Outlook - Optimize your organization

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Learn better email management and discover timesaving tips and tricks with Outlook.

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 new ways to organise e-mail tracking
  • Use automated actions in Outlook

Training content:

  • Categories:
    • Create and change a category
    • Grouping by categories
  • Automatic rules
    • Create a rule
    • Modifiy and delete a rule
    • Associate a rule to the « out of office » assistant
    • Quick actions
  • Clean up folders
    • Definition/ Purpose
    • Default actions
    • And what about the archives?
00:00:11
Welcome to this Office 365 training. The main topic of these trainings is to get started with Office and more specifically, today we're going to see how to optimize your organization in Microsoft Outlook.
00:00:32
Welcome to this session my name is Charles Bonachera and we are going to spend the next 30 to 45 minutes together. What are we going to discuss during this time period? Here is the plan of the session. We will see how to organize first the view,
00:00:52
what you see in your emailbox, the layout and what you prefer to see first or enhanced or highlighted in your emailbox. Then we will see the folders, how to create a folder and how to move a email to a specific folder.
00:01:13
Then we will have a closer look to the categories and how they are activated in Outlook, how you can assign a major category and how you can change or create categories. At the end, we will see how you can have a follow-up
00:01:34
on emails, to decide, to manage, to handle it, to treat it later on in the same day, the next day or the next week. The objectives of this session are mainly to discover how Outlook 2016
00:01:55
can help you to keep your emailbox cleanly organized. Let's go to Outlook.
00:02:06
Here is Outlook and that’s the view that you will be get on the first access to the Outlook application.
00:02:16
That's exactly the standard view.
00:02:19
In the upper part, the tabs that give you access to a lot of commands that are grouped in the ribbon, the ribbon being this part with many icons giving access to commands.
00:02:40
If you change the tab, the ribbon changes and adapts to what you are supposed to need for the action in this tab. Here for example, in the Folder tab, I have the main commands that I need to
00:03:00
have an action on folders. Back to the Home tab. That's where you will get the first time that you connect to Outlook. So we've seen the tabs, the ribbon. On the left we see the Folder Pane
00:03:20
with all the folders related to your account. Here there are many accounts but let's say that you get only one account. In the middle, the list of incoming emails filtered by the newest on top and
00:03:41
the oldest at the bottom. On the right, the Reading Pane
00:03:49
where you can see the content of an email once you have selected it.
00:03:57
The first thing that you can organize is your view.
00:04:02
By default, you'll get this one, but you can change it very easily by going to the View tab and there you'll get access to the main actions related to the view. For example here in the layout group,
00:04:23
you will get a button regarding the Folder Pane. We will see that the Folder Pane is supposed to be normal and we'll have favorites displayed on the Folder Pane. If you want to have it minimized, just select Minimized. We can even turn it off
00:04:44
so you don't have any access to your folders, and you can put it back.
00:04:53
In terms of Reading Pane, it is by default on the right but you can request it to be at the bottom
00:05:05
or you can turn it off. If you open an email and there is no Reading Pane, you will need to open with a double-click and at new pop up window will appear with the content of the email.
00:05:25
The To-Do Bar is related to the other modules of Outlook. The first one is the Calendar that will open on the right of the screen.
00:05:40
With all the meetings, appointments or events in your Calendar for the next 7 days. You can close it with the cross or on the bar you can activate or deactivate the calendar.
00:06:01
Next, you open search fields to search for people, for example.
00:06:12
I can look for Amarra and I find my colleague.
00:06:16
Lastly, you can open the tasks. On the right you will get the list of all that you have to do for different dates. Here we have no dates defined for emails and in this case, you have all emails with no date.
00:06:38
Here is what you have to treat, to manage today.
00:06:46
And if you double-click, you open the related email and the following week. So I will show you how to assign a follow-up of an email in a few minutes.
00:07:01
I will get back to the standard view, Reading Pane on the right.
00:07:10
And my list in the middle.
00:07:16
If you look at the list, you'll see that there is not only one email. But if you go up in the Message Preview you see that it is off. But you can ask for 1, 2 or 3 lines. If you ask for 3 lines in this folder, you see that
00:07:37
each email with a preview with the 3 first lines of the email itself. You can turn it off for this folder, you see that it could be done for all the inboxes in case
00:07:58
you have lots of inboxes. The list will show differently depending on the size that you assigned to the list.
00:08:10
If you resize it, you see that the layout changes and you have all the columns available instead of just a few ones: All, Unread, Mentions, the order is by date and a second order, the newest on top.
00:08:31
If you increase the size of the list, you get columns
00:08:38
with all the available information. I'll get back to normal and show you how to change the layout. Here it is ordered by date; If you click on this little arrow,
00:08:59
you’ll get a menu where you can select a new order. For example, you can ask for
00:09:07
the sender. You can see that the list has changed and is organized by sender. Here I have all the emails sent by Pierre, another sender, and another one.
