Join Jess Stratton for an in-depth discussion in this video Touring the Outlook interface, part of Office 365 for Mac: Outlook Essential Training.
- Outlook does so many things that it can be a bit overwhelming if you're just getting started with the interface. I'm going to break it down quickly into all the individual pieces that make up Outlook. This is going to be a very high-level overview, because I will be going over all of these things in detail. Also, you can see that my Outlook is populated with some email accounts already, so that you can see it while we're going over the interface. However, we will be adding these in a later video, so don't worry if your Outlook has no email in it.
Let's start at the very top. There's a File menu in which I can get into Outlook Preferences, I can view my Messages, I can Format emails, and I can get into some Tools. Now, these toolbar options are also available to me in the Ribbon, which I'll talk about in a moment. Directly under that is the Print button, and all the way to the right is the ability to search the current folder that I'm in. In fact, when I click 'Search This Folder,' I can see a brand new Ribbon toolbar item up here, called Search, so let's talk about the Ribbon for a moment.
The Ribbon interface is a tabbed interface that contains icons of things I can do based on what section of Outlook I'm in, such as Mail, Calendar, People, which is Microsoft's version of Contacts. These icons are going to change according to which section that I'm in. The Home tab is always the most widely used options for whatever section you're in. If you want to give yourself some more room on your screen, you can collapse the Ribbon by clicking on the little triangle to the very far right-hand side of the screen.
You'll notice the Ribbon goes away, however, I can get it back at anytime by clicking on these tabs. Also, to the left of this triangle, you'll notice a smiley face. This is how you can give Microsoft your feedback on Outlook 2016 for Mac, so if there's something that you're looking for that you don't see in this training, by all means let them know. Let's get to the very bottom of the screen. You can see how many Unread items you have in the current section. In this case, I'm in my Unified Inbox of my email addresses combined, and I can also see how many total items I have in that Inbox.
On the very far right of this bottom bar I can see the status of my email accounts. For example, if I'm connected to it or if it's having trouble connecting to it. I can also see the last time my folder synced, and whether or not they're all up to date. Directly above this is a switcher to navigate between the different aspects of Outlook. For example, it defaults to being in Mail, however, I can also access my Calendar, my People, or Contacts, my To-Do lists, and my Notes.
I'll click back on Mail for now. On the left-hand side is the Navigation Bar. This is where I can get into each individual folder of my email accounts. For example, I can see that I'm in a Unified Inbox, that is, one Inbox that shows me the combined Inboxes of any email accounts that I've added to Outlook. I can also get into each Inbox separately by clicking on them, and I can see the individual Unread count of each account. I can also collapse this view entirely by clicking the triangle to the left-hand side of the folder name.
I can also see that I have unified views also for my Drafts and for my Sent Items. If I want to expand any particular email account and see the subfolders of that account, I can expand it down at the bottom side of the Navigation Bar. Finally, in the middle of the screen we have the contents of the current folder you selected on the left-hand side. I can click on my mail and read it on the right-hand side. I'm going to be going over reading mail in a later video, and I'm also going to show you how to completely customize this view a little more to get it 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