Join Jess Stratton for an in-depth discussion in this video Read your mail, part of Learn Outlook 2016: The Basics.
- Let's go over how to read your email on a day-to-day basis. I'm going to click the black triangle to minimize the Favorites pane so that I have a little bit more room on the left-hand side to view the two separate email accounts. I can navigate each email account by clicking on the Inbox or whichever particular folder I'm looking at, such as Deleted Items, or if I wanted to find all of my Sent Items. I can also click on the Inbox of the second email account that I have. The mail will change instantly. For now, I'm going to click back on the Inbox of my landonhotel account.
Let's talk about the 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 on the third line, it contains a brief summary of the first sentence of the body text. I can also see the date that the email was sent to me. The icons on the right-hand side also tell me a little bit more about the email. The paperclip icon tells me if the email contains an attachment or not. The red flag tells me it has a follow-up if the flag is colored in red, which I'll talk about in a later video.
I can also click on the X to delete the email while I'm looking at it. An envelope with an arrow pointing to the right tells me that I have forwarded that email to somebody else. I can see on the right-hand side the date that I forwarded the message. An envelope with the arrow pointing to the left tells me that I have replied to the email. And likewise, up here at the top, I can see the exact date and time that I replied to it. 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. I'm going to click on the View ribbon tab.
The View ribbon tab has a layout section. If I click Reading Pane, here's where I can change where it is. It defaults to the right-hand side of the screen, but I can change it to the bottom of the screen, and I can also turn it off completely. When the preview pane is off, the only way to read your email is to double-click on it, and it will open up in a brand new window. I can click the X in the top right-hand side to close out of it. To turn the preview pane back on, make sure you're in the View ribbon tab, click Reading Pane, and then select Right or Bottom. I'll keep it on the right-hand side.
I can also zoom in on this text to read it a little bit more clearly by clicking the plus or minus signs on the bottom right-hand side to zoom in or out. You may find that while you're reading an email, you can't see the body of the email, or some pictures appear to be broken. This is a security feature in Outlook. Outlook won't download certain images or other details such as attachments from an email if it doesn't trust the source. You can tell Outlook that you trust it. At the very top of the message, it's telling me that it has indeed blocked some messages.
You can click right in this box, and choose Download Pictures. I can also choose to download them automatically every time from this sender by choosing Add Sender to Safe Senders List. I'll click Download Pictures for now. It's going to download the pictures, and now I can read the email the way it was intended to be read. If I need more room in the summary view, I can hover my mouse over the vertical line that separates the preview pane from the summary, and drag it to the left or the right. Finally, when you're all done reading your email, don't forget to change back to the Home ribbon tab so that you'll always have all the buttons that you need right at your fingertips.