How to use the NEW Microsoft Outlook!

Introduction

This tutorial is designed to guide you through the features of the new Microsoft Outlook, helping you set it up for optimal productivity. Whether you are a new user or have experience with Outlook, this guide will provide you with actionable steps to enhance your email management, calendar coordination, and integration with other Microsoft 365 apps.

Step 1: Getting Setup in the New Microsoft Outlook

• Launch the new Microsoft Outlook application.
• Familiarize yourself with the updated interface, focusing on the layout and menu options.

Customize the Outlook Ribbon Bar by

• Right-clicking on the Ribbon.
• Selecting "Customize the Ribbon."
• Adding or removing tools according to your preferences.

Step 2: Modifying the Outlook Conversation View

• Navigate to your inbox.

Adjust the conversation view for emails by

• Going to the View tab.
• Selecting "Show as Conversations."
• Choosing between "This Folder" or "All Mailboxes" to suit your needs.

Step 3: Changing the Density of Outlook

• Access the View menu.
• Adjust the density settings to modify how much space each email takes up.
  • Choose between "Compact," "Single," or "Cozy" views based on your preferences.

Step 4: Turning Off Focused Mode

If you find Focused Inbox distracting, turn it off by

• Going to the View tab.
• Unchecking the "Show Focused Inbox" option.

Step 5: Opening Email Replies in a New Window

To improve your workflow, open replies in a separate window

• Go to File > Options > Mail.
• Under "Replies and forwards," check "Open replies and forwards in a new window."

Step 6: Enhancing Email Management

Pin important emails for easy access by

• Right-clicking on the email and selecting "Pin."

Use categories for better organization

• Right-click on an email, select "Categorize," and choose a color or create a new category.

Step 7: Calendar and Meeting Management

Use the new calendar features to streamline scheduling

• Drag and drop emails directly to the calendar to create new events.
• Set a meeting as an in-person event by selecting the appropriate setting when creating a new meeting.

Step 8: Scheduling Meetings with FindTime

Use FindTime to coordinate meeting times

• Create a new meeting request.
• Click on “FindTime” to propose several meeting times to your attendees, streamlining the scheduling process.

Step 9: Integrating Microsoft 365 Apps

Enhance your productivity by integrating other Microsoft 365 apps

• Share emails directly to Microsoft Teams by clicking "Share to Teams" from the email options.
• Manage tasks using Microsoft To Do within Outlook by connecting your accounts.
• Access, create, and edit OneDrive files directly from Outlook by navigating to the OneDrive icon in the Ribbon.

Conclusion

By following these steps, you can make the most out of the new Microsoft Outlook, optimizing your email management and calendar coordination. Explore the integration with other Microsoft 365 apps for a seamless workflow. As you get familiar with these features, consider checking out additional resources or courses to further enhance your productivity skills.