Outlook Online - Discover Outlook Online

Time Length Icon 45:00 Video Icon 27 videos
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Learn how to tick off daily tasks with Outlook Online within Office 365.

Teaching Format:

  • Remote e-learning training session
  • Interact live with your trainer throughout the e-learning session. Ask questions and discuss points as they arise

Training aims:

  • Discover the Online portal for Outlook e-mail
  • Find your e-bookmark on the portal

Training content:

  • The portal:
    • Sign in
    • The start menu online
  • User interface
    • Panes
    • Search engine
    • Ribbon icons: Skype/ Notifications
  • Organise mailbox
    • Sorting and filtering
    • Conversation mode
    • Categories
  • New message
    • Create a new message
    • Fields
    • Enrich the content of a message
    • « … » 3 dots menu
  • The sprocket wheel
    • Automatic replies
    • Signature
    • Transfer to another account
    • Layout settings
00:00:11
Hello everyone and welcome to this training session about Outlook Online
00:00:15
and more specifically "Discovering Outlook Online". What can we do with it?
00:00:21
Beforehand we have some instructions
00:00:26
turn off call waiting,
00:00:28
think about muting your mics or else
00:00:31
everybody will be able to hear the noise behind you
00:00:34
and keep your screen active at all times.
00:00:38
If you let your computer go into sleep mode,
00:00:41
you'll be automatically disconnected from this training session.
00:00:44
So think of moving the mouse from time to time to remind the computer that you're still here.
00:00:50
If you have any questions, do not hesitate to ask them.
00:00:55
Just call me by my name.
00:00:57
By the way, my name is Thomas
00:00:59
Just ask your question, it will be better if we have a real interaction during this training session.
00:01:05
Today we have 45 minutes to see how to login to the portal.
00:01:11
On the portal, how can we access Outlook Online?
00:01:14
We're going to see Outlook Web App,
00:01:16
Outlook Online, and what we can do on it.
00:01:19
Finally, we are going to see some little tips on Outlook to begin on it more easily.
00:01:27
The objective today is to discover the Outlook Web App interface.
00:01:32
I'm going to put it on the screen right now.
00:01:37
As you can see, I'm on on my online Office portal.
00:01:42
I can find all of my different applications and on the top left we have Outlook.
00:01:49
But also in case Outlook's not here,
00:01:52
you can click on the little online start menu, on the top left, the app launcher
00:01:58
and here is Outlook.
00:02:01
and if I click on "All apps" in the middle,
00:02:05
I will find all of the applications I have access to with my user profile.
00:02:11
And, on it, I easily find Outlook.
00:00:11
Hello everyone and welcome to this training session about Outlook Online
00:00:15
and more specifically "Discovering Outlook Online". What can we do with it?
00:00:21
Beforehand we have some instructions
00:00:26
turn off call waiting,
00:00:28
think about muting your mics or else
00:00:31
everybody will be able to hear the noise behind you
00:00:34
and keep your screen active at all times.
00:00:38
If you let your computer go into sleep mode,
00:00:41
you'll be automatically disconnected from this training session.
00:00:44
So think of moving the mouse from time to time to remind the computer that you're still here.
00:00:50
If you have any questions, do not hesitate to ask them.
00:00:55
Just call me by my name.
00:00:57
By the way, my name is Thomas
00:00:59
Just ask your question, it will be better if we have a real interaction during this training session.
00:01:05
Today we have 45 minutes to see how to login to the portal.
00:01:11
On the portal, how can we access Outlook Online?
00:01:14
We're going to see Outlook Web App,
00:01:16
Outlook Online, and what we can do on it.
00:01:19
Finally, we are going to see some little tips on Outlook to begin on it more easily.
00:01:27
The objective today is to discover the Outlook Web App interface.
00:01:32
I'm going to put it on the screen right now.
00:01:37
As you can see, I'm on on my online Office portal.
00:01:42
I can find all of my different applications and on the top left we have Outlook.
00:01:49
But also in case Outlook's not here,
00:01:52
you can click on the little online start menu, on the top left, the app launcher
00:01:58
and here is Outlook.
00:02:01
and if I click on "All apps" in the middle,
00:02:05
I will find all of the applications I have access to with my user profile.
00:02:11
And, on it, I easily find Outlook.
00:02:18
I clicked on it, and now Outlook is open on my screen.
00:02:23
Let's begin with the interface.
00:02:27
What is on Outlook and what can I use?
00:02:32
To begin with, on the top we have the ribbon.
