How to Get Organized Using Microsoft Outlook 2003

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By eHow Contributing Writer

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Microsoft Outlook 2003 offers many features beyond sending and receiving emails. Organize your data with Microsoft Outlook to find information faster while utilizing flags, calendar, tasks and notes to function in the way that makes your work easier. Find out how color-codes and data entries keep you in control of your information.

Difficulty: Moderately Easy

Instructions

Things You'll Need:

Microsoft Outlook 2003

Organize Email Flags and Color-code Addresses

Step 1

Use flags to organize your inbox emails by right clicking on the flag to the right of an email.
Step 2

Select the color-code you want to make the email standout.
Step 3

Choose "Add a Reminder" from the color-code list. Outlook brings up the reminder for any specific email for follow-up notification.
Step 4

Click on an email in the inbox for color-coding an email address. Quickly see emails by different colors.
Step 5

Move your mouse onto the tools menu and pick "Organize."
Step 6

Look for "Using Colors" from the left menu and click it.
Step 7

Decide on the color for that particular address and click "Apply Color."

Organize Outlook Today

Step 1

See relevant entries for your calendar, tasks and messages for the day or week. Microsoft Outlook 2003 automatically lists these.
Step 2

Click on any listed item to read the specific details.
Step 3

Choose options that help you stay organized by clicking "Customize Outlook Today" on the upper date bar.

Organize Calendar With Color-codes

Step 1

Choose day, workweek, week or month on the calendar.
Step 2

Double or single click any calendar day to bring up a new dialog box.
Step 3

Enter the data as needed. For yearly reminders click recurrence and set the date.
Step 4

Use color-codes to organize similar events or tasks.
Step 5

Change the label names for the color codes from default to whatever you want by selecting "Edit--Label--Edit Labels.
Step 6

Delete the old label name and type your new label next to the color.

Organize Tasks for Reminders

Step 1

Select "Tasks" with your mouse from your left side menu.
Step 2

Type your new task heading under "Subject." Use titles to manage to-do lists, future activities or priorities.
Step 3

Click on your new title appearing first on the list.
Step 4

Enter due and start date, status and priority in the second column.
Step 5

Place a reminder date in the next column.
Step 6

Write your notes on what the task entails in the large dialog box and save.
Step 7

Link your task to the optional business contact manager. This add-on software applies to those using MS Office Professional.

Organize Notes With Color-codes

Step 1

Locate "Notes" on the side menu and click on it. Use notes like sticky-notes.
Step 2

Click the "New" note icon on the upper standard tool bar. Date and time automatically appears on the note.
Step 3

Type your reminders in the note. Organize your note with lists, ideas and other matters that need attention. Microsoft Notes creates less clutter on your desk, especially for information typically placed on scraps of paper.
Step 4

Push your right mouse button on the note from the list of all your notes.
Step 5

Pick "Color" from the drop down list.
Step 6

Choose the color for the note and click it. Organize notes by color for your categories, such as green for outside yard work, yellow for projects.

Comments

yyc403 said

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on 9/23/2008 At the moment, my Outlook 2003 coloured flags default in priorities as ...

01 Red (highest priority)
02 Blue
03 Yellow
04 Green
05 Orange
06 Purple (lowest priority)

How can one change the coloured/priority order? For instance, keep red as top priority; however, make blue the lowest priority?

Please advise (and thanks!!)