In this video, Jess Stratton shows users how to read messages in Outlook, including using Focused Inbox and adding folders to the Favorites list.
- [Voiceover] Let's read mail in Outlook. The first thing you need to do is make sure that you're in the mailbox, and you can get there by clicking the mail icon in the bottom left-hand side of the screen. From here, we have two different mail accounts. The currently selected folder that you're in is highlighted on the left-hand side. Right now, I'm in the inbox of my Red30Tech Office Exchange account. I have another email account that I use with Outlook, and I can access that inbox by clicking on it directly in the navigation pane and the contents of the middle of the screen change.
I'll click back on my Red30 inbox. From left to right, I have the navigation pane with all of my folders, I have the contents of the currently selected folder in the middle of the screen. And I have a preview of the currently selected email on the right. I can change the width of any of these panes by hovering my mouse over the vertical lines in between them and clicking and dragging to make it wider or more narrow. I can do the same thing with the folder pane. In the folder lists on the left-hand side, I can see that certain items have numbers next to them in blue.
This tells me how many unread items that particular folder has. You'll see that each email account has a different amount of unread mail. I can see which ones are unread because they have a blue bar next to them. I can click on an email, read the preview in the right-hand side, and as soon as I move my mouse away from it, the blue bar goes away, and now the message is marked as having been read. I'm going to head over to my Gmail account for a second, because I want to show you something that may happen to you while you're reading your email.
Occasionally, you'll get a message that to help protect your privacy, Outlook will block automatic downloading of some images. So the preview may look like this. A little bit hard to read. At the top of the screen, you'll see what to do if there's problems with how the message is displayed. This message is saying that Outlook has prevented automatic download of some of the pictures in this message. Click right on this bar, and choose download pictures. They'll download right away, and now your message will look correct.
My Gmail account is an IMAP account. This is different from an Exchange inbox. And then at the top of the screen I have two different views I can toggle between, viewing all of my messages or just my unread emails. If I go back to my Exchange inbox, it looks a little bit different. Exchange uses something called Focused Inbox. This means that Outlook determines what emails it thinks is very important and it puts those in Focused.
Everything else is in this tab called Other. If you're looking for an email and you can't find it, you can always come over to the Other tab and see what's in there. You can train Outlook what's Other and what's Focused. If something is in Other and supposed to be in Focused, you can right click on it and choose Move to Focused or Always Move to Focused. I'll move this one to Focused. Alternatively, if something comes into your Focused inbox and it's not really important, maybe it's a newsletter or something, you can right click and choose Move to Other.
So this is how you can train Outlook while you're reading your email. Lastly, on the left-hand side, you can change these folders and favorites. You can move them around by clicking with your mouse and dragging the items. I put the two inboxes together, which will make it a little bit easier for me to read my mail. You can also mark something as being a Favorite if you want it up here, by right clicking and choosing Show in Favorites.
- Accessing the keyboard shortcuts
- Using @mentions
- Reading and searching mail
- Organizing mail
- Processing messages with mail rules
- Using the new Focused Inbox feature
- Creating and formatting new messages
- Recalling and resending messages
- Creating new contacts
- Working with the calendar
- Creating tasks and notes
- Working with Outlook data