Discovering Outlook Online Replay

In this video, you will learn about Outlook Online and how to navigate its features.
The video covers accessing the Microsoft 365 portal, using the Outlook app online, and organizing your email, calendar, and contacts.
It also introduces the new board feature for organizing activities and the ribbon layout for a simplified interface.
The video demonstrates how to manage your email items, create folders, and use right-click options.
Additionally, it explains how to use drag and drop to organize emails and view contact details.
This tutorial will help you become proficient in using Outlook Online for efficient email management and productivity.

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Available in Microsoft365

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and more specifically "Discovering Outlook Online". What can we do with it?

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Beforehand we have some instructions

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turn off call waiting,

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think about muting your mics or else

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everybody will be able to hear the noise behind you

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and keep your screen active at all times.

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If you let your computer go into sleep mode,

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you'll be automatically disconnected from this training session.

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So think of moving the mouse from time to time to remind the computer that you're still here.

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If you have any questions, do not hesitate to ask them.

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Just call me by my name.

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By the way, my name is Thomas

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Just ask your question, it will be better if we have a real interaction during this training session.

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Today we have 45 minutes to see how to login to the portal.

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On the portal, how can we access Outlook Online?

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We're going to see Outlook Web App,

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Outlook Online, and what we can do on it.

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Finally, we are going to see some little tips on Outlook to begin on it more easily.

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The objective today is to discover the Outlook Web App interface.

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I'm going to put it on the screen right now.

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As you can see, I'm on on my online Office portal.

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I can find all of my different applications and on the top left we have Outlook.

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But also in case Outlook's not here,

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you can click on the little online start menu, on the top left, the app launcher

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and here is Outlook.

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and if I click on "All apps" in the middle,

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I will find all of the applications I have access to with my user profile.

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And, on it, I easily find Outlook.

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I clicked on it, and now Outlook is open on my screen.

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Let's begin with the interface.

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What is on Outlook and what can I use?

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To begin with, on the top we have the ribbon.

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On the ribbon, we can create a new email, calendar, event or group

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and I can also mark all as read.

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On the right, I have the "Undo" button

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in case I've made a mistake for example, I marked as read.

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I'll be able to undo it, for example I delete it, undo and it will be right back.

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On the top right, we have "The new Outlook" functionality.

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If I click on it, my interface will change a little.

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As you can see, I have "Empty folder", "Mark all as read", "Undo", etc. on the top left.

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And "New message" on the far left.

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It's a different interface but we are not going to work on it today.

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We're going to use the old Outlook.

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Also on the left, I have the search menu.

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I have my folders

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and by clicking on something for example, "Deleted Items",

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I can find all the emails I have deleted on my Outlook Online.

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Let's go back to the inbox.

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I also have the search bar.

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If I click on it,

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I can search for an email from Amaury.

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I found Amaury and by clicking on it

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I will find all of the emails from him.

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I can search in all folders,

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in the inbox,

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in the conversations, deleted items on in the groups.

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From Amaury, Pierre, etc.

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I also have different options.

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Do I want to my email with attachment or not.

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If I select it,

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I only have one email from Amaury with an attachment.

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I can also change the date.

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Forever, this week, last week, etc.

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I can also select a range.

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If I click on other inbox, etc.

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I will be on the other folders.

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I can also search by subject

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for example, the subject is Teams.

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As you can see right here,

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I have all of my emails that contain "Teams" in the subject.

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But as you can see

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in "Alpha Project", we do not have Teams in the subject.

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If I click on it, Teams is directly in the email.

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because Outlook is capable of looking for the title,

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but it can also look for the subject (Teams)

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directly in the body of the email.

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Let's exit the search.

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I also have the possibility to click on Oliver Lodge

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and Groups

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and I have all of my different folders and groups.

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Because the Outlook groups are linked to Outlook

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and I can find them here directly.

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Now we are going to use a different things.

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On the top, we have the Filter.

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By clicking on Filter

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I can filter by all of my emails,

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the unread ones, etc.

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Let's try the unread one.

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Here, I can find all of my unread emails.

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I can also close it

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and filter once again

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only the emails that are flagged.

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I only have two of them, etc.

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So it is just a quick filter.