00:09:28
To have things more defined, you can select an order. You cannot ask to show the emails the groups and now you've got groups created for each sender.
00:09:48
And if you wish you are still
00:09:52
not completely satisfied with this solution, you can right-click on the header and you see that you can collapse emails and in this case,
00:10:04
all the emails from the sender appear and you can have many emails in one group. You can see that all the groups where emails are unread appear in bold
00:10:25
with a number of emails which are still to be treated. If you click on Unread, you get the same grouping by senders but in this case, only the unless groups will appear in bold,
00:10:46
with the number of unread emails. Many layouts are available for you to change your preferences the view of emails.
00:11:07
If I click on Date and uncheck Show in Groups, I have it organized by date with the newest on top and the oldest at the bottom. That’s the first thing that you can do with the View. One last perhaps: By default, emails arrive
00:11:28
with the oldest at the bottom and the newest on top, but you can ask to show them as conversations. If you click on Show as Conversations, each time there has been a conversation
00:11:44
between you and a sender or you and a recipient, emails are grouped so that the same subject will lead to the group conversation, meaning that this conversation was originated
00:12:05
with the response and a counter response, etc. When the subject does not change, it is considered the same conversation and you can group the group as a conversation.
00:12:25
If you uncheck this box, the email list gets back to normal and you have the same standard view as at the beginning. This is what you can do regarding the view of your emails and the organization under View. Everything is under the View tab to organize it as you prefer.
00:12:46
The other thing that you can do is create folders. In your account, in your mailbox, you can right-click and ask for a new folder.
00:00:11
Welcome to this Office 365 training. The main topic of these trainings is to get started with Office and more specifically, today we're going to see how to optimize your organization in Microsoft Outlook.
00:00:32
Welcome to this session my name is Charles Bonachera and we are going to spend the next 30 to 45 minutes together. What are we going to discuss during this time period? Here is the plan of the session. We will see how to organize first the view,
00:00:52
what you see in your emailbox, the layout and what you prefer to see first or enhanced or highlighted in your emailbox. Then we will see the folders, how to create a folder and how to move a email to a specific folder.
00:01:13
Then we will have a closer look to the categories and how they are activated in Outlook, how you can assign a major category and how you can change or create categories. At the end, we will see how you can have a follow-up
00:01:34
on emails, to decide, to manage, to handle it, to treat it later on in the same day, the next day or the next week. The objectives of this session are mainly to discover how Outlook 2016
00:01:55
can help you to keep your emailbox cleanly organized. Let's go to Outlook.
00:02:06
Here is Outlook and that’s the view that you will be get on the first access to the Outlook application.
00:02:16
That's exactly the standard view.
00:02:19
In the upper part, the tabs that give you access to a lot of commands that are grouped in the ribbon, the ribbon being this part with many icons giving access to commands.
00:02:40
If you change the tab, the ribbon changes and adapts to what you are supposed to need for the action in this tab. Here for example, in the Folder tab, I have the main commands that I need to
00:03:00
have an action on folders. Back to the Home tab. That's where you will get the first time that you connect to Outlook. So we've seen the tabs, the ribbon. On the left we see the Folder Pane
00:03:20
with all the folders related to your account. Here there are many accounts but let's say that you get only one account. In the middle, the list of incoming emails filtered by the newest on top and
00:03:41
the oldest at the bottom. On the right, the Reading Pane
00:03:49
where you can see the content of an email once you have selected it.
00:03:57
The first thing that you can organize is your view.
00:04:02
By default, you'll get this one, but you can change it very easily by going to the View tab and there you'll get access to the main actions related to the view. For example here in the layout group,
00:04:23
you will get a button regarding the Folder Pane. We will see that the Folder Pane is supposed to be normal and we'll have favorites displayed on the Folder Pane. If you want to have it minimized, just select Minimized. We can even turn it off
00:04:44
so you don't have any access to your folders, and you can put it back.
00:04:53
In terms of Reading Pane, it is by default on the right but you can request it to be at the bottom
00:05:05
or you can turn it off. If you open an email and there is no Reading Pane, you will need to open with a double-click and at new pop up window will appear with the content of the email.
00:05:25
The To-Do Bar is related to the other modules of Outlook. The first one is the Calendar that will open on the right of the screen.
00:05:40
With all the meetings, appointments or events in your Calendar for the next 7 days. You can close it with the cross or on the bar you can activate or deactivate the calendar.
00:06:01
Next, you open search fields to search for people, for example.
00:06:12
I can look for Amarra and I find my colleague.
00:06:16
Lastly, you can open the tasks. On the right you will get the list of all that you have to do for different dates. Here we have no dates defined for emails and in this case, you have all emails with no date.