00:02:35
On the ribbon, we can create a new email, calendar, event or group
00:02:42
and I can also mark all as read.
00:02:47
On the right, I have the "Undo" button
00:02:50
in case I've made a mistake for example, I marked as read.
00:02:56
I'll be able to undo it, for example I delete it, undo and it will be right back.
00:03:04
On the top right, we have "The new Outlook" functionality.
00:03:09
If I click on it, my interface will change a little.
00:03:13
As you can see, I have "Empty folder", "Mark all as read", "Undo", etc. on the top left.
00:03:19
And "New message" on the far left.
00:03:21
It's a different interface but we are not going to work on it today.
00:03:25
We're going to use the old Outlook.
00:03:32
Also on the left, I have the search menu.
00:03:37
I have my folders
00:03:39
and by clicking on something for example, "Deleted Items",
00:03:44
I can find all the emails I have deleted on my Outlook Online.
00:03:52
Let's go back to the inbox.
00:03:55
I also have the search bar.
00:03:58
If I click on it,
00:04:01
I can search for an email from Amaury.
00:04:06
I found Amaury and by clicking on it
00:04:10
I will find all of the emails from him.
00:04:16
I can search in all folders,
00:04:18
in the inbox,
00:04:19
in the conversations, deleted items on in the groups.
00:04:23
From Amaury, Pierre, etc.
00:04:26
I also have different options.
00:04:28
Do I want to my email with attachment or not.
00:04:31
If I select it,
00:04:34
I only have one email from Amaury with an attachment.
00:04:38
I can also change the date.
00:04:42
Forever, this week, last week, etc.
00:04:46
I can also select a range.
00:04:52
If I click on other inbox, etc.
00:04:55
I will be on the other folders.
00:04:57
I can also search by subject
00:05:01
for example, the subject is Teams.
00:05:06
As you can see right here,
00:05:08
I have all of my emails that contain "Teams" in the subject.
00:05:13
But as you can see
00:05:14
in "Alpha Project", we do not have Teams in the subject.
00:05:19
If I click on it, Teams is directly in the email.
00:05:23
because Outlook is capable of looking for the title,
00:05:28
but it can also look for the subject (Teams)
00:05:34
directly in the body of the email.
00:05:40
Let's exit the search.
00:05:44
I also have the possibility to click on Oliver Lodge
00:05:52
and Groups
00:05:54
and I have all of my different folders and groups.
00:06:01
Because the Outlook groups are linked to Outlook
00:06:06
and I can find them here directly.
00:06:12
Now we are going to use a different things.
00:06:16
On the top, we have the Filter.
00:06:19
By clicking on Filter
00:06:21
I can filter by all of my emails,
00:06:24
the unread ones, etc.
00:06:25
Let's try the unread one.
00:06:30
Here, I can find all of my unread emails.
00:06:36
I can also close it
00:06:43
and filter once again
00:06:45
only the emails that are flagged.
00:06:48
I only have two of them, etc.
00:06:50
So it is just a quick filter.
00:06:53
I can also sort by date, from, to, subject, etc.
00:06:58
Let's sort by "from".
00:07:03
In here, I have "Alpha Project"
00:07:06
then Amaury, etc.
00:07:08
By going at the bottom, I will have different people.
00:07:15
Let's wait a bit for it to load.
00:07:21
Here I have construction site, Dina, FindTime, etc.
00:07:28
So it will be in alphabetical order.
00:07:34
I can show as messages or conversations.
00:07:36
What's the difference?
00:07:39
Messages are simple emails.
00:07:41
Let's say you send an email: it will be in your sent box.
00:07:46
The the person answers: you will receive the answer and that's all.
00:07:49
But if you put in conversation mode,
00:07:52
every time someone answers an email,
00:07:54
by clicking on it, you will be able to see all of the conversation history
00:08:01
during the email exchange.
00:08:04
So instead of having different messages
00:08:08
you will only have one with all the different messages directly in it.
00:08:14
Then, let me show you the focused inbox.
00:08:18
I click on it and I have Focused and Other.
00:08:22
It's basically a filter directly in Outlook.
00:08:28
What is the difference between Focused and Other?
00:08:33
In Focused, you will find the important emails
00:08:36
from coworkers, recognized companies, etc.
00:08:41
In Other, you will emails that are not so important but aren't spams neither.
00:08:49
In Other I can find Amaury Sylvestre in Teams
00:08:56
because Amaury shared a document in Teams.
