Top 10 New Microsoft Outlook Features!

Microsoft has released what is arguably one of the biggest changes to Outlook in at least the past 5 years with the new Outlook application for Windows they have taken the Progressive Windows application or the web version of Outlook and migrated it to the desktop which brings a host of features both big and small to the desktop experience the biggest thing though is of course understanding what a pwa is and that is essentially using a webbased application but making it accessible on the desktop one of the biggest changes here is the fact that the pwa or the web app app is a lot lighter to run so it doesn't take up as much CPU or as much RAM but it still gives you a much sler smoother interface as well as a nicer design too when you do first use the new Outlook application it does feel like a lot of features have been stripped back but that's okay cuz a lot of the features are still there they're just hidden in the settings and the context menus overall my experience with it has been a lot better compared to the old outlook on the desktop uh namely because search has always been better on the web than it has been on the desktop the application loads a lot faster and there are some really cool features that we're going to go through today as well of course if you do like this video let me know by giving a thumbs up and if you're a super CH Char way as your computer hit that subscribe Button as well with that being said let's get into this all right so let's start with first understanding how you can access the new Outlook application and that is simply by going into your existing Outlook client letting this load up and then in the top right hand corner you will have an option called try the new outlook and you can turn this on right now turning on the new outlook actually installs two versions of Outlook the one that we currently have installed which is the Outlook 365 and then of course the new version as well so you can always revert back to this or even use them side by side for now I'm going to turn on the new outlook it's going to say it's going to download it let this run and then in a few seconds you have the new outlook installed as well next you be greeted with this dialog box saying success you can now switch to the preview of the Outlook and it does give you the warning that currently PST files aren't available in the preview but you can switch back anytime you're going to Simply select on the switch button here and it's going to load up into the new outlook you know you're using the new outlook when down the bottom you have the Outlook that says new similar to the new teams it says new I'm going to right click and I'm just going to pin this to the taskbar for now and then you're just going to go through the settings I would recommend importing your previous settings if you have customized the way you use Outlook already you can skip this if you want to set it up brand new going to select import and this is going to pull everything across from your previous Outlook so it looks and feels a lot more similar to you so the new outlook does load up and it does come with it the new outlook has loaded up and it does actually have a much nicer feel to it in my opinion than the previous one this is a much simpler version of Outlook in terms of the layout uh and there are some great features that I'm going to walk you through today of course down the bottom in the left hand side here there is the welcome to new outlook that I'd recommend going through this and it will show you some uh cool tips tricks and features of Outlook but that's what this video is for uh so you can go ahead and hit on the not interested and I'll walk you through these features now the first thing I will talk about is in the top right hand corner you will notice you have these four icons and these are your Microsoft tasks or your my day this pulls from your calendar so it shows you what you have on for the day as well as your to-do so if you have flagged in emails or if you use Microsoft Tod do it is really easy to Simply select on the my day and actually get a great look of what your day looks like and of course what tasks and emails you have flagged as well next that you have an icon or the notification symbol and this will show you if there are any notifications or tags from Outlook as we've just set this account up there aren't any notifications here but you can go ahead and customize this and see what you want to be notified for as well do you want to be notified for document mention if someone at mentions you or if you get reactions I would recommend having the first two turned on but I'm not sure if you need to be notified about reactions your settings also now live in the top right hand corner um which is by simply setting selecting on the settings Cog and it is a much simpler way of accessing your settings but you now have this search box as well that you can just start typing in whatever setting you're after and it will show you where it lives so you don't need to master where everything lives in the settings really just Master using search and then search for whatever you're looking for so you can go straight to the theme or you can go to your out of office or anything like that simply using the settings the search in the settings option uh and then of course underneath that you have the option of turning on or off the new outlook and then what you do get is a little reminder of your upcoming and current meetings so the top right hand corner is a really big upgrade in my opinion because it just gives you a lot of at a glance bits of information and makes things easy to access what you'll also notice is that the ribbon here is a lot more condensed in that you can't see as many features it doesn't mean they're not there it just means they've simplified the way you use Outlook so if you're in your inbox the most common things you would do would be things like delete or report or flag an email things like that so you don't have as many options here but of