Join Gini von Courter for an in-depth discussion in this video View messages by conversation, part of Efficient Email Management with Outlook 2016 for Mac.
- [Narrator] Anytime you've been out of the office for a couple of days, you have the opportunity to jump into a conversation that's already in progress, and perhaps even a conversation that was handled totally without your input at all. I used to begin, when I returned to the office from a couple of days offline, by starting at the top of my inbox and working my way down, and that way, at least I wasn't starting with a message from last week that someone else had already responded to. However, Outlook for Mac 2016 has a really great feature that handles all this for me, and that feature is called Conversation.
Notice that when I click on this email from Lynn Kaelber I see in the reading pane that it's a conversation. Lynn wrote to me originally on the 11th, I replied on the 13th, and she replied back. If I click here, I can expand this message and look at the individual messages from Lynn here by simply choosing them. Click the arrow to expand. Now, anytime there's a conversation, they'll be a little number here that shows me that there's more than one item.
Notice, hi and technical conference. When I click the main subject, I get to see everything, all of the messages, and when I click an individual message, I get to see specifically that message. Messages from Karen, a welcome lunch. Now, notice that this is pulling together, not simply messages from Karen, but messages from me that don't even appear in this folder, messages that are in the Sent Items folder.
Later on this course when we create folders, if I have a folder in my Inbox for lunches and I've moved Karen's messages there, but one of them is in the Inbox, when I click that one in the Inbox I will see the items from other folders. If I go to my Sent Items folder and I choose a message, notice that it shows me that it's part of a conversation. To see all messages in the conversation, click that icon. Isn't that slick? Right here, I can tell it's in a conversation, I can see the other items that are in the conversation.
Conversations is the default view. If you'd like to choose a different view, you can choose a different view, by Date Received, for example, which is the old default view. But even when I'm choosing a view other than conversations, look how easy it is to get to the conversation itself simply by clicking the Conversation button.
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- Viewing messages by conversation
- Using Instant Search to find a message
- Saving a search as a Smart Folder
- Arranging email by date or by sender
- Creating inbox folders
- Customizing and using categories
- Flagging an email for action
- Creating and managing rules that handle messages
- Using out-of-office replies