Home > Articles > Home & Office Computing > Microsoft Windows Desktop

  • Print
  • + Share This
This chapter is from the book

Handle Email

As with snail mail, you should get into the habit of dealing with messages right away so that they don't pile up. You can delete messages you don't need. For those messages you want to keep, you may print a hard copy and then delete the original, or you can save the original, but move it to a different folder so that your Inbox is uncluttered. These habits will keep your Inbox organized so that you see only a pertinent set of messages.

Windows saves a copy of all sent messages. Also, when you delete a message, it is not really deleted, but moved from the Inbox to the Deleted Items folder. You can go through these files, as needed, to find copies of correspondence. You should also periodically clean out these folders so that they don't become cluttered.

On occasion you may want to print a hard copy of a message. For instance, suppose that someone sends you directions to a party. You can print the directions and take them with you. You also may want to print and save a hard copy of messages with important information such as an online order confirmation.

Deleting a Message

It's a good idea to weed out old, unneeded messages from the Inbox. To delete a message:

  1. Select the message you want to delete. You can select it in your Inbox, or you can delete an open message.

  2. Click the Delete button.

Emptying Your Deleted Items Folder

For sensitive messages, you may not want to keep even a copy in the Deleted Items folder. Instead, you can permanently delete the message. To do so, open the Deleted Items folder, select the message, and click the Delete button. When prompted to confirm the deletion, click Yes to permanently delete the message.

If you are sure you won't need any messages, you can clean out the entire folder. Click Edit and then select Empty 'Deleted Items' Folder. Confirm the deletion by clicking Yes.

Undeleting a Message

You can retrieve a message you accidentally deleted. To undelete a message:

  1. In the Folder list, click the Deleted Items folder. You see the messages that have been deleted.

  2. Click the message you want to undelete.

  3. Drag the message from the message header pane to one of the folders in the Folders list. For instance, drag the message from Deleted Items to Inbox.

Printing a Message

You can keep a hard copy of a message. To print a message:

  1. Select the message from the Outlook Express window or open the message.

  2. Click the Print button.

  3. Figure 3.11Figure 3.11 Select any options for printing the message and then click OK.

  4. Click Print to print the message.

When handling messages, keep these tips in mind:

  • You can sort messages to make them easy to find. You can sort by any of the columns, including From, Subject, and Received Date (the default). You might, for instance, sort by From so that you can see or find a message from a particular person. To sort, click the column heading. To sort in reverse sort order, click the column heading again.

  • As mentioned, you should periodically clean out your other mail folders, including your Deleted Items folder. To quickly get rid of the messages in this folder, first check to make sure there aren't any messages you need to keep. If so, move these messages to a different folder. Then click Edit and click Empty 'Deleted Items' Folder. Confirm the deletion by clicking Yes. You can clean out other folders, such as Sent Items, by selecting that folder. Then select the messages to delete and click the Delete button. Confirm the deletion by clicking Yes.

  • You can mark a message as read (or unread) so that it doesn't appear in bold (or it does!) You can also flag messages. For instance, you may want to flag a message for follow-up. To mark a message as read/unread, click Edit and then select the Mark as Read or Mark as Unread command. To flag a message, click Message, Flag Message. Outlook Express adds a flag icon to the message.

  • Figure 3.12Figure 3.12 You can flag messages that require your attention later.

  • If you can't find a message by scanning through the message list(s), you can search for it. You can search for a message based on the sender, recipient, subject, or content. Click Edit, Find, Message. In the Find Message dialog box, click in the text box next to the item you want to search and then type or select a value. Click Find Now. Outlook Express searches the messages and displays any matches in the lower half of the dialog box. You can double-click any message to open it.

  • If you are working on a detailed message and it's not complete, you can save it to your Drafts folder. You can then open the message again later to finish it. To save a message, click File, Save. You see a message stating that the message was saved to your Drafts folder. Click OK. To reopen the message, click Drafts in the Folders list and then double-click the message to open it.

Search by Date

You can also search by date if you don't know the contents or details of the message but know when it was sent. You can select to view messages received before or after the date you select.

Figure 3.13Figure 3.13 Type what you want to find in the appropriate search box and then click Find Now to search.

Organizing Messages You Want To Keep

You'll be surprised at how quickly the messages pile up in your Inbox. As mentioned, you should delete any messages you don't need, but what about those you want to keep? So that your Inbox isn't cluttered with old messages, you can create mail folders and store messages you want to keep. For instance, you might save messages for a project. Or if you like to keep copies of good jokes (jokes are probably the number one type of email message), you can set up a folder for these messages.

