In this video, staff author Jess Stratton shows users how to customize the Inbox to make it all setup just the way a user wants for their 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. In the inbox or above any folder, you'll see this icon. It says By Date. You can click on that dropdown and change how you wanna look at your mail. The first thing you could add is a filter, for example, just to see only your unread mail. I'll turn it back to All Mail and then you can decide how it's arranged.
It defaults to By Date and you'll notice that it's even grouping it. Here, you can see it's grouped by Last Month and even older messages. You can change this sort order. For example, you can arrange it to sort by who the message is from. This is a categorized list. It's also known as Sort By Sender. And if I'm looking for something specific, you can even click on these triangles to expand and collapse them and only open the particular name that you're looking for.
I'll click By From one more time and change it to another useful one which is By Size. This is a great way to find large attachments in your inbox or if you're looking for a particular email that you know came with a large attachment. While you're changing the view to any of these, you can also change the order in which it's displayed. Clicking the arrow to the right of the sort order will change it so that the largest is on top or the smallest. It's a toggle. Because this is By Size, it will show you smallest to largest or vice versa.
If you change it to anything else, it could change to an A to Z sort order. The default by date will always show you the newest on top, but you can click this button to show the oldest on top. Let's go back in here one more time. All the way down at the bottom, you have the option to turn off Focused Inbox if you don't like it. Maybe you like working in just one inbox because you're afraid you're going to miss email. That's fine, there's no right or wrong.
You can turn it off here by unchecking Show Focused Inbox. It goes back to an All or Unread tabbed interface like it did with our Gmail account. There is another way to turn it off, and we'll go there to turn it back on. You can change to the View Ribbon tab. Click Show Focused Inbox. This will toggle it back on. There are some more things that we can look at while over here. Let's take a look at this email.
This is a reply. I can see that right below that, there's another email with the same subject. These two emails are very clearly part of a conversation. If I want to group these together, I can click Show As Conversations. I can choose to show arranged by conversations in All Mailboxes or This Folder. I'll choose This Folder, which is currently the inbox. It's now grouped everything nice and tidy in its own collapsible list.
I can read the emails and expand the triangle and view all the replies, including my own replies. If we move to the right, I can see every email that's part of that conversation. Let's move over to the layout area on the right-hand side of the View Ribbon tab. The layout area is where we choose what we're looking at. In the Folder pane area, I can turn it off or minimize it. If it's minimized, I can now see a compact list of just icons.
I can expand it at any time by clicking on this triangle right at the top and I can click the pushpin icon to keep it open all the time. Let's go back to Folder pane. I can also uncheck the Favorites bar. If I don't ever use Favorites, I can uncheck it and Favorites goes away. Underneath that, I can choose how the Reading pane behaves.
It defaults to the right-hand side, but I can move it to the bottom of the screen or turn it off completely. If I turn it off and wanna read an email, I have to double-click on that email. It's going to open it up in a new window. And to close out of it, click the X on the top right-hand side. I'm going to turn the Reading pane back on on the right-hand side. We'll be working with the To Do bar and the People pane later.
When I'm all done customizing my view, I can change back to the Home ribbon tab, click on an email and continue working.
- Connecting your email account to Outlook
- Reading mail
- Searching for mail
- Organizing mail with flags, folders, and rules
- Creating and sending new email
- Creating new contacts
- Adding delegates
- Creating meetings and appointments in the Outlook calendar
- Creating tasks
- Backing up Outlook data
Skill Level Beginner
Q: This course was updated on 11/09/2018. What changed?
A: A new video was added that covers the simplified ribbon in Office 365.