00:06:38
Here is what you have to treat, to manage today.
00:06:46
And if you double-click, you open the related email and the following week. So I will show you how to assign a follow-up of an email in a few minutes.
00:07:01
I will get back to the standard view, Reading Pane on the right.
00:07:10
And my list in the middle.
00:07:16
If you look at the list, you'll see that there is not only one email. But if you go up in the Message Preview you see that it is off. But you can ask for 1, 2 or 3 lines. If you ask for 3 lines in this folder, you see that
00:07:37
each email with a preview with the 3 first lines of the email itself. You can turn it off for this folder, you see that it could be done for all the inboxes in case
00:07:58
you have lots of inboxes. The list will show differently depending on the size that you assigned to the list.
00:08:10
If you resize it, you see that the layout changes and you have all the columns available instead of just a few ones: All, Unread, Mentions, the order is by date and a second order, the newest on top.
00:08:31
If you increase the size of the list, you get columns
00:08:38
with all the available information. I'll get back to normal and show you how to change the layout. Here it is ordered by date; If you click on this little arrow,
00:08:59
you’ll get a menu where you can select a new order. For example, you can ask for
00:09:07
the sender. You can see that the list has changed and is organized by sender. Here I have all the emails sent by Pierre, another sender, and another one.
00:09:28
To have things more defined, you can select an order. You cannot ask to show the emails the groups and now you've got groups created for each sender.
00:09:48
And if you wish you are still
00:09:52
not completely satisfied with this solution, you can right-click on the header and you see that you can collapse emails and in this case,
00:10:04
all the emails from the sender appear and you can have many emails in one group. You can see that all the groups where emails are unread appear in bold
00:10:25
with a number of emails which are still to be treated. If you click on Unread, you get the same grouping by senders but in this case, only the unless groups will appear in bold,
00:10:46
with the number of unread emails. Many layouts are available for you to change your preferences the view of emails.
00:11:07
If I click on Date and uncheck Show in Groups, I have it organized by date with the newest on top and the oldest at the bottom. That’s the first thing that you can do with the View. One last perhaps: By default, emails arrive
00:11:28
with the oldest at the bottom and the newest on top, but you can ask to show them as conversations. If you click on Show as Conversations, each time there has been a conversation
00:11:44
between you and a sender or you and a recipient, emails are grouped so that the same subject will lead to the group conversation, meaning that this conversation was originated
00:12:05
with the response and a counter response, etc. When the subject does not change, it is considered the same conversation and you can group the group as a conversation.
00:12:25
If you uncheck this box, the email list gets back to normal and you have the same standard view as at the beginning. This is what you can do regarding the view of your emails and the organization under View. Everything is under the View tab to organize it as you prefer.
00:12:46
The other thing that you can do is create folders. In your account, in your mailbox, you can right-click and ask for a new folder.
00:13:01
Give it a name.
00:13:09
The folder come in alphabetical order. It appears at the bottom because of the W but first it appears underneath the name of the account. Once you've pressed the key enter on the keyboard,
00:13:30
it goes directly in the list in the alphabetical order.
00:13:38
The folder has been created, it's empty, and if you want to move an email to this folder, you have to right-click (in Outlook and in all of Office 365, the right-click gives you access to lots of actions relate to the context menu).
00:13:01
Give it a name.
00:13:09
The folder come in alphabetical order. It appears at the bottom because of the W but first it appears underneath the name of the account. Once you've pressed the key enter on the keyboard,
00:13:30
it goes directly in the list in the alphabetical order.
00:13:38
The folder has been created, it's empty, and if you want to move an email to this folder, you have to right-click (in Outlook and in all of Office 365, the right-click gives you access to lots of actions relate to the context menu).
00:13:59
It changes, if you right-click in the Folder Pane, the menu is not the same as on the email. So, if you want to move an email to the Webcast folder that I have just created, right-click on an email and Move and you see that
00:14:20
you have all the folders of all your inboxes in the whole Outlook. Then you can decide where to send your email. If I click on Webcast, I've got my email here, which has been moved manually to the place I wanted,
00:14:40
the folder I have just created. You can also drag and drop.
00:14:49
If I open it, I have 2 emails: One that I've moved with right-click and the other one that I've moved with a drag and drop.
00:15:02
You can select and move back to another folder or to the inbox.
00:15:14
Now you have your emails. You see that you can just delete a folder once you have used it.
00:15:27
In terms of organization,
00:15:38
you can have a category assigned to an email. Right-click and in the middle of the menu you'll find Categorize. By default, the category are color category. The blue category is a standard category.
