How to use the NEW Microsoft Outlook!

the new version of Microsoft Outlook a topic that has created conversation and controversy because I know many of you have went ahead and turned on that option in Outlook but became overwhelmed by the new features and also the very different look and feel and then once again turned it off well if you want to get started with a new outlook today I'm going to be showing you how we can set up Outlook to make it look more familiar than ever before as well as new features in Outlook that can help you manage your inbox in a better way and also features that can also improve how you manage meetings in your own calendar not only that we're going to be looking at additional Integrations with teams and task management in Microsoft too so you can improve the way you use those apps and ultimately save time when it comes to using Outlook and before we dive in I love it hit that like button to let me know this content has helped you and of course if you haven't already hit that subscribe button because that will also help you go on a journey with me and use tools that you already have in better ways and become more productive otherwise let's dive into the new version of Outlook and get started so here we are in a new version of Outlook and I also know what you may be feeling this is very different to the old version of Outlook immediately but not to worry we're going to make a few changes in Outlook to make things feel very familiar and you more at home so first off we'll see at the top we have a new ribbon bar this ribbon bar is also what we call in simplified mode it means we don't see the full buttons in the menu but we can make a simple change to improve those buttons and make them look more familiar all we need to do is go to the right hand side and select the drop down and change the layout to a classic ribbon and now we have our full size buttons within our classic ribbon bar and then also if we consider your emails likely you'll see your emails in a conversation on Fred this means you can expand your emails and see conversations including any sent items it's a good way to organize and understand the threat of a conversation but it's not for everyone to turn off conversational message Frets inside of Outlook it's pretty simple to do go to the view option and under conversations select show each message separately you now see that we don't see conversations inside of Outlook we now have the traditional view of all the messages sent to you by order of when they were received two simple changes there to make things feel more familiar but also you may find in Outlook that it uses a lot more real estate on the screen we can also improve that once again so in here if we select density within the ribbon bar you'll see it set to Bry if I move this down and move it into cozy you'll once again see Outlook looking a bit more familiar to what you've seen previously if you want to go further you can also select that to become Compact and reduce the size even more of those emails so you see more emails on your screen so once again a simple change by changing the density be able to also focus on the emails that important to you and see even more in the screen I know some of you not so keen on the focus mode Outlook where it organizes your messages based on what you should be focusing on based on your own Outlook analytics here we can see we have both of these folders you want to also turn those off it's just to click away once again heading to view settings inside of Outlook and right at the top of the screen here we can actually turn off this Focus mode by put itting don't sort my messages once again clicking save well now see we only have an inbox focused on your email there is no more use of the focus mode but of course personally I find the focus mode does help out and it also helps over a larger period of time in focusing on the emails are important to me if you don't like it it's as quick as that to turn it off and some you may have considered a new outlook when I preview my message and then then I go hit on the reply button from the ribbon bar it will also open the reply on the right hand side you may want an experience where it pops open in a new window allowing you to work on that email and also open other emails at the same time once again we can easily chck change that setting let's go over to the settings icon in the top right of Outlook and then under our email option and under compos and rep we can also change the pop out settings and move it to pop out to a new window then go ahead and click on Save now at this point when I click reply on this email you'll now see that what it will do is open in a new window a simple change means we can now reply in a separate window and still get access to our previous emails to refer to so there's just a few ways that you can make outlook look more familiar to you and feel a little bit more like the version of Outlook that you've just moved from and of course if you need to move forward and change these back you can of course do that through the same settings and just revert them later and now we've made Outlook feel more like home let's also consider some of the new capabilities to manage your email better because yes the new outlook does provide some enhancements now the first area we'll consider is pinning email EMS we can see here that one of my emails is already pinned I need to work on this later today absolutely I could use flags to do the same but a pinned email can always help to pin an email well all we need to do is highlight one of your emails in your inbox and then select the pin icon and it'll pin at the top of the screen find you quick access to this email message to reply review or also go ahead and delete it later but also if you want to unpin an email just go ahead and and also select the pin icon and they will remove from your outlook view as a pinned item that's a simple way to focus on emails that need your