Join Jess Stratton for an in-depth discussion in this video Reading your mail, part of Learn Outlook for Mac 2016: The Basics.
- Let's go over some ways to read your email in Outlook. I've collapsed some of these folders on the left-hand side to make it a little bit easier to look at. All of your emails from multiple accounts are grouped by one unified inbox right up here at the very top left-hand side. I can see all of my emails from multiple accounts in this unified inbox. If I want to see my separate emails, I can click the triangle to expand the inbox. Here, I can see my two completely separate email accounts.
I can click on Landonhotel and only see those emails that are from my Office 365 account. I can also click on Gmail, and here I'm only going to see those emails from Gmail. But I'll click back on my unified inbox. This is a really quick way to go through and read all of your mail, all in one place. Let's talk about this summary section of the email. I can see who the email is from. Directly underneath that, I can see the subject line of the email and then a small preview text of what the body of the email contains.
I can also see the date that the email was sent to me. On the right-hand side I can see the contents of that email. The icons also tell me a little bit about the email itself. For example, this paperclip icon tells me that the email contains an attachment. The red flag, I can click on, which will tell me if it has a follow-up or I can create a follow-up, which I'll talk about later. I can also click on the X to delete the email right from here. An arrow pointing to the left tells me that the email has been replied to.
If I see an arrow pointing to the right-hand side, that tells me that the email has been forwarded to somebody else. There's a few more ways I can read my email. I can change the way this preview pane looks or I can turn it off entirely. Over here on the very top left-hand side of the screen, I'm currently in the Home ribbon tab, but I can change that to the Organize tab and I'll get some more options. I'm going to select Arrange By. If I click Reading Pane, it's going to give me some more options.
It defaults to showing it on the right-hand side, but I can also set the preview pane to the bottom of the screen. I can also turn it off entirely by clicking Off. If I do that, I need to double click on an email to open it up and read it. I can then close it out by clicking the red X in the top left-hand side of that screen. I'm going to turn the Reading pane back on to the right-hand side, and then I'll click Home again on the top left-hand side to get back to that Home ribbon tab. There's some more things that I want to show you.
You may find that while you're reading an email you can't see any pictures. This is Outlook's way of protecting your privacy and to protect you from accidentally downloading anything malicious. You can choose to download these messages. Here's a yellow bar across the screen and it's telling me that some pictures were not downloaded. I can click Download Pictures if I trust the source and my email will look the way it's supposed to look. Finally I can turn on or off a feature called Conversations.
Here's an email that has a black triangle next to it. I can click that triangle and expand it and I can see some other emails. These are replies that have to do with that conversation. This is called Conversation view. I can toggle this on or off by changing back to the Organize tab and clicking Conversations. It's going to change this view and it's going to show me each individual email correctly sorted and the proper date that it arrived in my inbox.
It's a simple toggle and it's going to depend on your preference as to how you like to read your email. I'm going to click back on that Home ribbon tab and that's how you can quickly go through and read all of your emails.
- Adding email accounts
- Reading mail
- Organizing mail
- Creating, replying to, and forwarding email
- Creating new contacts and groups
- Creating appointments and meetings
- Adding a signature to email