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What are notes in Outlook and how do you use them?



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Microsoft Outlook lets you create electronic sticky notes that you can either view in Outlook or directly on your desktop A moment to remember that writing passwords on Post-It notes, electronically or otherwise, just bad. We've talked extensively about password security over the years. So take a moment to select a password manager and use it. One day you will thank us.

RELATED: Why You Should Use a Password Manager and How to Start

Create a New Note

The first thing you need to do is open the Enable Notes option in Outlook. To do this, go down to the left in Outlook, click on the three dots in the navigation option and then on "Notes".

Use the Notes option to add, edit, and delete your notes. Notes open.

To create a new note, click New Note. This will create a new note with the default size and color.

Working with a note

Outlook's notes look simple, but they pack a lot of functionality into a small square. There are six different areas in your note.

. 1 The note itself, in which you can enter your text.
2. The menu of the note with various options that you can perform for the note.
3. The "move handle" that you click and that you can use to move the note on the screen.
4. The close option to shut down the note.
5. The "resize handle" that you can click and drag to resize the note.
6. Date and time of last change of note.

An option to save is not displayed. If you click the Close option or even click elsewhere from the note, the note is automatically saved for you, and there is no versioning (as with a physical post-it).

The first line of the note becomes the file name (even if the first line is empty). So if you want to rename your note, you need to rewrite the first line of text in it.

Organizing Your Notes

With the fact that the first line of the note becomes a file name, you can better organize your notes by making the first word the action that you perform (eg "Tasks", "Call", "Reminder" and soon). By default, your notes are displayed in icon view.

This sorts your notes by change date, with the most recently changed (or created) notes at the front. If you switch to the "Notes List" view, you can see this more clearly.

To sort your notes by action type instead, you can sort them by subject by clicking View> Show Settings. [19659003]

We've been working on changing your view settings before, so we will not go into detail here. However, if you have done this for your email folders, you know that it is very easy. Once you've changed your view to sort by subject, your various actions will become more visible.

Categorizing notes by color

You can also change the color of your notes by changing the category. This can be done in three ways:

1. Select the note in the notes window and click the Start> Categorize option.

2. Right-click the note in the notes pane and choose Categorize from the shortcut menu.

3. Click the menu at the top left of an open note and choose Categorize from the menu.

Select the color in which to display your note. If you have not previously used any categories, an option is displayed that allows you to rename the category and change the color.

Once you've selected your category, the entire note matches the color you've chosen. You have chosen, and the icon changes the color in the notes window.

This is an easy way to keep track of different types of notes because you do not have to read or arrange your notes to see what they are.

Adding Notes to Your Desktop

OK, this includes setting up and categorizing your notes. Let's take a look at how to add it to your desktop. The good news is that it's so easy to open a note and then minimize Outlook. The open notes can be moved and placed anywhere on your desktop.

When you close Outlook, the notes are also closed. This is useful, but not ideal. However, if you reopen them individually in Outlook, they open in the same place you left them. So if you have arranged them carefully, they will stay in the same place. And if you're the type of person Outlook closes when you restart your computer, that's not a big deal anyway.

If you want the notes to open, but not Outlook, you can Save notes outside of Outlook and open them without opening the main Outlook application. Click on the menu option of the note and select "Save as".

A standard Windows dialog opens where you can choose a location. We will choose the desktop.

When you open the saved message, the note opens exactly where you left it without the Outlook app open. (Technically, the Outlook app is open in the background, but you can not see it and will not receive any notifications.) Since this is a copy of the note in Outlook and not the original note, it will not update Outlook but update that's fine if you use the notes for visual reminders rather than for a current collection of tasks.

Send notes to others

You can also send notes to others. If you have Outlook, you can open it as a note and how you use it. To send a note to someone, click the menu option of the note and select "Forward".

This will create an e-mail with the note attached.

When the recipient opens the attached note in an e-mail program such as Gmail or a client such as Thunderbird, it is treated as plain text e-mail. However, if he opens it in Outlook, it will be treated as a note. This makes it especially useful when you send things to colleagues in the office who use Outlook, especially if your team uses Notes.


Notes are not the most eye-catching or feature-rich part of Outlook, but if you're a post-it's kind of a geek, they're simple and effective. And you never have to worry about getting them cleansed, no longer sticky and falling, or that information is visible to anyone passing by.


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