by following these steps:

  1. Tap the message to open it.
  2. Tap the attachment to download it.
  3. When the attachment has finished downloading, tap the attachment to open it. Windows Phone 8 automatically opens the application that is associated with the attachment file type (assuming that such an application is installed on the phone).

Replying to a Message

To reply to a message, follow these steps:

  1. Tap the message to open it.
  2. Tap the Respond icon.
  3. Tap Reply.
  4. Compose your response.
  5. Tap the Send icon.

Forwarding a Message

To forward a message to an existing recipient, follow these steps:

  1. Tap the message to open it.
  2. Tap the Respond icon.
  3. Tap Forward.
  4. Enter the message recipient’s email address.
  5. Compose your response, if you have anything more to add.
  6. Tap the Send icon.

Viewing New Mail

As mentioned earlier, Outlook displays the subject line of new messages in red, while the subject line is shown in gray for old messages. If you want to temporarily see only the new messages in your mailbox, you can do so by following these steps:

  1. Open your mailbox.
  2. Flick the view setting from All to Unread. To return the view to normal when you are done, flick the view from Unread to All.

Viewing Urgent Mail

When you receive an urgent message, Windows Phone 8 displays a red exclamation point alongside the message, to indicate that the message is important. However, Outlook Mobile also has an option for viewing only the most important messages. To do so, follow these steps:

  1. Open your mailbox.
  2. Flick the view setting from All to Urgent. When you are done, you can return the mailbox to its previous state by flicking the view setting from Urgent to All.

Viewing Flagged Messages

Some people flag messages as a way of reminding themselves to look at the messages again later. However, flagged messages can become buried under newer messages over time. The easiest way to access all your flagged messages is to use the Flagged view. To view your flagged messages, complete these steps:

  1. Open your mailbox.
  2. Flick the view setting from All to Flagged. When you are done, you can return the mailbox to its previous state by flicking the view setting from Urgent to All.

Deleting a Message

To delete a message without opening it, follow these steps:

  1. Tap and hold the message you want to delete.
  2. When the menu appears, tap Delete.
  3. To delete a message that is open, tap the Delete icon.

Deleting Messages in Bulk

If you need to delete more than one or two messages, consider performing a bulk delete:

  1. Go to the Inbox.
  2. Tap the Select icon.
  3. Select the check boxes corresponding to the messages that you want to delete.
  4. Tap the Delete icon.

Recovering a Deleted Message

If you accidentally delete a message, you can recover it from the Deleted Items folder. To do so, follow these steps:

  1. Open your mailbox.
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  2. Tap the Menu icon.
  3. Tap the Folders option.
  4. Tap Show All Folders.
  5. Tap Trash.
  6. Tap and hold the message that you want to recover.
  7. Tap Move.
  8. Tap Inbox.

Marking a Message as Read

To mark a message as read, open the folder containing it and follow these steps:

  1. Tap and hold the message.
  2. Tap Mark as Read.

Marking a Message as Unread

To mark a message as unread, open the fold containing it and follow these steps:

  1. Tap and hold the message.
  2. Tap Mark as Unread.

Marking Multiple Messages as Read or Unread

The method discussed in the two previous sections works well for dealing with individual messages, but there is an easier way to mark multiple messages as Read or Unread. To do so, go to the folder containing the messages you want to manage and follow these steps:

  1. Tap the Select icon.
  2. Select the check boxes corresponding to the messages that you want to flag or unflag.
  3. Tap the Menu icon.
  4. Tap either Mark as Read or Mark as Unread.

Moving a Message

Windows Phone 8 enables you to move messages into folders for long-term retention. If you need to move a message into a folder, you can accomplish the task by locating the message in a folder and following these steps:

  1. Tap and hold the message.
  2. Tap Move.
  3. Tap the folder where you want to move the message.

Performing a Bulk Move

If you need to move more than one message to another folder, you might be better off performing a bulk move. To do so, go to the folder containing the messages you want to move and follow these steps:

  1. Tap the Select icon.
  2. Select the check boxes corresponding to the messages that you want to move. All the messages that you select should be destined for the same folder.
  3. Tap the Move icon.
  4. Tap the folder where you want to move the selected messages.

Viewing Folders

Windows Phone 8 displays the Inbox folder by default, but you can view any of your mailbox folders. To do so, open the mailbox you want to access and follow these steps:

  1. Tap the Menu icon.
  2. Tap Folders.
  3. Tap the folder you want to view.

Flagging a Message

Windows Phone 8 offers full support for message flags. To flag a message, locate it in your folders and follow these steps:

  1. Tap and hold the message.
  2. Tap Set Flag.

Clearing a Message Flag

To clear the flag from a message, locate the flagged message and follow these steps:

  1. Tap and hold the message.
  2. Tap Clear Flag.

Flagging or Unflagging Multiple Messages

If you need to flag or unflag multiple messages, you can do so by locating the folder containing the messages and following these steps:

  1. Tap the Select icon.
  2. Select the check boxes corresponding to the messages that you want to flag or unflag.
  3. Tap the Menu icon.
  4. Tap either Set Flag or Clear Flag.

Marking a Message as Complete

If you complete a task related to a flagged message, you might want to flag that message as complete. To do so, locate the flagged message and perform these steps:

  1. Tap and hold the message that you want to flag as complete.
  2. Tap Complete Flag.
  3. When the complete flag is applied, a check mark icon appears next to the message, indicating that the message has been flagged as complete.

Marking Multiple Messages as Complete

Just as you can flag a single message as complete, you can mark multiple messages as complete. To do so, locate the folder containing the messages you want to flag as complete and follow these steps:

  1. Tap the Select icon.
  2. Select the check boxes corresponding to the messages that you want to mark.
  3. Tap the Menu icon.
  4. Tap Complete.
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