00:09:00
It's not a spam because it's interesting
00:09:03
but it's not a priority message.
00:09:07
So it will be in Other.
00:09:09
Outlook will learn what you do.
00:09:12
Let's say in Other, every time you read emails "X in Teams"
00:09:18
and then you put it in Focused
00:09:21
and do that every time for a little while,
00:09:24
Outlook will understand that you want the emails from Teams in the Focused inbox.
00:09:30
Another example:
00:09:33
Alpha Project, every time you do not read them and just delete them,
00:09:39
after a while, it will directly go in Other
00:09:43
and in Other, if you delete all emails without reading them
00:09:46
they will go, after a while, in the spam inbox.
00:09:51
So Outlook will learn with what you do in your inbox.
00:10:01
Then we can right-click on an email and there are many possibilities.
00:02:18
I clicked on it, and now Outlook is open on my screen.
00:02:23
Let's begin with the interface.
00:02:27
What is on Outlook and what can I use?
00:02:32
To begin with, on the top we have the ribbon.
00:02:35
On the ribbon, we can create a new email, calendar, event or group
00:02:42
and I can also mark all as read.
00:02:47
On the right, I have the "Undo" button
00:02:50
in case I've made a mistake for example, I marked as read.
00:02:56
I'll be able to undo it, for example I delete it, undo and it will be right back.
00:03:04
On the top right, we have "The new Outlook" functionality.
00:03:09
If I click on it, my interface will change a little.
00:03:13
As you can see, I have "Empty folder", "Mark all as read", "Undo", etc. on the top left.
00:03:19
And "New message" on the far left.
00:03:21
It's a different interface but we are not going to work on it today.
00:03:25
We're going to use the old Outlook.
00:03:32
Also on the left, I have the search menu.
00:03:37
I have my folders
00:03:39
and by clicking on something for example, "Deleted Items",
00:03:44
I can find all the emails I have deleted on my Outlook Online.
00:03:52
Let's go back to the inbox.
00:03:55
I also have the search bar.
00:03:58
If I click on it,
00:04:01
I can search for an email from Amaury.
00:04:06
I found Amaury and by clicking on it
00:04:10
I will find all of the emails from him.
00:04:16
I can search in all folders,
00:04:18
in the inbox,
00:04:19
in the conversations, deleted items on in the groups.
00:04:23
From Amaury, Pierre, etc.
00:04:26
I also have different options.
00:04:28
Do I want to my email with attachment or not.
00:04:31
If I select it,
00:04:34
I only have one email from Amaury with an attachment.
00:04:38
I can also change the date.
00:04:42
Forever, this week, last week, etc.
00:04:46
I can also select a range.
00:04:52
If I click on other inbox, etc.
00:04:55
I will be on the other folders.
00:04:57
I can also search by subject
00:05:01
for example, the subject is Teams.
00:05:06
As you can see right here,
00:05:08
I have all of my emails that contain "Teams" in the subject.
00:05:13
But as you can see
00:05:14
in "Alpha Project", we do not have Teams in the subject.
00:05:19
If I click on it, Teams is directly in the email.
00:05:23
because Outlook is capable of looking for the title,
00:05:28
but it can also look for the subject (Teams)
00:05:34
directly in the body of the email.
00:05:40
Let's exit the search.
00:05:44
I also have the possibility to click on Oliver Lodge
00:05:52
and Groups
00:05:54
and I have all of my different folders and groups.
00:06:01
Because the Outlook groups are linked to Outlook
00:06:06
and I can find them here directly.
00:06:12
Now we are going to use a different things.
00:06:16
On the top, we have the Filter.
00:06:19
By clicking on Filter
00:06:21
I can filter by all of my emails,
00:06:24
the unread ones, etc.
00:06:25
Let's try the unread one.
00:06:30
Here, I can find all of my unread emails.
00:06:36
I can also close it
00:06:43
and filter once again
00:06:45
only the emails that are flagged.
00:06:48
I only have two of them, etc.
00:06:50
So it is just a quick filter.
00:06:53
I can also sort by date, from, to, subject, etc.
00:06:58
Let's sort by "from".
00:07:03
In here, I have "Alpha Project"
00:07:06
then Amaury, etc.
00:07:08
By going at the bottom, I will have different people.
00:07:15
Let's wait a bit for it to load.
00:07:21
Here I have construction site, Dina, FindTime, etc.
00:07:28
So it will be in alphabetical order.
00:07:34
I can show as messages or conversations.
00:07:36
What's the difference?
