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Part 4. Reading and Managing Your Mail > Task 9 How to Move Mail Messages to Fo...

Task 9 How to Move Mail Messages to Folders

The new folders you create remain empty until you put mail messages in them. When you move a mail message to a new folder, that message disappears from the Inbox. You can always find the message in the All Documents view, however, because it is still part of the Mail database. The folder contains only a pointer to the document. To keep a memo in its original location and place a copy in a folder, you can copy the document to the folder.

1.
Move a Mail Memo to a Folder

Select the mail memo (or memos) you want to put in a folder. Click the Folder button on the Action bar and select Move to Folder (alternatively, choose Actions, Folder, Move to Folder). The Move to Folder dialog box opens.

2.
Select the Folder

From the Select a Folder list, select the folder to which you want to move the selected memo or memos. Click Move to remove the memo from the Inbox and put it in the selected folder. Click Add to put a copy of the memo in the new folder but still leave the original in the Inbox. If the folder you need doesn't exist, click Create New Folder and make one. Click OK.

3.
Drag a Memo to a Folder

Instead of using the Folder button on the Action bar or the Actions menu commands, take direct action and drag the memo into the folder. Select the memo, hold down the mouse button, and drag the memo to the desired folder icon. Release the mouse button when you see the name of the folder highlighted. The memo is removed from the Inbox and put into the folder. To copy the memo to the folder and leave the original in the Inbox, hold down the Ctrl key while dragging.

4.
Drag Several Memos to a Folder

The action of dragging more than one memo to a folder is very similar to moving just one memo. Select the memos you want to move by placing check marks in the selection margin next to the memos. Point to one selected memo and drag it over the desired folder. When you release the mouse button, all the selected memos move to the folder. To copy the memos to the folder and leave the originals in the Inbox, hold down the Ctrl key while dragging.

5.
Open a Folder

Open a folder by clicking the folder icon. The folder icon changes to appear open, and the View pane displays the list of memos stored in that folder. You can sort the columns and switch the column order just as you can in a view.

6.
Remove a Memo from a Folder

You know how to delete a mail memo by clicking Delete and putting it in the Trash. However, if all you want to do is remove the memo from the folder it is in but still keep it in the database, click the Folder button on the Action bar and select Remove from Folder (it doesn't work if the folder was based on the All Documents view). The memo is gone from the folder, but you can still see it in All Documents. However, if you delete a memo from the All Documents view, it is deleted from all folders in the database.

7.
Delete a Folder

If you no longer need a folder, remove it. Right-click the folder icon and select Remove Folder from the context menu. Notes warns you that the action cannot be undone and asks if you are sure that you want to delete the folder. Click Yes. Any documents in the folder remain in the database but can be seen only from the All Documents view.


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