The tools for sending and receiving email messages in Outlook are pretty standard, but there are some additional features that make it easier to find and send messages to people within a company's Office 365 organization. See how to search the company directory for contacts and how to use @mentions to refer to specific people in the body of a message in this video.
- [Narrator] Now that we have Outlook set up, I want to talk about some things that we can do when sending messages to other people in your organization's Office 365 deployment. I'm not going to go through the core features of sending and receiving email messages, just a few special things related to Office 365. You can always check out Outlook 2016 Essential Training or Outlook on the web Essential Training. And remember, the features that we'll see here in this movie, generally work only in an Outlook account. With a few exceptions, I would not expect these features to work if you're using a different email account in the Outlook application.
So let's start by going into Outlook mail on the web. I'll click on the mail tile here, and then I want to compose a new email message. To do that, I'll just hit this new button, up at the top, and we get a very standard interface for composing a new email message. And of course, I will start in the To field, where typically you would type in the email address for the person you want to send a message to. But if I'm contacting another person in my company's Office 365 deployment, I may not know their email address.
So what I can do is search the company's directory. And it's really simple, all I need to do is start typing in that person's name and you see I don't even have to finish typing in the full name. It immediately searches through the directory, finds that person, and I can choose them here. Just keep in mind that, your company's directory will have a lot more people than mine, so you'll probably have to type in a lot more before it filters down to the person you want. But once you find the person you do want, click on their name, and that person is added as a recipient for this message.
Now this is not searching my address book, it's searching the company's directory. And I can also search for Office 365 groups in my organization. So I know there's an Office 365 group called Graphic Designers, so I can start typing that in, again it searches the directory, it finds that group, I can select it, and now that is another recipient of this message. And it doesn't matter whether I'm a member of this group or not, it will be found, I can select it, and when I send an email message to this group, every member of that group will receive the message.
That's one of the main benefits of using Office 365 groups. You can email several people at one time. So next, I want to talk about a feature called @mentions. This is a tool for referring to somebody in an email message and specifically flagging where they are mentioned in that message. So, let me fill in a little bit more information; here I'll add in a subject line, this is going to be an email about some promotions at my company. Then in the body of the message I'll type in, Congratulations to, and then typically I would write the name of the person I'm talking about.
But instead of simply typing in somebody's name, I prefer to do an @mention. And here's how it works. I'll start by typing in the @ symbol. Then, I can start to search through my company's directory, as we saw a moment ago. This time I'll search for somebody's last name. And here, it found her, I can just select her name, and two things have happened here: first it added her as a recipient to this email, and it also marked where she's mentioned in the message, as an @mention.
It's highlighted and it has that @ symbol before it. So this makes it really easy for her to find where she's been mentioned in this message. Okay so we've been doing all of this in the Outlook web app. And while the @mentions do work the same in the desktop application, the options that we saw as far as searching the company directory in the To field, do work a little bit differently in the Outlook desktop application on Windows. Luckily for Mac users, what we saw here works the same in Outlook for Mac, but I want to see the differences in Outlook on Windows.
So I'm going to minimize this, I'll go into the start menu, scroll through my list of all apps, find Outlook 2016, and launch that. And let's compose a new email message. And now I'm not able to simply type somebody's name into the To field, here. Instead what I can do is click on this button on the To field. This is actually a button, so I can click on that, and it opens up my company's directory. And from here I can scroll through, and I can find the person I'm looking for.
So, I want to send this message to Stuart. I'll select his name, then click this To button, which adds him to the To field. And I can also find Office 365 groups, so here's that Graphic Designers group. I'll add that as a recipient as well. Now just keep in mind, your company's directory will be a lot bigger than mine, so it may be hard to find who you're looking for. So you might want to go to the search field and type in somebody's name, and then that will filter things down and make it a lot easier to find.
But once you've filled in the people you want you just hit okay, and now those are plugged into the To field. And as I said, @mentions will work the same here on the desktop application, as we saw in the web based version. So those are a few features in Outlook that make it easier to contact people in your Office 365 organization.
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