attention without using follow-up Flags but what about categories I know a lot of you use Outlook categories to organize your email in a better way without relying on folders and dragging them dropping them into that folders and trying to track back them later while the new outlook improves the experience of categories for example I've got a few emails here Rel into project Northwind I would better like to organize those by using categories to create a new outlook category it's very simple we can rightclick and we can select categorize and then we can select a new category and in this dialogue here we can now Define our category name I'm going to go ahead and add in Project Northwind and select a color of my own choosing now with that done we can also consider another option there's a favorite icon on the right hand side of your category by selecting this it will also add a logical folder into the left hand side of your outlook allowing you to get back to these emails quickly let's go ahead andp put the star icon on this new category and go ahead and click on Save we can now see that this email has been tagged with project Northwind but in addition on the left hand side of your favorites you'll also get a category folder showing all emails relating to that category and to also tag another email em with that category well it's pretty straightforward right click categorize and then select project Northwind when we've done that of course we can go back into our folder for our category on the left hand side we can also see those emails here so a simple way there to use categories and Outlook to better organize your email but not only that let's also consider searching for categories because I know a big complaint of Outlook is getting back to data later or with categories we can also search for them let's go to the top of Outlook search and here I could go ahead and type in Project Northwind inside of my own email inbox here I'll select project Northwind and we'll see all results have that category so categories in a new outlook can certainly help when organizing your email in a better way so I'm sure you need a break from Outlook and just in time I'm here to let you know a little bit more about what we do and how we can help you because yes I know that many of you get frustrated with the tools that you already have you're frustrated because you want to use them in better ways and that's where we come in because at your 365 coach we believe that you can do better with the tools that you already have so if you need help with coaching consultancy or on demand master classes to help you get the most from Microsoft 365 head to the link below to find out more and get in contact with us if you need help for you your team or your business not only that there's also a free Microsoft 365 ebook you can download today absolutely free on the same website so other than that let's dive back into Outlook and continue to show you how to get the most from it and can a new outlook help us with calendar management we all need to create events and meetings in our diary we spend a lot of our time doing that right well here's a few examples and new outlook can help you when it comes to managing your own diary first off if you need to book a meeting from one of your emails it's very easy to do all we now need to do is open up the sidebar and here you can see the calendar under this view we can then left click and drag the sidebar and put add and event and you've left clicked and one dragged one of your emails once we do that we now see a window appear inside of Outlook it also includes all the participants inside of that email Fred the subject has been copied in from the email subject and we also see the email in the body of the actual meeting request to refer to as well so that's just saved us several minutes of drafting up a new meeting to get into someone's diary but also in a new view of Outlook you'll get suggested dates and times I can see here dates and times that work for the rest of our attendees through automatic scheduling by left clicking in here we can see that everyone is available available so I can go ahead and then click on send a job that would take 5 minutes has taken less than one by a simple left click drag and let's not forget that in the world of hybrid working sometimes there are requirements to join an in-person meeting but how can that work in Outlook so let's go ahead and open up my calendar and here I'll go ahead and I'll create a new event you'll now seen a new version of Outlook that we have the option to create an in-person event which then shown to others that we invited into our meeting a simple flag in a chat box here allows people to know that you need to be in the office when it comes to your next meeting what about scheduling meetings is there an option to help you with that and there absolutely is although this was available in the older version of Outlook we'll also take a quick refresher showing how it works in a new version of Outlook and this being F time or scheding polls what we need to do is go and add the people in our meetings and give it a subject line with that done we can head up to schedin pole inside of our Outlook window on the right hand side we'll now see the availability of the people you're inviting into your meeting for example our meeting with Megan is on next Monday and I can see that we're all available across these times during that day what I can now do is go and select a few times that suit me as well so it gives more options to the person we're inviting into our meeting by selecting next we can also set a Lo location or we can leave it as a teams meeting we can also change these poll settings let's go ahead and create a poll this now will insert a poll into your email allowing Megan when she receives that email to vote on the time date that works for her and automatically schedule it into your diary when you've got that consensus so let's go ahead click Send and have