00:07:39
Messages are simple emails.
00:07:41
Let's say you send an email: it will be in your sent box.
00:07:46
The the person answers: you will receive the answer and that's all.
00:07:49
But if you put in conversation mode,
00:07:52
every time someone answers an email,
00:07:54
by clicking on it, you will be able to see all of the conversation history
00:08:01
during the email exchange.
00:08:04
So instead of having different messages
00:08:08
you will only have one with all the different messages directly in it.
00:08:14
Then, let me show you the focused inbox.
00:08:18
I click on it and I have Focused and Other.
00:08:22
It's basically a filter directly in Outlook.
00:08:28
What is the difference between Focused and Other?
00:08:33
In Focused, you will find the important emails
00:08:36
from coworkers, recognized companies, etc.
00:08:41
In Other, you will emails that are not so important but aren't spams neither.
00:08:49
In Other I can find Amaury Sylvestre in Teams
00:08:56
because Amaury shared a document in Teams.
00:09:00
It's not a spam because it's interesting
00:09:03
but it's not a priority message.
00:09:07
So it will be in Other.
00:09:09
Outlook will learn what you do.
00:09:12
Let's say in Other, every time you read emails "X in Teams"
00:09:18
and then you put it in Focused
00:09:21
and do that every time for a little while,
00:09:24
Outlook will understand that you want the emails from Teams in the Focused inbox.
00:09:30
Another example:
00:09:33
Alpha Project, every time you do not read them and just delete them,
00:09:39
after a while, it will directly go in Other
00:09:43
and in Other, if you delete all emails without reading them
00:09:46
they will go, after a while, in the spam inbox.
00:09:51
So Outlook will learn with what you do in your inbox.
00:10:01
Then we can right-click on an email and there are many possibilities.
00:10:09
I can reply to this email, reply to all the people in the email, and forward it to someone.
00:10:16
I can delete my email or archive it.
00:10:20
I can mark it as unread or flag it.
00:10:23
Mark as junk or ignore it.
00:10:25
Move to Other inbox,
00:10:27
always move to Other inbox.
00:10:29
So if you do not want to wait for Outlook to understand what you want to do
00:10:35
you can always move to Other inbox.
00:10:39
I can move to Other inbox
00:10:42
Steven, inbox, training, conversation, clutter, etc.
00:10:47
I can categorize. What is a category?
00:10:50
With the Categorize option
00:10:53
I have the possibility to put a little code on my email.
00:10:59
For example, let's go on it and click on "Manage categories" at the bottom.
00:11:07
Here, I can add a new category.
00:11:12
Let's call it "Omega Project".
00:11:17
By clicking on left on the little white square, I can select a color.
00:11:23
I will select the pink one.
00:11:26
Then I click on OK.
00:11:29
OK again.
00:11:32
Now, right-click on an email. Let's look for real email
00:11:37
Not an invitation.
00:11:41
Let's take this one.
00:11:43
Right-click, then categorize
00:11:47
and let's select Omega Project.
00:11:49
Now I have on the right, on my reading screen,
00:11:56
Omega Project with a pink rectangle.
00:12:02
I also have it in the inbox.
00:12:12
So by using this, you can quickly find your emails.
00:12:18
And if you right-click, categorize, you can put multiple categories.
00:12:28
Categorize, yellow. I have 3 categories right here and 3 categories on the left as well.
00:12:36
In the filter, I can sort by... We do not have categories here
00:12:44
but if we want to we will be able to find them rather quickly
00:12:49
because of the different color code.
00:12:52
I can find my emails:
00:12:53
I know that pink is for Omega Project and without looking at it, I know it's Omega Project.
00:13:01
Let's continue with the right-click.
00:13:05
Here, I have "Create rule".
00:13:10
By clicking on it,
00:13:14
I will be able to create a new inbox rule.
00:13:18
Let's give it a name. Let's call it "Quick move".
00:13:25
Then I ask to look for specific conditions.
00:13:30
If I click on the first condition
00:13:32
I ask multiple things: it was sent or received,
00:13:35
includes these words, my name is, it's marked with,
00:13:39
Its size is within a specified range, it's received within a specified date span or apply to all messages.
00:13:45
Let's select "It was sent or received",
00:13:49
received from Amaury Sylvestre.
00:13:53
We already checked that.
00:13:57
"Do all of the following".
00:13:59
I want to move it or I can pin it, mark it, forward it.
00:14:05
So I want to move it to the drafts.
00:14:15
"Add action".
