Tooele Transcript Bulletin – News in Tooele, Utah

March 15, 2012
Remove repeating conversations from e-mails

Conversation Clean Up” is a new feature in Microsoft Outlook 2010 that will remove duplicate conversations that are contained throughout your e-mail messages.

For example, when someone sends you an e-mail and you respond, that is a “conversation” or an “e-mail thread.” As you go back and forth, you’ll notice that your previous conversation is contained in each e-mail and this occurs with everyone that is included in your conversation. Take a look at your messages and you’ll see just how much duplication occurs.

Open your Outlook 2010 and in the top-left, click “File” and then click “Options” below. The “Outlook Options” dialog window opens. Next, click the “Mail” button on the left. Scroll down several sections on the right until you see “Conversation Clean Up.”

I recommend you select a folder for the items that are cleaned up to be stored. Click “Browse” and select your location. This is an automatic process and as we all know, it may not be perfect, so choose a folder for the messages to be sent to when cleaned. That way if any are accidentally deleted, you can go to the folder to find it. If you choose not to select a folder, cleaned messages will be sent to the “Deleted” folder of that e-mail account.

Do not checkmark “When cleaning subfolders,” and you should put a checkmark in the remaining five boxes so it doesn’t clean your most important messages. Click “OK” to save your changes.

Now, to do the actual cleaning, go to your inbox folder and select a message that you may have replied to. At the top, make sure the “Home” button is selected, then under the “Delete” section on the ribbon, click “Clean Up” and choose “Clean Up Conversation.” You may get a box that will ask you to confirm your actions. If there are messages to clean, it will do so. If there aren’t any, it will let you know there were none. You should do this for each e-mail that contains any conversations between you and others.

If you want to clean all of your folders and subfolders at once, select the appropriate choice in the “Delete” section under “Clean Up.” Once the cleaning has been completed, go to the folder where the cleaned items were sent to view what occurred.

E-mail management is challenging if you deal with many e-mails each day and the “Conversation Clean Up” feature can make this process easier for you.

Scott Lindsay actively promotes learning the computer, regardless of age, to better one’s life and circumstances and has helped thousands of people over the past 10 years to become better computer users. He can be reached at Scott@HelpTooele.com.

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