How to Keep your Web clippings in Outlook Notes

As you are surfing the Web or reviewing a document, you might come across some information that you want to save for a project that you are working on or for some other future reference.

In the days before computers, ATM machines, and 250+ channels of television, when people wanted to save some information from a newspaper or magazine, they used to cut the articles out by using scissors and then file the information in a folder. Now you can put your scissors away and let Outlook help organize all those electronic clippings by using Outlook Notes.

You've probably noticed the Notes button in the Navigation Pane It sits there lonely while you devote your attention to the Mail, Calendar, and Tasks buttons. It's time for you to get with the program and get more out of Outlook.

1.Click and drag the bar above the Mail button. You can increase or decrease the number of buttons shown by moving the bar. When you make the navigation buttons area smaller, the icons move to the button tray. The icons on the button tray can also be clicked.

2. Click Notes to view all of your Outlook Notes.

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Leave e-mail messages on your e-mail server

All the e-mail messages that you receive go through an e-mail server (e-mail server: A computer that stores e-mail messages.) for your e-mail account (e-mail account: The server name, user name, password, and e-mail address used by Outlook to connect to an e-mail service. You create the e-mail account in Outlook by using information provided by your administrator or Internet service provider (ISP).). Depending on the type of e-mail account that you use, your e-mail messages are processed in one or more of the following ways.

1. Messages remain on the server. Outlook connects to the server, and you can read or delete your messages.
2. Messages are downloaded to a local data file called a Personal Folder File (.pst) (Personal Folders file (.pst): Data file that stores your messages and other items on your computer. You can assign a .pst file to be the default delivery location for e-mail messages. You can use a .pst to organize and back up items for safekeeping.). Outlook connects to the local .pst file so that you can read and delete your messages.
3. Copies of messages are downloaded and synchronized with messages on the e-mail server. Microsoft Exchange Server accounts provide this functionality by creating a local Offline Folder File (.ost) (Offline Folder file: The file on your hard disk that contains offline folders. The offline folder file has an .ost extension. You can create it automatically when you set up Outlook or when you first make a folder available offline.). This file is used for working offline when you can't connect or don't want to connect to the e-mail server. This file is also used by the Cached Exchange Mode feature in Outlook 2003.
E-mail account types differ in how e-mail messages are saved and synchronized with the e-mail server. For example, by default POP3 e-mail accounts delete e-mail messages from the e-mail server when downloaded into Outlook. However, you can customize how e-mail messages are retrieved and saved. Other e-mail accounts, such as an Exchange Server e-mail account, save all e-mail messages on the e-mail server by default. You can configure an Exchange Server e-mail account to keep a copy of e-mail messages on your computer that allows you to read e-mail messages when not connected to the Exchange Server.
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Link Outlook contacts to an Access database

You can quickly copy or link to your Outlook contacts in an Access database, enabling you to work with your Outlook contacts in an Access database. Your Access data is kept up to date with changes to Outlook contacts, and vice versa, if you choose to link contacts to Access.
1. Open Access and start a new, blank database or open an existing database.
2. Do one of the following:
§ On the File menu, point to Get External Data, and then click Import.
§ On the File menu, point to Get External Data, and then click Link Tables.
Note If you link Outlook data to Access, any items updated in Outlook are automatically updated in Access.
3. In the Link or Import dialog box, in the Files of Type list, click Outlook.
If you have more than one Outlook profile, you are prompted for which profile to use.
4. In the Import Exchange/Outlook Wizard, select the folder or address book that contains the contacts that you want, and then click Next.

Expand the top mailbox folder.

Select the folder that contains the contacts that you want to export.

When you complete the wizard, the Outlook data is placed into an Access table.
5. Follow the instructions on your screen.

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Group e-mail messages by thread and sort by date

Grouping related e-mail messages together (that is, grouping them according to threads and sorting them by date) makes an e-mail conversation easy to follow.

To group messages by thread and sort by date

1. Right-click the column header bar. This is the bar above your e-mail messages, with the column headings From, Subject, and so on.
2. Click Group By Box on the shortcut menu.
3. Right-click the column header bar again.
4. Click Field Chooser on the shortcut menu. This displays the Field Chooser dialog box.
5. Drag the Conversation field to the Group By box.

Now, see how the e-mail messages are grouped by conversation on a particular subject and sorted in descending order based on date and time.

Note To undo, first display the Field Chooser dialog box as in steps 3 and 4. Then drag the Conversation field from the Group By box back to the Field Chooser dialog box.

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Get e-mail on your mobile device

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A previously available download, the Microsoft Outlook® Mobile Manager, has been discontinued. We apologize for any inconvenience. However, you can find other downloads and information from Microsoft Office Online and Microsoft to make mobile computing easier. Find out how to receive e-mail, calendar information, or reminders while working remotely and/or on your mobile device:

• See downloads for mobile devices from Microsoft.
• Learn how to access your work e-mail and schedule from home with Outlook 2002.
• For businesses, find out about Microsoft Mobile Information Server, which helps protect access to Microsoft Exchange Server and enterprise data for mobile users.

Supercharge Outlook Notes

Look around your desk. Are there notes and scraps of paper taped to the monitor, to the wall, or on your keyboard? It's time to put the power of Outlook Notes to good use to better organize your work.

Notes are simple enough to create in Outlook. Anywhere in Outlook, press SHIFT+CTRL+N, and you're ready to type your note. But soon, you'll have a number of electronic versions of your scraps of paper — you've saved a tree and your desk looks neater, but you haven't done much toward getting better organized. Now it's time to combine notes with other Outlook features.

Categorize your notes

Categories give you a way to keep track of items with a common theme. You can create a category for customers to call, for a project you're working on, or just about any other grouping category you want.

1. Open a note.
2. Click the icon in the upper-left corner of the note.
3. Click Categories, and then select a category from the list or type a new category name.

Viewing notes by category

1. In the Outlook Bar, click Notes.
2. On the View menu, point to Current view, and then click By Category.

Color your notes

By default, Outlook notes are yellow. You can change the note color to one of four other colors.

1. Open a note.
2. Click the icon in the upper-left corner of the note.
3. Point to Color, then select a new color for the note background.

Link your notes to contacts

If your note pertains to one of your contacts, you can associate the note with that contact.

1. Open a note.
2. Click the icon in the upper-left corner of the note.
3. Click Contacts, then type the name of the contact to link to this note.

In the future when you open the note, you can click the icon in the upper-left corner and then click Contacts. When you double-click the contact name, the Outlook contact record opens. I want to share my experience with Microsoft Outlook support and Computer Help