00:13:59
It changes, if you right-click in the Folder Pane, the menu is not the same as on the email. So, if you want to move an email to the Webcast folder that I have just created, right-click on an email and Move and you see that
00:14:20
you have all the folders of all your inboxes in the whole Outlook. Then you can decide where to send your email. If I click on Webcast, I've got my email here, which has been moved manually to the place I wanted,
00:14:40
the folder I have just created. You can also drag and drop.
00:14:49
If I open it, I have 2 emails: One that I've moved with right-click and the other one that I've moved with a drag and drop.
00:15:02
You can select and move back to another folder or to the inbox.
00:15:14
Now you have your emails. You see that you can just delete a folder once you have used it.
00:15:27
In terms of organization,
00:15:38
you can have a category assigned to an email. Right-click and in the middle of the menu you'll find Categorize. By default, the category are color category. The blue category is a standard category.
00:15:58
There is a red category, purple, yellow, but each category can be changed in terms of name. If you click on All Categories, you see the available categories and you can rename each category. For example, in terms of projects.
00:15:58
There is a red category, purple, yellow, but each category can be changed in terms of name. If you click on All Categories, you see the available categories and you can rename each category. For example, in terms of projects.
00:16:25
Now you see that my email in the list appears in red.
00:16:33
In the Reading Pane, you can see that just above the content of the email the red bar appears with the name of the category.
00:16:50
Interesting to see that you can apply different categories to an email. There is a drop-down menu to select a category.
00:17:07
If you increase, you see the categories.
00:17:14
If your layout is this, the order is no longer available directly so you should right-click on a colum, Arrange by and you get the same menu I showed you before.
00:17:35
So you can also organize by categories here.
00:17:42
If you arrange it in groups, you can right-click and collapse all groups and now you have all your categories. This is another way to organize the view in terms of organization. All your emails are organized regarding the category.
00:18:06
All blue categories are here.
00:18:10
Right-click on a column header, Date and Show in Groups. Then you can close or resize.
00:18:32
The last thing that we can do
00:18:38
is to organize a little bit your inbox. You can assign a follow-up to an email. Right-click and after Categorize you find Follow Up. You can assign a follow-up today, tomorrow, this week or next week.
00:18:59
If you click on This week, there's a new flag that appears in the email.
00:19:06
If you increase there is a specific column for that. And if you ask the To-Do bar and Tasks, at the right Next Week, get the report completed, you get the email in the list available for you to have an action on this email
00:19:28
and perform what was requested from you on this email.
00:19:38
This way, you have
00:19:42
all the tasks they once completed. Click on the flag and the task appears as complete. It's a way to see exactly that this email needed at a certain point to be followed up, and now the action is completed.
00:20:03
and it's closed, that no action is required now.
00:20:15
You can close the taskbar to get back to normal. This was an overview of the few things that you can perform quickly to organize your inbox. Other things are available, a little more advanced.
00:20:38
To go further, you have the MOOC training to find other MOOC trainings. Thank you for attending this session, and I hope you will make the best use of this. Thank you very much. Bye.
00:16:25
Now you see that my email in the list appears in red.
00:16:33
In the Reading Pane, you can see that just above the content of the email the red bar appears with the name of the category.
00:16:50
Interesting to see that you can apply different categories to an email. There is a drop-down menu to select a category.
00:17:07
If you increase, you see the categories.
00:17:14
If your layout is this, the order is no longer available directly so you should right-click on a colum, Arrange by and you get the same menu I showed you before.
00:17:35
So you can also organize by categories here.
00:17:42
If you arrange it in groups, you can right-click and collapse all groups and now you have all your categories. This is another way to organize the view in terms of organization. All your emails are organized regarding the category.
00:18:06
All blue categories are here.
00:18:10
Right-click on a column header, Date and Show in Groups. Then you can close or resize.
00:18:32
The last thing that we can do
00:18:38
is to organize a little bit your inbox. You can assign a follow-up to an email. Right-click and after Categorize you find Follow Up. You can assign a follow-up today, tomorrow, this week or next week.
00:18:59
If you click on This week, there's a new flag that appears in the email.
00:19:06
If you increase there is a specific column for that. And if you ask the To-Do bar and Tasks, at the right Next Week, get the report completed, you get the email in the list available for you to have an action on this email
00:19:28
and perform what was requested from you on this email.
00:19:38
This way, you have
00:19:42
all the tasks they once completed. Click on the flag and the task appears as complete. It's a way to see exactly that this email needed at a certain point to be followed up, and now the action is completed.
00:20:03
and it's closed, that no action is required now.
00:20:15
You can close the taskbar to get back to normal. This was an overview of the few things that you can perform quickly to organize your inbox. Other things are available, a little more advanced.
00:20:38
To go further, you have the MOOC training to find other MOOC trainings. Thank you for attending this session, and I hope you will make the best use of this. Thank you very much. Bye.

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