Google Mail uses labels and stars to organize email messages. These are not used in Outlook. Instead, Outlook uses folders and categories. This video shows you how folders and categories work, and offers some context for how people migrating from Google Apps can work with them.
- [Instructor] If you've been using Google Mail then you might be really used to using things like labels and stars to organize and sort your messages. Those features do not translate directly to Outlook but the main goals of sorting and organizing messages are accomplished with other tools. Some are very similar and some are quite different. We'll look at these options here in Outlook on the web and then switch over to the desktop application to see them there. And first I want to look at folders. The first time you use folders might be when you delete or archive a message. So I'm in my inbox.
I have a bunch of messages here, and if I want to delete a message, I select it then I can go up to the top here and choose delete or archive. Let's just start with delete. So I've deleted that message and naturally it's gone from my inbox. But where do messages go when you delete or archive them? Well, they go into folders which we see listed over here on the sidebar on the left. So there's a folder for deleted items, and there's a folder for archive. So if I click on the deleted items folder, I can see that message that I just deleted.
And if this was a mistake and I needed it back, I could select that message then go over to this option up at the top labeled move to, click on that and I can choose to move it back to the inbox or to one of my other folders. Let's just move it to the inbox. So now it's gone from deleted items. If I go back to my inbox, of course it's there again. Now you can also do this with drag and drop. I could select this message and drag it straight over to archive or straight to the deleted items folder.
And that's another way to delete it or archive it. I can go back to deleted items and if I want it back, I can drag it back to the inbox. So the deleted messages will be purged after a while, but on the other hand, archived messages stay in the archive folder forever. So archiving is what you want when there's something that you need gone from your inbox but you might want to keep it around just in case. This is actually really similar to how it works in Google Mail. Deleted messages and archive are folders, but you can create your own folders to get things more organized.
In Google Mail you might have created labels to accomplish this goal, but we don't have labels in Outlook. We use folders. So what I'm going to do is on the sidebar on the left I'll find where my account name is and then there's a little plus button next to that. I can click on that to create a new folder. So I'll call this web development projects. I'll press enter and now I have this new folder. So, I can go to my inbox. I can find a message and I can drag it over to that folder.
Actually, let's find something that is a web project. So I'll grab this message, drag it, drop it on top of that folder. It's gone from my inbox, but now if I go to that folder, I can find that message there. Of course, you can make lots of folders and sort your mail this way. Now, as I look at my folders you may notice some stars. See as I'm pointing at this folder there's a star next to it? And you might start thinking about the stars that you have in Google Mail. But this is actually very different.
This star button will only mark this folder as a favorite folder. So if I click on that star, you can see it moves it up here to this favorites category. So you can put a few favorite folders up here for quick access. And if you don't want this in favorites anymore, you can click on the star here, hit okay and it goes back to that original location. So stars are very different here. All right. Let's go back to the inbox and now I want to talk about categories. Which also have some similarity to labels in Google Mail.
So let me select a message. I'll just choose this one up here, then I can go over to this option labeled categories. And what I can do is apply one of these default color categories or I could create my own category. So I'm going to hit that option that says manage categories, and I'm going to add a new category. I'll call this graphic review, and then I do want to click this button next to the text field to choose a color for it. I'll choose this really dark purple, then I'll click okay.
Now I have that new category. I'll hit okay here. So now with this message selected I can go to categories and I could apply one of these default categories or I could choose that one that I just created. So I'm going to apply that. And now you see this little color bar that appears on that message in the inbox. You can actually apply multiple categories to one message. Let's apply the blue category to this as well. And let's find a completely different message and I'll apply the blue category to that one as well.
So I can mark several different messages with similar categories. And in this way I can quickly see visually which messages have these common categories applied to them in the inbox. Or if I want to go straight to messages from a specific category, I can do a search. So I'll go up to the search field in the top left, and what I'll need to do is type in the word category, followed by a colon, space and then the name of the category. So I'll type in graphic review. Press enter.
And now I can see the messages that have that category applied to them. So I can hit the little X here to clear that search. I could do a search for category, colon, blue just to choose one of those default color categories and I can see those messages. Now when I'm finished I can hit exit search and I'm back to the regular inbox. So let's finish up by taking a quick look at the sorting features in the desktop application. So I already have Outlook desktop application running.
I'll just switch over to that. And here, most of the controls that we were talking about are going to be located up here in the home ribbon. So for example, I could select a message just by clicking on it. So, let me select this message here, then in the home ribbon, I have options to delete a message or archive it, which of course would put it into the deleted items folder or the archive folder. I could also drag this message over to the folder that I created. If I want to create a new folder, I go to one of these other folders, usually just the inbox, right click on it, choose the option to create a new folder from here.
There's also an option for categories in the home ribbon as well. So I can see that up here. So I might select this message, go to categorize. You can see I've got the default categories as well as the category that I created over in Outlook on the web, but in this case I do have a little bit more functionality. I can go into this option that says all categories, and in addition to creating a new category, I could select one of the default categories and rename it. I'm not going to do that.
You can see how that works from here. I'll just hit cancel. So to apply a category to a message, I could use this menu here or I could right click on a message, go to categorize and then apply the category to it from here. And finally, you can sort your inbox according to these categories by going to the view ribbon, then to this area here where we can set our sort options, and if I sort by categories, now I can see my regular inbox.
I have a section with no category which is where most of my messages are, then a section with the blue category, so the messages that have that category applied, then a section for graphic review where I can see the two messages that have that category applied. So this is just a quick way of sorting messages right here in your inbox. And when you want to go back, just go back to the view ribbon and sort it by date which is the default sorting option. So switching over from Google Mail, you don't get stars and labels but you do get some similar options.
You can work with folders and you can work with categories.
This course is intended for end users of Office 365 Business or Enterprise, not Office 365 Home or Student users.
- Understanding the types of Office 365 accounts
- Managing collaborative conversations with Teams
- Working in Word, PowerPoint, Excel, and Outlook
- Touring the interface in Word, Excel, and PowerPoint
- Working with formatting tools
- Co-authoring documents from OneDrive or SharePoint
- Sharing files and co-authoring in Skype for Business