scheduling polls and find time to all the hard work for us but what can a new outlook do with regards to the wider Microsoft 365 setup and that's where I've also seen it have a massive Improvement on that use so first off if you use Microsoft teams why not take a conversation into teams and take it out of email but the question is where's the button that says share to teams I don't see anywhere on the outlet ribbon bar like we did in the older version of Outlook well let's go ahead and select an email in my inbox and show you where that option is because it's now also stored under an apps button on your email on the right hand side by selecting this you can now select share to teams when I select share to teams I can now go ahead and add the channel I would like to share this with or alternatively share it with my colleagues on a team's chat message to take the conversation outside of Outlook let's go ahead and open a group conversation from the people on the email chain which have been pick picked up directly from our email messaging Outlook I could then type A further message and then I could go ahead and click on share and once that's done a teams message will be sent to those individuals in Microsoft teams allowing you to take the chat into teams and out of Outlook but I know what you're thinking well Scott what about task management because you do a lot of task management in Outlook and in fact your inbox is probably one of your task lists right well there's better integration in Microsoft to-do yes on the right hand side of the new outlook you can see a to-do icon selecting this icon will open up Microsoft to do in any tasks that you need to actually get done you can click in the drop down under the flagged emails and you'll see any other tasks that effectively been generated in Microsoft to-do or potentially from one of the other apps like planner and we've seen your Tas L it's very easy to check work off that will also synchronize back into Microsoft to-do but I know one thing you may want to do book time out to do one of these tests and well we can do exactly that all we need to do is open your calendar and what we can then do is drag and drop one of your tasks onto your Outlook calendar once we down that here it'll open it inside of Outlook and we can also open the event in Outlook and we can see the task itself and we can also then ensure that we're busy and marked as busy to do do that task so it's very simple to create time in your diary from a Microsoft to-do task by a simple drag and drop in a new to-do integration that's great but what about new tasks well let's go back into email and we could certainly flag an email that would also appear in Microsoft Todo by flagging this email we'll see also highlighted as a flagged email inside of my Outlook but also let's consider it in a different way here is a contract signning I need to do by the end of the week and I'd like to create a to-do task to help with that all I would need to do is left click and drag it in a to-do window on the right hand side and then let go you'll now see on the right hand side that we have the task generated inside of Microsoft too of a link to go straight back to that email so creating a task is as easy as dragging and dropping it into the to do sidebar in a new version of Outlook to create a new task but let's not forget content creation yes you'll need access to your files to get your job done and do you need to open apps like one drive on your computer or in a web browser when you're using a new version of Outlook and the answer to that would be no because on the left hand side we now see an Outlook we now see a one drive Icon by selecting this icon here you'll now have access to all of your one drive files that exist in your own personal my documents within one drive for business business this now means that we can click into your my files on the left hand side you can open up your content directly from your one drive for example I can open this word document and preview it live directly from Microsoft Outlook and have quick access to make changes on my local computer using the power of word online and the content that's stored in your one driver business so accessing your one drive files through Outlook is now even easier just by clicking the one drive icon to the left hand side not only that you can even go ahead and share it with others using the sharing capability all through Microsoft Outlook it's a simple way to get access to your files and share them edit them and more and there you have it the new version of Outlook and how you can get started with it quickly and use features to improve your inbox your calendar and better Integrations in Microsoft 365 like teams and Microsoft to-do so if you want to give the new look a go I'm hopeful that the tips we've shared today will help you on that journey and ultimately help you become more confident and comfortable using the new version of Microsoft Outlook and of course if you haven't already I'd love it if hit that subscribe button so you'll find more great content like this to help you on your journey and using the tools that you already have while in better ways and not only that hit that like button because it helps this video perform better and also lets me know that it's helped you out as well otherwise I look forward to seeing you in the next one [Music]

Channel: Scott Brant

Views: 183,731

Keywords: microsoft outlook, microsoft outlook tips and tricks, outlook tutorial, new microsoft outlook, microsoft outlook tutorial, how to use microsoft outlook, how to use the new microsoft outlook, how to use the new outlook, outlook tips and tricks, outlook email, microsoft 365, new outlook features, outlook 2024, new outlook update, outlook new features, new outlook features 2024, microsoft outlook tasks, your365coach, microsoft, office, tutorial, 2024, how to, microsoft to do

Id: 9up1B0HYYKM

Length: 18min 18sec (1098 seconds)

Published: Tue Apr 23 2024