00:14:16
I want to mark the message with a category.
00:14:21
And I want the Blue category.
00:14:25
Then, "Except if it matches any of these condition": I can add exceptions.
00:14:33
For example, if it's marked with importance, let's say "High".
00:14:41
After this, either I stop processing more rules
00:14:46
or I can continue to process rules even if the emails have already been moved.
00:14:53
I click on OK.
00:14:56
From now on, every new email that I receive that matches those conditions
00:15:02
will automatically be sent to the Drafts folder on the left.
00:15:11
Right-click,
00:15:13
I can show in immersive reader.
00:15:15
If I click on it, my email is now in a specific reader.
00:15:26
Once again, right-click
00:15:28
"View message details" or "Assign policy".
00:15:31
I can delete it after a specific time
00:15:35
for example, every year every email will be deleted as specified in the "1 Year Delete".
00:15:46
If you have any questions do not hesitate to ask them.
00:15:51
Now, we're going to see how to create a new message.
00:15:56
If I want to create a new message
00:15:58
I go at the top in the ribbon, but because I selected a message
00:16:03
my ribbon has new features.
00:16:06
I can delete it, archive it, put it in the junk,
00:16:10
sweep it, I can move it to Other inbox,
00:16:14
categorize it, and with the ellipsis, I find the different possibilities that I had before.
00:16:27
Now, let's click on New to create a new email.
00:16:32
On the right, I have the place where I write the email,
00:16:37
I will send it to Amaury.
00:16:42
I can add a carbon copy
00:16:48
but also, on the top right I have "Bcc"
00:16:54
and I can add the blank carbon copy,
00:16:57
which means that I will be able to send an email to someone as a copy
00:17:03
but the original recipient won't be able to see that I have added people in carbon copy.
00:17:14
I can add a subject, I will put "Hello All!".
00:17:19
and "Please find...".
00:17:24
In my email, at the bottom, I can change the format and the font.
00:17:33
For example, let's select that.
00:17:38
It will take a few seconds to load, let' select Century Gothic and it will change.
00:17:47
Put it in bold, italics, underline, highlight...
00:17:52
But also change the color of the font,
00:17:56
I can add bullets, numbering, etc. I have a lot of possibilities.
00:18:03
At the bottom I can send my email, discard it,
00:18:07
I can attach files from my computer or from a cloud location.
00:18:12
What is a cloud location?
00:18:14
If I want to, I can select a file from my SharePoint or OneDrive
00:18:21
and I will be able to send it directly here with a sharing link.
00:18:30
If I click on it
00:18:33
I have my files, I select "Book 1".
00:18:37
"Next". It will ask me if I want to share it as a OneDrive link or attach as a copy.
00:18:43
If I attach it as a copy, it will be a copy
00:18:47
that I send to Amaury.
00:18:51
If he edits the document, it won't be edited for me
00:18:55
because it's only a copy.
00:18:57
But if I share it as a OneDrive link, Amaury will be able to edit the document
00:19:02
and this document will be edited for me as well because it's a shared document.
00:19:09
I can add pictures,
00:19:12
little emojis,
00:19:16
and share my availability.
00:19:19
If I click on it, I can select availability,
00:19:25
click on insert and say that I'm available today from 9 AM to nearly 12 PM.
00:19:39
Then I can choose to have the formatting options or not.
00:19:44
And with the little arrow, I can save as a draft, insert my signature,
00:19:49
show from, check names, set importance, switch to plain text,
00:19:54
shows message options and check for accessibility issues.
00:19:59
If I click on "Show message options"
00:20:02
I can request a delivery receipt,
00:20:07
I can request a read receipt,
00:20:09
encrypt this message, digitally sign this message or add sensitivity.
00:20:16
I cancel it but if I want to I can send it
00:20:19
which I won't do here because it's only a demonstration.
00:20:27
Now we're going to use some of the options in the parameters of Outlook.
00:20:35
On the top right, there is a little cog.
00:20:40
If I click on it, different parameters and options appear.
00:20:48
To begin with, on the top, I have "Automatic replies".
00:20:52
By clicking on it, I can create an automatic reply for when I'm out of the office.
00:20:59
I click on "Send automatic replies".
00:21:03
I can either send them whenever, beginning right now
00:21:08
or I can send replies only during this time period.
00:21:12
Let's check that.
00:21:14
Start date: today at 6 PM
00:21:21
to the 15th at 9 AM.
00:21:28
I can block my calendar for this period, let's do that,
00:21:32
and the title will be "On vacation".
