Demo: Flag it, file it, find it fast in Outlook

Filmstrip Play Demo Demo button

Do you worry that lurking in your mailbox are messages with a very important assignment or question for you to handle? Microsoft Office Outlook 2003 can prevent you from forgetting about these messages and help you avoid an awkward encounter with your boss. How? By making it quicker to flag messages for follow up, and by finding them automatically using the new Search Folders feature. Whether you file these messages away into a multitude of folders or keep them in a crowded Inbox, Search Folders will do the work to find and display them all with just one click. Outlook 2003 offers a variety of Search Folders that save you the hassle of spelling out exactly what you want to find.

Note: For screen reader text detailing the onscreen actions and a screen reader version of the audio script, click Demo text version.

Demo text version

Screen Action

Audio Script

Outlook 2003 is open and a block of messages in the Inbox are selected. The pointer clicks individual messages.

Keeping track of important messages can be a challenge because those messages look like all the rest in my busy Inbox. Like this message from my manager asking me to set up a meeting. To mark this message so it stands out, I can flag it.

The pointer stops on a message. After a right-click, a shortcut menu appears. On the shortcut menu, the pointer moves to Follow Up, and then clicks Red Flag. A red flag appears next to the message.

With Outlook 2003, I can do that without opening the message first. I just right-click and add a red flag — the color I'm using for all conference-related messages that require my follow up.

The Inbox is scrolled down to another message that has a red flag, and then the Inbox is scrolled up, and the pointer moves to two messages with blue flags next to them. The pointer moves to the View menu. On the menu, the pointer moves to Arrange By, and then clicks Flag. The pointer selects all of the flagged messages where they are grouped together by color at the top of the Inbox.

Here's another one I've already flagged. I also have some messages marked with blue flags because they're about the company softball team I manage. But to find all the flagged messages, I still have to scroll through my Inbox or arrange messages by the Flag column, which puts them all together at the top of my Inbox.

The pointer selects two red-flagged messages, and then drags them to the Conference folder in the Navigation Pane. The pointer moves back to the Inbox, selects two blue-flagged messages, and then drags them to a Softball folder. The pointer then clicks the Inbox folder and scrolls up and down the list of messages.

And what happens when I move messages into their own folders? Let's move these into my Conference folder and these into my Softball folder. Now, when I return to the main Inbox, the filed messages are out of sight, out of mind. So how am I supposed to find all my flagged messages again?

In the Navigation Pane, the pointer clicks the Search Folders folder.

That's where this new thing called Search Folders comes in. This is a new type of folder that finds all the messages sharing the same trait.

The pointer clicks the For Follow Up Search Folder, and then points to the red-flagged and blue-flagged messages. The pointer clicks the Large Mail Search Folder and two messages appear. The pointer moves to the Unread Mail Search Folder.

To see all of my flagged messages, I just go to the Search Folder called For Follow Up, where I see both my red and blue flagged messages all in one place, even though they're actually stored in different folders. Outlook has other built-in Search Folders — here's one for finding large mail messages and another that finds unread messages.

Outlook 2003 disappears. The animated text Experience Your Own Great Moments appears. Under it appears the static text For more information followed by a URL:

Outlook 2003 has even more ways to help you work faster, smarter, and even safer. Check it out!

Help Button Problems watching the video? Try our troubleshooting tips.

Was this information helpful?

Great! Any other feedback?

How can we improve it?

Thank you for your feedback!