In this video, Jess Stratton demonstrates how to customize the inbox to set it up just the way you want for your particular style of work.
- [Instructor] Outlook has some great options for customizing the way you read your mail to make it work exactly the way you feel comfortable and productive. Let's start by customizing our view. On the left-hand side, you may want to declutter this a little. I want to get rid of this All Accounts box. You can do that by clicking Outlook at the very top of the screen, choosing Preferences, clicking General under Personal Settings, and then uncheck Show all mail account folders.
I'll also place a check mark next to Hide On My Computer folders because all my mail is either IMAP or Exchange, and there's no mail that's actually on my computer. I'll click the X to close out of that. You can see that it's gone, and now let's move to the middle of the screen. Here you can decide how your email is arranged. It defaults to by conversation and you'll notice that it's grouped by time. For example, here's an email from today, here's one from two weeks ago.
You can change that sort order. I'll click By Conversations. Here's everything that you can change it to sort the message with. For example, I can change it to sort who the message is from. This is a categorized list. It's also known as sort by sender. And if I'm looking for someone specific, I can even click on these triangles and collapse the list and only see the particular person that I'm looking for. I'll click By one more time and change it to another one I find useful, which is by Size.
This is a great way to find large attachments or if you're looking for a particular email that you know came with a large attachment. When you're changing the view to any of these, you can always change the order in which it's displayed. Right now, here's a Small attachment, Medium, all the way to Very Large, and Enormous. But if I click the arrow to the right of By Size, it's going to change it so that the largest is on top, or vice versa. If you change it to anything else, for example, I'll change it back to Conversations.
You could change to a date view or an A to Z sort order, for example, when we had it sort by sender. We can toggle the view and it's going to change whether my new messages are at the top or my old messages are at the top. I'll click this button one more time. Down at the bottom, you can see that you have the option to turn off Focused Inbox if you don't like it. You can uncheck it and it will turn off the tab interface, leaving all your mail just in this one Inbox.
While you're scrolling and reading your email, you may see a message that has an expandable triangle next to it. If I expand that triangle, I can see separate emails. These are part of a threaded conversation. We're currently grouped by Conversations. If you don't like your emails grouped like this, you can change it. I'm going to change to the Organize ribbon tab. From here, I can click Conversations. It's going to toggle off Conversation View and now every email will have the same subject line but they're all separate individual emails.
I'll click this one more time to toggle it back on, and I can also click to turn Focused Inbox back on again. If I move to the right, I can see another button that says Message Preview. Each message, in addition to the subject line, also contains one line of detail in light gray. I can turn this on or off if I find it distracting. I'm going to click Reading Pane now. This one has an arrow, which tells me that if I click on it, there's more options.
I can view the Reading Pane on the right-hand side of the screen, which is just by default, the bottom of the screen, or I can turn it off completely. With it turned off, if I want to read an email, I have to double-click on it and open it up in a new window. I'll close out of this email and set the Reading Pane back to the right-hand side. When I'm done, I'll change back to the Home ribbon tab and can continue working on my email.
- Adding email accounts
- Reading mail
- Saving attachments
- Searching mail
- Organizing mail with folders and flags
- Creating mail rules
- Adding signatures
- Setting an out-of-office autoresponder
- Creating new contacts and groups
- Working with delegates
- Creating meetings
- Opening other calendars
- Creating tasks