Join Jess Stratton for an in-depth discussion in this video Customizing the inbox, part of Office 365 for Mac: Outlook Essential Training.
- With Outlook for Mac, you can customize the way you read your mail to make it work exactly how you feel comfortable working. There's no right, or wrong, or best practices in this video. It's all entirely your preference. To start customizing, let's switch to the Organize tab on the ribbon toolbar. The first thing you want to decide is whether or not you want to arrange your messages by conversation, that is, threaded replies in a single view. Let's take this conversation thread for example.
This is an email with the subject line New hire guide. If I click on the root of the email, on the right hand side in the preview pane, I can see every email that's been related to that conversation. I can see who it's from. I can see where it's located. For example, this is an email that was sent out by Leslie. Here's an email that was sent from this account, and I can see that it's located in the Sent Items. Here's an email from somebody else, and I can see by the icon that I replied to it.
I can also see each individual email underneath it and the date and time that it was sent out. At any time I can click the triangle to the left of that to collapse the view. If I don't want to use Conversation view, I can turn it off by toggling the Conversations button, and now each individual email related to that conversation will be arranged in this view according to the date that the email came in. I'm going to turn it back on. I can also decide if I want my messages previewed or not.
If turn on Message Preview, I can see in light gray that I'm getting the very first sentence as an excerpt in the preview. If I uncheck Message Preview, I only see the subject lines of the email. I can choose how I want my messages arranged. There's another way that I can get to this. I can also get to this from the very top of the inbox. For example, right now it's set to arrange by conversation thread. I can change that.
For example, I can choose to sort by the date received of all my messages, and once I've done that, on the right hand side, I can decide if I want the newest emails on top or the oldest emails on top. The toggle will change the emails immediately. I can sort also by who the email's from, the priority of the email, the size, even the subject line. If I choose to sort by subject line, because it's alphabetical, on the right hand side I can decide whether I want the A's on the top or sorted by the Z's on top.
I'll change to by conversation thread. The last thing I can decide in the Organize toolbar is how I want the Preview pane. It defaults to being on the right hand side, but I can also have it at the bottom of the screen instead, or I can turn it off completely. If I turn it off completely, I can read my messages by double clicking on them and having them appear in a pop out window. To close the email, I can click the X in the top left hand side.
I'm going to turn the reading pane back on on the right hand side of the screen. From this Organize tab, I can also choose to mark all my mail as read. I can also choose to delete all my mail in that folder. There's one more thing I wanna show you, and that's in the Preferences. To access Preferences, click Outlook from the File menu and choose Preferences. In the Personal Settings, click General. Remember the unified inbox that I showed you on the left hand side.
I can see one inbox and I can see all my mail from multiple accounts. The same with my Drafts folder and my Sent Items folder. I can choose not to group them that way. If I un-check group similar folders, on the left hand side you can see it immediately change. Now my Landon Hotel is a completely separate entity with its own Inbox, Drafts, and Sent Items folder, and so is Gmail. I also have this On My Computer folder. When I download messages from a pop account, they're downloaded to my computer.
They're not stored on a server like Gmail or Office 365. However, because I'm not using any pop accounts, I don't need to see this at all. So we have the option to hide those On My Computer folders, and if I click that, those folders go away completely. I can also personalize how I want to look at Office. For example, it defaults to Colorful, which gives me this blue bar across the screen. If I change it to Classic, it'll become gray and all other programs in the Office suite, such as PowerPoint or Excel, will look that way also.
I'm gonna click Show all to get back to the main Preferences screen, and this time I'm going to go to the Reading preference. Here is where I can change how mail is marked as read. For example, is it going to become read when I click off of the email, or when I view it in the Reading pane for a certain amount of seconds that I can specify? I can also choose how I want to read conversations. Finally, I can decide how I want to download pictures from the internet. Remember in a previous video how I had to click a button to have those pictures appear from a newsletter.
You can choose to automatically have all your messages download pictures, or only messages from your contacts, or never, which is the default. I'm going to leave it as never because it's the safest option. When I'm done, I can close out of the Preference screen by clicking the red X at the top. Now you should be able to have Outlook all set up just the way you want it.
- Adding email accounts
- Reading mail
- Saving attachments
- Searching mail
- Organizing mail with folders, flags, and filters
- Creating mail rules
- Adding signatures
- Setting an out-of-office auto-responder
- Creating new contacts and groups
- Working with delegates
- Creating meetings
- Opening other calendars
- Creating tasks