Guest Author - Chris Curtis
Outlook Notes are stored in a separate Outlook folder, called Notes. The Notes folder is located below your inbox on the Folder list (does not apply to Outlook 2003) or you can see it on the Outlook Bar when used to navigate between the Outlook functions.
Creating a Note
When you are in the notes view, the New button on your toolbar generates a Notes form. It will look exactly like a little yellow sticky note. At the bottom, you will see the current system date and time the note was created. Simply click inside the note form to type your message. When you are done, click on the control X in the upper right hand corner of the not to close it. Outlook notes automatically save your updates upon close.
To reopen your note, simply double click on the note icon in the item list of your Notes folder. Click inside the note to make any edits or changes you may want.
Resizing the Note
Outlook notes have no size limitation for the amount of message you want to add. You can easily resize the note to view the entire message or scroll down inside the now to view information not on the visible screen.
Notice the little handle in the lower right hand corner of the Note form. You can use this handle to resize the note. While holding your mouse key down, drag diagonally to down and to the right to resize the note according to your needs.
You can also maximize the note to fill the entire desktop screen. Unlike most windows, you will not see the Minimize, Maximize, and Restore controls on the title bar. Right click on the Note icon in the upper left hand corner of the note to select the size control you want.
Outlook offers several print options. You can print a single note in a memo style. Right click on the note you want to print and select Print from the short cut menu. The note will be sent directly to the printer. The note style will show your name at the top of the page. The Modified date and time and the category you assigned will print on the next two lines, followed by the body of the note.
You can also choose to print all or a selection of notes to suit your needs. You must pre- select all of the notes you want to print. The print options are determined by the view you choose. The default view for Outlook Notes is large icons. With this view and the small icon view, Notes print out in Memo style as described above, except multiple note will print on a single page with a divider line in between each note. List view gives you the option to print in a table report with each note listed on a single line.
Deleting a Note
Deleting a note is a fairly simple process, as easy as deleting an email item. Select the note you want to delete and press your delete key on you key board. Remember that your note is sent to the deleted items folder, and therefore retrievable until such time as you empty the deleted items folder. If you want to permanently deleted the note, hold your shift key down, and then press your delete key. You will get a warning you this is a permanent deletion, click on OK to confirm your intention. You can also use the delete button on your toolbar to delete the selected note.