00:21:37
I can automatically decline new invitations occurring during this period
00:21:42
and decline and cancel my meetings during this period, let's do that as well.
00:21:47
Select which message to use when declining or canceling events during the period.
00:21:53
So I can create a message if I want to.
00:21:57
I can use a reply for people inside or outside my organization or create a message to include the reply.
00:22:06
At the bottom I can add the message that will be automatically sent to people who send me emails.
00:22:14
"Hii, I'm away for a few days. Please leave or contact Pierre Skolil for any request. Thanks"
00:22:20
I can also send automatic reply messages to senders outside my organization.
00:22:24
If I check I will have to create a new message.
00:22:31
I click on OK at the top left. From this evening at 6 PM until the 15th at 9 AM
00:22:41
I won't be available and my meetings will be canceled, etc.
00:22:48
Let's close this.
00:22:51
There are other options, but the one I want is not here.
00:22:57
In "Search all settings", I can put for example, "signature".
00:23:02
As you can see, "Email signature" is right here.
00:23:09
Here. I can choose to write my signature.
00:23:13
By default it's "Best regards, Oliver".
00:23:17
I can automatically include my signature on new messages I compose
00:23:22
or automatically include my signature on messages I forward or reply to.
00:23:27
I create my signature and click on OK.
00:23:31
Now if I create a new email I see "Best regards, Oliver" with the signature.
00:23:41
Let's continue.
00:23:45
Now we have the display settings.
00:23:48
It is what I want my interface to look like.
00:23:53
For the Reading pane: on the right, at the bottom or hide it.
00:24:01
But also for the message list:
00:24:04
choose how to display your messages, sender name or subject first
00:24:08
show preview text or hide it.
00:24:11
I have different display settings. I won't go through all of them
00:24:15
because it is how you want them to be so it's not specific parameters,
00:24:24
it is only what you want to do, and what you want to add directly in Outlook.
00:24:31
I will let you check on that yourself.
00:24:35
At the bottom, I can change my theme.
00:24:39
You have the little construction bricks and if I click on that
00:24:43
at the top I have construction bricks, etc.
00:24:46
I click on some of them and it will automatically change.
00:24:50
Let's change to the one I had before,
00:24:54
Let's say a light blue, it's good.
00:24:57
I choose it, I save.
00:25:00
And now everything changes to light blue:
00:25:05
on top of the ribbon, the little marker in the inbox or even my emails
00:25:12
an even my text on the right.
00:25:15
Everything changed from dark blue to light blue. If I select dark orange,
00:25:24
everything is dark orange now.
00:25:27
So it's a quick way to change my display.
00:25:35
Let's go back to our PowerPoint.
00:25:41
Today we saw the portal, portal.office.com,
00:25:46
and the online Start menu with all my apps here.
00:25:49
In Outlook we looked at the file explorer
00:25:54
and with the right-click I can enable all of the possible actions.
00:25:58
The cog icon is for the settings.
00:26:02
If you have any questions right now, do not hesitate to ask them.
00:26:07
If you don't have questions, I thank you for being here today with me.
00:26:12
Make good use of it.
00:10:09
I can reply to this email, reply to all the people in the email, and forward it to someone.
00:10:16
I can delete my email or archive it.
00:10:20
I can mark it as unread or flag it.
00:10:23
Mark as junk or ignore it.
00:10:25
Move to Other inbox,
00:10:27
always move to Other inbox.
00:10:29
So if you do not want to wait for Outlook to understand what you want to do
00:10:35
you can always move to Other inbox.
00:10:39
I can move to Other inbox
00:10:42
Steven, inbox, training, conversation, clutter, etc.
00:10:47
I can categorize. What is a category?
00:10:50
With the Categorize option
00:10:53
I have the possibility to put a little code on my email.
00:10:59
For example, let's go on it and click on "Manage categories" at the bottom.
00:11:07
Here, I can add a new category.
00:11:12
Let's call it "Omega Project".
00:11:17
By clicking on left on the little white square, I can select a color.
00:11:23
I will select the pink one.
00:11:26
Then I click on OK.
00:11:29
OK again.
00:11:32
Now, right-click on an email. Let's look for real email
00:11:37
Not an invitation.
00:11:41
Let's take this one.
00:11:43
Right-click, then categorize
00:11:47
and let's select Omega Project.
00:11:49
Now I have on the right, on my reading screen,
00:11:56
Omega Project with a pink rectangle.
00:12:02
I also have it in the inbox.
