In this video, staff author Jess Stratton shows users how to read messages in Outlook, including using Focused Inbox, and adding folders to the Favorites list.
- [Instructor] Let's read mail in Outlook. The first thing you need to do is make sure you're in the mailbox and you can get there by clicking the mail icon on 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 Red30 tech's Office 365 account. I have another email account that I use with Outlook and I access that inbox by clicking on it directly in the navigation pane or in my favorites in the contents in the middle of the screen change.
I'll click back to 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 and clicking and dragging to make it wider or more narrow. I can do the same thing with the folder pane. In the folder list on the left-hand side I can see that certain folders have numbers next to them in blue.
This tells me how many unread items each 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 on the right-hand side and as soon as I move my mouse away, the blue bar goes away and now the message is marked as having been read. Occasionally, you'll get a message that to help protect your privacy Outlook will block automatic downloading of some images.
So your message 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 were problems with how the message is displayed. This message is telling you that Outlook prevented automatic download of some of the pictures in the message. You can click on this bar and if you feel like the message is safe, click download pictures. They'll download right away and now you're message will look correct. I'm going to head over to my Gmail account for a moment.
My Gmail account is an iMap account. This is different from Office 365. And at the top of the message list, 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 Office 365 inbox, it looks a little bit different. Office 365, in exchange, uses something called focused inbox. This means that Outlook determines what emails it thinks are very important and put those in focused.
Everything else is in this tab called other. If you're looking for an email and can't find it, you can always come over to the other tab and see what's in here. You can train Outlook what's other and what's focused. If something is in other and it's supposed to be in focused, you can right click on it and choose move to focused. You can also choose always move to focused. Alternatively, if something comes in your focused inbox and it's not really important, maybe a newsletter, you can right click and choose move to other.
So this is how you can train Outlook while you're reading your email. Finally, on the left-hand side, you can change these folders. In favorites, you can move them around while clicking your mouse and dragging the items. I'll put these two inboxes next to each other which will make it a little bit easier to read my mail. You can also remove something from being a favorite if you don't want it in there by right clicking and choosing remove from favorites, or if you want it in there, you can add it by right clicking and choosing show in favorites.
- 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.