Learn how to navigate the complex interface of Outlook, including each aspect, such as the calendar.
- [Instructor] It can be very overwhelming to see all of the features of Outlook all at once. Let's break it down into the individual pieces that make up the application. The very top of the screen is the ribbon. The ribbon is a tabbed interface and it's across all Microsoft products. The most commonly used tasks are in the Home tab along with any other add-ons that your network administrator may have installed for you. The tabs will change depending on what aspect of Outlook you're in. For example, I'm in Mail right now and the Calendar will have a completely different set of tabs.
Everything that you see in these tabs is also available via the toolbar at the top of the screen. The only exceptions to this, is the File which allows you to do things like Import and Export mail in the Outlook menu. The Outlook menu allows you to quit completely out of Outlook and access the Preferences. All the way on the bottom left-hand side of the screen is the Navigation bar. To move between different aspects of Outlook, you can click on the icon. Right now, we're in mail and I can tell, because the icon is in blue, but I can click to access Calendar, My Contacts, which Microsoft calls People, or Tasks.
Let's go back to mail. Directly above this is the Folder bar. The Folder bar also changes depending on where I am in Outlook. Right now, I see a list of my Inbox and other email folders. My favorites are at the top. Here's my Exchange Inbox and my Gmail Inbox. If I want to see all this mail together, combined, I get something called All Accounts and that's when you have more than one email account in Outlook. I can click on the triangle to expand it, click on Inbox, and here I'll see an Inbox of all my mail, my Gmail, and my Exchange mail combined.
When I click on a folder, the message list appears in the middle of the screen. Outlook also comes with something called Focused Inbox. Important emails are in the Focus tab. At the top of the message list is the Other tab. This is for any other email that comes in that Outlook thinks I may need to look at someday. When I click on an email, a preview appears on the right-hand side. I can read the email and move on to the next one. The messages are sorted by time.
For example, these messages arrived on Friday. These messages appeared three weeks ago. You'll notice that these are designated by collapsible triangles. Throughout Outlook, we'll be seeing a lot of arrows and triangles. These usually indicate that you can click on them to expand and get more options or views. For example, I can collapse this list and expand it. If you never wanna see this All Accounts area, you can click on the arrow and collapse it.
If I move down to my Gmail account, I can expand where it says Gmail and see more folders. These collapsible lists aren't just in the Folder pane, they're also on the ribbon. You'll see arrows all over the ribbon that is going to let you know that you can click on them and see more options. So that's a quick overview of the basic navigation of Outlook on the Mac.
- Identify why you would need to tell Outlook to allow you to input server settings manually for an email account.
- Recall the easiest way to create folders for your messages.
- Explain how to save the body of an email message as a template.
- Recognize how to allow others to book appointments with you based on your calendar settings.
- Explain what happens if you try to open a calendar you don't have permission to view.
- List the steps required to view your calendars by toggling back and forth between tabs.