course you can select in the right hand corner of the drop down menu and you you can choose the layout of your Ribbon right now this is a simplified ribbon but you can also select on classic and this will uh give you the much more familiar ribbon that you're used to using and if there's something you can't find here you can always use the search button at the top as well you also notice on the left hand side the layout has changed where you have your mail your calendar and your people tab that are vertically now not horizontal down the bottom uh as well as access to things like your Microsoft Tod do which does launch into the web app for now things like V engage your bookings straight to one drive as well as more applications so you can start a word excel OneNote or PowerPoint from here these will launch the web apps for now uh but I do believe that at some point they will start launching the programs although having a quick access here to things like your to-do list and your one drive and different applications is actually very handy when you start to use it another handy feature in the new outlook is that under the new mail tab if you actually select on this drop down menu you're not just creating new mail but you can actually create a new event a group a storyline post or a new document in Word Excel or PowerPoint so it's not just about creating mail now and Outlook but you can actually create a lot more by using the drop-down menu in the new mail section but of course for now I'm going to open up new mail and show you some very cool tips tricks and features with this let's open this up in in a new window and make it full screen for you one of my favorite features about the new outlook and I use it all the time is actually here where it says type the for/ to insert files and more I use this feature all the time and it works so well basically you press the forward slash and it pulls up the last three items from your one drive and SharePoint that you've been using for you to easily access and drop them into the Outlook email but not just that you can actually start typing in the name of a file and it will search it for you and then it gives you the option of Simply adding in that file to your email I'm going to select on the file here and now it's embedded it into the email of course if you click on the link it will take you to the file but if you right click on this you can actually go ahead and choose to do the old school attach as a copy and that will attach the document instead of creating a link I'm going to delete this for now by simply I'm going to delete this though by selecting on the drop down menu and going remove attachment and I'm going to bring it back again and I'm going to show you what happens when you right click on it you can also go and choose who can edit and access the document so right now anyone with the link can edit but if we select on this and bring up the permissions you'll be able to choose anyone so they don't have to sign in so this can be internal or external you can also set an expiry date and password or block them from downloading it you can also give them the permission to edit review or can only view it you can choose people only inside of your organization or you can be a bit more specific and say only recipients of the email you can take it a step further by saying people with existing access to that document so really you can customize and control how this document gets used and shared around and the fact that you can share it as a live document means collaboration is so much easier I'm going to go ahead and send this email over to Lee and then I'm going to go ahead and send this to Le but before I hit send I'm actually going to select on the drop- down menu and there's an option for sending so you can send it straight away or you can schedule the send this is a really uh I use this quite a bit when I work with people that are international or in different time zones sometimes I'd rather know they get the email in their office hours instead of receiving an email at say 8:00 p.m. their time I'd rather wait and have it sent through when they're working between the usually hours of 9: to 5 so you can go ahead and customize the time and the date so simply you can select on tomorrow or Sunday these are recommended or if we select on custom time you can go ahead and use the calendar to choose the day and choose the time you want the email to send as well so I'd say not Christmas day let's go the 27th at 10:00 a.m. hit send and if we go to our send items sorry if we go to our drafts that will sit in the drafts until it's ready to send and it will tell you this message is scheduled to send at Wednesday the 27th at 10:00 a.m. if you wanted to edit that you can select in the top right hand corner of this and select the send schedule send options you can go modify email so you can make changes to it or you can simply select on send now I'm going to hit send now to also show you how easy it is to recall an email in the new outlook let's hit send and then it moves from our drafts to our sent items so we've sent this email to Lee and maybe we wanted to send it or maybe it was actually a mistake we can actually open up that Emil now we can right click on it scroll down to Advanced options and then you have the ability to sign a policy create a task but what I want to show you now is how easy it is to recall a message so we go Advanced options recall then it's going to say recalling this message we delete it from the person's inbox do you want to proceed we do because maybe we've made a mistake we'll simply select on okay and that email will be recalled from Lee's inbox so he won't see it he will get a message those saying uh we sent them an email and then we asked to recall it so they will know something was taken back but they they won't be able to see the body of that email one cave here with recalling emails is that in your own organization it works really well but once you've sent an email to an external person even if you recall it you will not be able