First, create the mail folder. Then you can move any messages to this folder. To create a folder, follow these steps:

  1. Click Local Folders in the Folder list. Doing so ensures that the new folder will be placed at the same level of existing folders.

  2. Click File, New, and then Folder. You see the Create Folder dialog box.

  3. Type the folder name and click OK to create the folder.

As soon as the folder is created, you can move messages to this (or any other folder). Follow these steps:

  1. Select the message to move.

  2. Drag the message from the message pane to the folder in the Folders list. The message is moved.

Figure 3.14Figure 3.14 Type the folder name here to create a new mail folder.

Figure 3.15Figure 3.15 The easiest way to move a message is to drag and drop it.

Many users have trouble dragging and dropping, so if you prefer, you can move a message by using a menu command. To do so, follow these steps:

  1. Select the message you want to move.

  2. Click the Edit menu and then select Move to Folder. You see the Move dialog box.

  3. Copy Message

    You can also copy a message. You might want to copy messages if they relate to two different projects, for instance. To copy a message, follow the same steps but select the Copy to Folder command.

    Figure 3.16Figure 3.16 Select the folder in which to place the message(s).

  4. Expand the folder list by clicking the plus sign next to Local Folders. Then click the folder in which you want to place the selected message.

  5. Click OK. The message is moved to this folder.

  • + Share This
  • 🔖 Save To Your Account

InformIT Promotional Mailings & Special Offers

I would like to receive exclusive offers and hear about products from InformIT and its family of brands. I can unsubscribe at any time.

Overview


Pearson Education, Inc., 221 River Street, Hoboken, New Jersey 07030, (Pearson) presents this site to provide information about products and services that can be purchased through this site.

This privacy notice provides an overview of our commitment to privacy and describes how we collect, protect, use and share personal information collected through this site. Please note that other Pearson websites and online products and services have their own separate privacy policies.

Collection and Use of Information


To conduct business and deliver products and services, Pearson collects and uses personal information in several ways in connection with this site, including:

Questions and Inquiries

For inquiries and questions, we collect the inquiry or question, together with name, contact details (email address, phone number and mailing address) and any other additional information voluntarily submitted to us through a Contact Us form or an email. We use this information to address the inquiry and respond to the question.

Online Store

For orders and purchases placed through our online store on this site, we collect order details, name, institution name and address (if applicable), email address, phone number, shipping and billing addresses, credit/debit card information, shipping options and any instructions. We use this information to complete transactions, fulfill orders, communicate with individuals placing orders or visiting the online store, and for related purposes.

Surveys

Pearson may offer opportunities to provide feedback or participate in surveys, including surveys evaluating Pearson products, services or sites. Participation is voluntary. Pearson collects information requested in the survey questions and uses the information to evaluate, support, maintain and improve products, services or sites, develop new products and services, conduct educational research and for other purposes specified in the survey.

Contests and Drawings

Occasionally, we may sponsor a contest or drawing. Participation is optional. Pearson collects name, contact information and other information specified on the entry form for the contest or drawing to conduct the contest or drawing. Pearson may collect additional personal information from the winners of a contest or drawing in order to award the prize and for tax reporting purposes, as required by law.

Newsletters

If you have elected to receive email newsletters or promotional mailings and special offers but want to unsubscribe, simply email information@informit.com.

Service Announcements

On rare occasions it is necessary to send out a strictly service related announcement. For instance, if our service is temporarily suspended for maintenance we might send users an email. Generally, users may not opt-out of these communications, though they can deactivate their account information. However, these communications are not promotional in nature.

Customer Service

We communicate with users on a regular basis to provide requested services and in regard to issues relating to their account we reply via email or phone in accordance with the users' wishes when a user submits their information through our Contact Us form.

Other Collection and Use of Information


Application and System Logs

Pearson automatically collects log data to help ensure the delivery, availability and security of this site. Log data may include technical information about how a user or visitor connected to this site, such as browser type, type of computer/device, operating system, internet service provider and IP address. We use this information for support purposes and to monitor the health of the site, identify problems, improve service, detect unauthorized access and fraudulent activity, prevent and respond to security incidents and appropriately scale computing resources.

