Outlook 2000 in a Nutshell

File Management Synopsis

In this chapter we’ve shown you how to archive and back up data, manage files and folders, and organize PSTs into separate information stores. Now let’s tie all this information together, along with the tips and tricks presented in other chapters. Here are some suggestions for managing your Outlook data:

• Use separate information stores to structure and organize your records. While Outlook’s Find command does not work across information stores (Arrghh), if you organize your PSTs logically, it should be easy to quickly find the information you need.

• Use Flags. Jot a note or two about why the message is important, then move it out of your Inbox into the appropriate destination. The flag field can hold up to 255 characters, but try to make the note concise and include keywords (for example, “Read this article, Exchange 2000”). If you’re looking for a message, search the appropriate store using Find with one of your keywords.

• Use a Note and make a list of the keywords you use most frequently. Refer to this list to jog your memory when a search comes up blank or you don’t find what you’re looking for.

• Build a Master Category List appropriate to the information you manage every day. Categorize everything that has even a remote chance of being valuable one day. This translates to: categorize every item you do not delete.

Defrag Your Hard Disk

Disk fragmentation occurs when files grow and are saved back to disk spread across noncontiguous clusters. All files are subject ...