00:12:12
So by using this, you can quickly find your emails.
00:12:18
And if you right-click, categorize, you can put multiple categories.
00:12:28
Categorize, yellow. I have 3 categories right here and 3 categories on the left as well.
00:12:36
In the filter, I can sort by... We do not have categories here
00:12:44
but if we want to we will be able to find them rather quickly
00:12:49
because of the different color code.
00:12:52
I can find my emails:
00:12:53
I know that pink is for Omega Project and without looking at it, I know it's Omega Project.
00:13:01
Let's continue with the right-click.
00:13:05
Here, I have "Create rule".
00:13:10
By clicking on it,
00:13:14
I will be able to create a new inbox rule.
00:13:18
Let's give it a name. Let's call it "Quick move".
00:13:25
Then I ask to look for specific conditions.
00:13:30
If I click on the first condition
00:13:32
I ask multiple things: it was sent or received,
00:13:35
includes these words, my name is, it's marked with,
00:13:39
Its size is within a specified range, it's received within a specified date span or apply to all messages.
00:13:45
Let's select "It was sent or received",
00:13:49
received from Amaury Sylvestre.
00:13:53
We already checked that.
00:13:57
"Do all of the following".
00:13:59
I want to move it or I can pin it, mark it, forward it.
00:14:05
So I want to move it to the drafts.
00:14:15
"Add action".
00:14:16
I want to mark the message with a category.
00:14:21
And I want the Blue category.
00:14:25
Then, "Except if it matches any of these condition": I can add exceptions.
00:14:33
For example, if it's marked with importance, let's say "High".
00:14:41
After this, either I stop processing more rules
00:14:46
or I can continue to process rules even if the emails have already been moved.
00:14:53
I click on OK.
00:14:56
From now on, every new email that I receive that matches those conditions
00:15:02
will automatically be sent to the Drafts folder on the left.
00:15:11
Right-click,
00:15:13
I can show in immersive reader.
00:15:15
If I click on it, my email is now in a specific reader.
00:15:26
Once again, right-click
00:15:28
"View message details" or "Assign policy".
00:15:31
I can delete it after a specific time
00:15:35
for example, every year every email will be deleted as specified in the "1 Year Delete".
00:15:46
If you have any questions do not hesitate to ask them.
00:15:51
Now, we're going to see how to create a new message.
00:15:56
If I want to create a new message
00:15:58
I go at the top in the ribbon, but because I selected a message
00:16:03
my ribbon has new features.
00:16:06
I can delete it, archive it, put it in the junk,
00:16:10
sweep it, I can move it to Other inbox,
00:16:14
categorize it, and with the ellipsis, I find the different possibilities that I had before.
00:16:27
Now, let's click on New to create a new email.
00:16:32
On the right, I have the place where I write the email,
00:16:37
I will send it to Amaury.
00:16:42
I can add a carbon copy
00:16:48
but also, on the top right I have "Bcc"
00:16:54
and I can add the blank carbon copy,
00:16:57
which means that I will be able to send an email to someone as a copy
00:17:03
but the original recipient won't be able to see that I have added people in carbon copy.
00:17:14
I can add a subject, I will put "Hello All!".
00:17:19
and "Please find...".
00:17:24
In my email, at the bottom, I can change the format and the font.
00:17:33
For example, let's select that.
00:17:38
It will take a few seconds to load, let' select Century Gothic and it will change.
00:17:47
Put it in bold, italics, underline, highlight...
00:17:52
But also change the color of the font,
00:17:56
I can add bullets, numbering, etc. I have a lot of possibilities.
00:18:03
At the bottom I can send my email, discard it,
00:18:07
I can attach files from my computer or from a cloud location.
00:18:12
What is a cloud location?
00:18:14
If I want to, I can select a file from my SharePoint or OneDrive
00:18:21
and I will be able to send it directly here with a sharing link.
00:18:30
If I click on it
00:18:33
I have my files, I select "Book 1".
00:18:37
"Next". It will ask me if I want to share it as a OneDrive link or attach as a copy.
00:18:43
If I attach it as a copy, it will be a copy
00:18:47
that I send to Amaury.
00:18:51
If he edits the document, it won't be edited for me
00:18:55
because it's only a copy.
00:18:57
But if I share it as a OneDrive link, Amaury will be able to edit the document
00:19:02
and this document will be edited for me as well because it's a shared document.
00:19:09
I can add pictures,
00:19:12
little emojis,
00:19:16
and share my availability.