Web Analytics

Pearson may use third party web trend analytical services, including Google Analytics, to collect visitor information, such as IP addresses, browser types, referring pages, pages visited and time spent on a particular site. While these analytical services collect and report information on an anonymous basis, they may use cookies to gather web trend information. The information gathered may enable Pearson (but not the third party web trend services) to link information with application and system log data. Pearson uses this information for system administration and to identify problems, improve service, detect unauthorized access and fraudulent activity, prevent and respond to security incidents, appropriately scale computing resources and otherwise support and deliver this site and its services.

Cookies and Related Technologies

This site uses cookies and similar technologies to personalize content, measure traffic patterns, control security, track use and access of information on this site, and provide interest-based messages and advertising. Users can manage and block the use of cookies through their browser. Disabling or blocking certain cookies may limit the functionality of this site.

Do Not Track

This site currently does not respond to Do Not Track signals.

Security


Pearson uses appropriate physical, administrative and technical security measures to protect personal information from unauthorized access, use and disclosure.

Children


This site is not directed to children under the age of 13.

Marketing


Pearson may send or direct marketing communications to users, provided that

  • Pearson will not use personal information collected or processed as a K-12 school service provider for the purpose of directed or targeted advertising.
  • Such marketing is consistent with applicable law and Pearson's legal obligations.
  • Pearson will not knowingly direct or send marketing communications to an individual who has expressed a preference not to receive marketing.
  • Where required by applicable law, express or implied consent to marketing exists and has not been withdrawn.

Pearson may provide personal information to a third party service provider on a restricted basis to provide marketing solely on behalf of Pearson or an affiliate or customer for whom Pearson is a service provider. Marketing preferences may be changed at any time.

Correcting/Updating Personal Information


If a user's personally identifiable information changes (such as your postal address or email address), we provide a way to correct or update that user's personal data provided to us. This can be done on the Account page. If a user no longer desires our service and desires to delete his or her account, please contact us at customer-service@informit.com and we will process the deletion of a user's account.

Choice/Opt-out


Users can always make an informed choice as to whether they should proceed with certain services offered by InformIT. If you choose to remove yourself from our mailing list(s) simply visit the following page and uncheck any communication you no longer want to receive: www.informit.com/u.aspx.

Sale of Personal Information


Pearson does not rent or sell personal information in exchange for any payment of money.

While Pearson does not sell personal information, as defined in Nevada law, Nevada residents may email a request for no sale of their personal information to NevadaDesignatedRequest@pearson.com.

Supplemental Privacy Statement for California Residents


California residents should read our Supplemental privacy statement for California residents in conjunction with this Privacy Notice. The Supplemental privacy statement for California residents explains Pearson's commitment to comply with California law and applies to personal information of California residents collected in connection with this site and the Services.

Sharing and Disclosure


Pearson may disclose personal information, as follows:

  • As required by law.
  • With the consent of the individual (or their parent, if the individual is a minor)
  • In response to a subpoena, court order or legal process, to the extent permitted or required by law
  • To protect the security and safety of individuals, data, assets and systems, consistent with applicable law
  • In connection the sale, joint venture or other transfer of some or all of its company or assets, subject to the provisions of this Privacy Notice
  • To investigate or address actual or suspected fraud or other illegal activities
  • To exercise its legal rights, including enforcement of the Terms of Use for this site or another contract
  • To affiliated Pearson companies and other companies and organizations who perform work for Pearson and are obligated to protect the privacy of personal information consistent with this Privacy Notice
  • To a school, organization, company or government agency, where Pearson collects or processes the personal information in a school setting or on behalf of such organization, company or government agency.

Links


This web site contains links to other sites. Please be aware that we are not responsible for the privacy practices of such other sites. We encourage our users to be aware when they leave our site and to read the privacy statements of each and every web site that collects Personal Information. This privacy statement applies solely to information collected by this web site.

Requests and Contact


Please contact us about this Privacy Notice or if you have any requests or questions relating to the privacy of your personal information.

Changes to this Privacy Notice


We may revise this Privacy Notice through an updated posting. We will identify the effective date of the revision in the posting. Often, updates are made to provide greater clarity or to comply with changes in regulatory requirements. If the updates involve material changes to the collection, protection, use or disclosure of Personal Information, Pearson will provide notice of the change through a conspicuous notice on this site or other appropriate way. Continued use of the site after the effective date of a posted revision evidences acceptance. Please contact us if you have questions or concerns about the Privacy Notice or any objection to any revisions.

Last Update: November 17, 2020