to actually remove that email from the inbox so recalling emails is a great feature for internal messages but still you will run into trouble when you try and recall an email that you sent to an external party and of course once you recall an email you will get a message about the status of that recall so you can go view message recall and this will open up in the web and this will tell you whether it was successful or not so you can see here it is currently pending and if it failed it would say failed as well if this was a very important email to you you now have the ability to pin emails to the top of your taskbar instead of it getting lost in your inbox so say for example I have this email from Alex that is marked important I can right click on thisa email and then I can select on the option of pin and this will pin it always to the top of my task of my inbox so no matter how many emails I get in a day this email will constantly stay there you can actually choose to pin multiple emails to the top and then once you're done with it simply get rid of that pin and it it will unpin it I use this quite a bit when there are emails that are really important for me to stay on top of because it just keeps it at top of mind in my inbox it's really quite easy to use you easy you either select on the pin button that we can see right here or right click and then choose to pin that email as well the final thing I want to show you when it comes to the new outlook is how good the new search option is so up the top you have a simplified search button and to the right of that you have filters and you can use this to fill everything out but I'm actually going to do something different I'm going to search for an email from Grady so I'm just going to type in his name select onrad and then you'll see it'll give you few options of choosing this Grady or that Grady and then of course you can go ahead and to the bottom where it says mail it will search for your mail from Grady as well as files that you may have received and teams messages that you may have received from Grady as well so this is cool that you can search for not just emails now but also files too if we go back to the mail page though you'll see we also get a few options where it says find emails from grading but make sure it has an attachment or maybe I'm looking for ones that have flagged myself in it and also has attachments uh so or if they're ones that we' have marked as high importance so the cool thing about this new search option is that it's not only more accurate than the older Outlook application it makes it easier and simpler to search for files as well by simply typing in the person's name or the name of the file and then either searching through mail files or teams and then you have some quick buttons here to choose things like attachments or whether it mentions you or whether it's flagged or things like that could be high importance or it it was sent directly to you I find these buttons as well as the improved search feature much much better than the old Outlook one note I would give you is that because you still have both outlooks installed if you receive things like calendar invites and things like that they will still open up in your old Outlook unless you change the settings on your Windows PC to do that you simply press the start button type in the word default and go to default applications from here we're going to hit search and type in the word Outlook and you see both outlooks are here if I choose the new outlook it will show me right now only mail and URL mail will open up here but things like IC web uh calendar invites and things like that they won't open up here if I go back to the default apps though type in Outlook one more time and look at the old Outlook look you see there are a lot more um extensions here that will open up in your old Outlook so if you're receiving files you can actually choose to change this and set it to the new uh default Outlook I've done this with uh caler invitations so whenever I receive a calendar invite I've got the default set to open up a new outlook and that way I keep everything in the new outlook one issue that you will run into with the new outlook and that is the fact that because it is a progressive web application it doesn't actually work when you are offline and I'll show you what that looks like now I'm going to close this and jump to our desktop and I'm going to disconnect my Wi-Fi now that I've disconnected my Wi-Fi and we have no internet connection if I type in Outlook and go to open up the new outlook you're going to you're going to be met with this error saying a connection to the internet could not be established please connect to the internet and restart the app this is the biggest issue I have with the new outlook in that if you don't have internet you can't use Outlook offline but right now the beauty of that is that you can still go Outlook and use the old Outlook application it I'm not sure if they're going to change this uh later on with updates but for now that is the one caveat to using the new outlook you do require internet connection and there you have it that is an introduction to the new outlook and a lot of its new features let me know what you think about the new outlook in the comment section down below and if you're going to make the switch of course if you like this video let me know by giving a thumbs up and if you're a super chares to way is your computer hit that subscribe Button as well thanks for watching and we see you next time bye

Channel: Aldo James

Views: 37,269

Keywords: microsoft outlook, pwa on desktop, pwa (progressive web application), new microsoft outlook, microsoft outlook tutorial, new microsoft outlook tips and tricks, new microsoft outlook tutorial, microsoft outlook tips and tricks, how to use microsoft outlook, how to use new microsoft outlook, how to change the look of my microsoft outlook, outlook, outlook tutorial, outlook email, m365

Id: mJbkDtqrpUA

Length: 16min 41sec (1001 seconds)

Published: Tue Dec 26 2023