00:19:19
If I click on it, I can select availability,
00:19:25
click on insert and say that I'm available today from 9 AM to nearly 12 PM.
00:19:39
Then I can choose to have the formatting options or not.
00:19:44
And with the little arrow, I can save as a draft, insert my signature,
00:19:49
show from, check names, set importance, switch to plain text,
00:19:54
shows message options and check for accessibility issues.
00:19:59
If I click on "Show message options"
00:20:02
I can request a delivery receipt,
00:20:07
I can request a read receipt,
00:20:09
encrypt this message, digitally sign this message or add sensitivity.
00:20:16
I cancel it but if I want to I can send it
00:20:19
which I won't do here because it's only a demonstration.
00:20:27
Now we're going to use some of the options in the parameters of Outlook.
00:20:35
On the top right, there is a little cog.
00:20:40
If I click on it, different parameters and options appear.
00:20:48
To begin with, on the top, I have "Automatic replies".
00:20:52
By clicking on it, I can create an automatic reply for when I'm out of the office.
00:20:59
I click on "Send automatic replies".
00:21:03
I can either send them whenever, beginning right now
00:21:08
or I can send replies only during this time period.
00:21:12
Let's check that.
00:21:14
Start date: today at 6 PM
00:21:21
to the 15th at 9 AM.
00:21:28
I can block my calendar for this period, let's do that,
00:21:32
and the title will be "On vacation".
00:21:37
I can automatically decline new invitations occurring during this period
00:21:42
and decline and cancel my meetings during this period, let's do that as well.
00:21:47
Select which message to use when declining or canceling events during the period.
00:21:53
So I can create a message if I want to.
00:21:57
I can use a reply for people inside or outside my organization or create a message to include the reply.
00:22:06
At the bottom I can add the message that will be automatically sent to people who send me emails.
00:22:14
"Hii, I'm away for a few days. Please leave or contact Pierre Skolil for any request. Thanks"
00:22:20
I can also send automatic reply messages to senders outside my organization.
00:22:24
If I check I will have to create a new message.
00:22:31
I click on OK at the top left. From this evening at 6 PM until the 15th at 9 AM
00:22:41
I won't be available and my meetings will be canceled, etc.
00:22:48
Let's close this.
00:22:51
There are other options, but the one I want is not here.
00:22:57
In "Search all settings", I can put for example, "signature".
00:23:02
As you can see, "Email signature" is right here.
00:23:09
Here. I can choose to write my signature.
00:23:13
By default it's "Best regards, Oliver".
00:23:17
I can automatically include my signature on new messages I compose
00:23:22
or automatically include my signature on messages I forward or reply to.
00:23:27
I create my signature and click on OK.
00:23:31
Now if I create a new email I see "Best regards, Oliver" with the signature.
00:23:41
Let's continue.
00:23:45
Now we have the display settings.
00:23:48
It is what I want my interface to look like.
00:23:53
For the Reading pane: on the right, at the bottom or hide it.
00:24:01
But also for the message list:
00:24:04
choose how to display your messages, sender name or subject first
00:24:08
show preview text or hide it.
00:24:11
I have different display settings. I won't go through all of them
00:24:15
because it is how you want them to be so it's not specific parameters,
00:24:24
it is only what you want to do, and what you want to add directly in Outlook.
00:24:31
I will let you check on that yourself.
00:24:35
At the bottom, I can change my theme.
00:24:39
You have the little construction bricks and if I click on that
00:24:43
at the top I have construction bricks, etc.
00:24:46
I click on some of them and it will automatically change.
00:24:50
Let's change to the one I had before,
00:24:54
Let's say a light blue, it's good.
00:24:57
I choose it, I save.
00:25:00
And now everything changes to light blue:
00:25:05
on top of the ribbon, the little marker in the inbox or even my emails
00:25:12
an even my text on the right.
00:25:15
Everything changed from dark blue to light blue. If I select dark orange,
00:25:24
everything is dark orange now.
00:25:27
So it's a quick way to change my display.
00:25:35
Let's go back to our PowerPoint.
00:25:41
Today we saw the portal, portal.office.com,
00:25:46
and the online Start menu with all my apps here.
00:25:49
In Outlook we looked at the file explorer
00:25:54
and with the right-click I can enable all of the possible actions.
00:25:58
The cog icon is for the settings.
00:26:02
If you have any questions right now, do not hesitate to ask them.
00:26:07
If you don't have questions, I thank you for being here today with me.
00:26:12
Make good use of it.

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