Join Gini von Courter for an in-depth discussion in this video Navigating in Outlook, part of Efficient Email Management with Outlook 2016.
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- [Voiceover] Before we fling ourselves headlong into email management I'd like to show you two or three things about Outlook 2016. One of the ways that you can be efficient in Outlook is to not have to go back and forth from one application to another. For example, here I am in my inbox and if I click to go to my calendar it will take me to January and let's say what I really need to see is March, about the 12th so here I am on March 12th. If I now go back to my inbox and then go back to my calendar it's not March 12th anymore.
So, one strategy is actually to right click on the calendar and to open it in a new window. So I have both a calendar open and my inbox open and I can switch from one to the other using the task bar. The benefit I get is that if I go again to March 12th for example we'll make this full sized. And now I wanna go back to my inbox. I'm not going to click down here in the navigation area.
I'm going to use alt/tab to go back to my inbox. Now I'll alt/tab again and I'm still on March 12th because I haven't relaunched the application. So any of the tools that would allow you to switch between applications whether you're using 'task view' in Windows 10 or you're using alt/tab which you can use in any version of Windows having multiple windows open is helpful and if you have multiple monitors you might wanna simply keep your inbox open all day on one monitor.
Going to go back to my inbox now and change my views so that once again I'm seeing a reading pane on the right. And notice that my navigation pane is adjustable. Here on the left. And my reading pane is adjustable. All I do is point to the line between them and drag it. Just grab that gray border and go. What you see in the navigation pane is also totally customizable.
Right now at the bottom I see icons. You may see words instead. If you click and choose the navigation option so I click the 'more' button. 'Navigation Options'. One of the choices to say I don't want compact navigation and if I don't, then what I get in a moment when it settles in is I get this navigation bar across the bottom now. It's very verbose. It's a great navigation bar. And I can tell it I'd like it show me all of the options that are available.
And they will appear across the bottom of my Outlook screen. The down-side of course is that I give up a lot of space for that. Perhaps enough space to read one more email message or if I'm looking at a view that's a grid; a couple of rows. And for that reason many people prefer the more compact navigation and they choose how many things you'd like to see and you get to order. So if you like mail, calendar, and people first but then you'd like to have folders next you can move folders up in the list to follow people.
When you do that, here's what it will look like. And if I want to see more than the four things I've chosen then I'll click to choose tasks, notes, or short-cuts. We may be working almost exclusively in the mail application here in Outlook 2016 but it's always nice to know how you can navigate easily between the various applications and that you can display them in multiple windows. So that you can easily move from one app to the other without losing focus.
- Viewing messages by conversation
- Ignoring a conversation
- Using Mailbox Cleanup
- Arranging email by date or by sender
- Sorting and filtering views
- Creating inbox folders
- Customizing and using categories
- Using a custom search folder
- Creating Quick Steps and email rules
- Using automatic replies