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I can also sort by date, from, to, subject, etc.

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Let's sort by "from".

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In here, I have "Alpha Project"

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then Amaury, etc.

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By going at the bottom, I will have different people.

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Let's wait a bit for it to load.

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Here I have construction site, Dina, FindTime, etc.

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So it will be in alphabetical order.

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I can show as messages or conversations.

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What's the difference?

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Messages are simple emails.

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Let's say you send an email: it will be in your sent box.

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The the person answers: you will receive the answer and that's all.

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But if you put in conversation mode,

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every time someone answers an email,

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by clicking on it, you will be able to see all of the conversation history

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during the email exchange.

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So instead of having different messages

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you will only have one with all the different messages directly in it.

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Then, let me show you the focused inbox.

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I click on it and I have Focused and Other.

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It's basically a filter directly in Outlook.

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What is the difference between Focused and Other?

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In Focused, you will find the important emails

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from coworkers, recognized companies, etc.

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In Other, you will emails that are not so important but aren't spams neither.

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In Other I can find Amaury Sylvestre in Teams

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because Amaury shared a document in Teams.

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It's not a spam because it's interesting

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but it's not a priority message.

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So it will be in Other.

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Outlook will learn what you do.

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Let's say in Other, every time you read emails "X in Teams"

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and then you put it in Focused

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and do that every time for a little while,

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Outlook will understand that you want the emails from Teams in the Focused inbox.

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Another example:

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Alpha Project, every time you do not read them and just delete them,

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after a while, it will directly go in Other

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and in Other, if you delete all emails without reading them

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they will go, after a while, in the spam inbox.

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So Outlook will learn with what you do in your inbox.

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Then we can right-click on an email and there are many possibilities.

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I can reply to this email, reply to all the people in the email, and forward it to someone.

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I can delete my email or archive it.

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I can mark it as unread or flag it.

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Mark as junk or ignore it.

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Move to Other inbox,

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always move to Other inbox.

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So if you do not want to wait for Outlook to understand what you want to do

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you can always move to Other inbox.

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I can move to Other inbox

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Steven, inbox, training, conversation, clutter, etc.

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I can categorize. What is a category?

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With the Categorize option

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I have the possibility to put a little code on my email.

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For example, let's go on it and click on "Manage categories" at the bottom.

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Here, I can add a new category.

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Let's call it "Omega Project".

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By clicking on left on the little white square, I can select a color.

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I will select the pink one.

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Then I click on OK.

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OK again.

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Now, right-click on an email. Let's look for real email

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Not an invitation.

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Let's take this one.

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Right-click, then categorize

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and let's select Omega Project.

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Now I have on the right, on my reading screen,

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Omega Project with a pink rectangle.

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I also have it in the inbox.

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So by using this, you can quickly find your emails.

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And if you right-click, categorize, you can put multiple categories.

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Categorize, yellow. I have 3 categories right here and 3 categories on the left as well.

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In the filter, I can sort by... We do not have categories here

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but if we want to we will be able to find them rather quickly

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because of the different color code.

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I can find my emails:

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I know that pink is for Omega Project and without looking at it, I know it's Omega Project.

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Let's continue with the right-click.

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Here, I have "Create rule".

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By clicking on it,

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I will be able to create a new inbox rule.

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Let's give it a name. Let's call it "Quick move".

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Then I ask to look for specific conditions.

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If I click on the first condition

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I ask multiple things: it was sent or received,

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includes these words, my name is, it's marked with,

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Its size is within a specified range, it's received within a specified date span or apply to all messages.

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Let's select "It was sent or received",

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received from Amaury Sylvestre.

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We already checked that.

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"Do all of the following".

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I want to move it or I can pin it, mark it, forward it.

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So I want to move it to the drafts.

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"Add action".

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I want to mark the message with a category.

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And I want the Blue category.

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Then, "Except if it matches any of these condition": I can add exceptions.

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For example, if it's marked with importance, let's say "High".

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After this, either I stop processing more rules

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or I can continue to process rules even if the emails have already been moved.

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I click on OK.

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From now on, every new email that I receive that matches those conditions

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will automatically be sent to the Drafts folder on the left.

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Right-click,

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I can show in immersive reader.

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If I click on it, my email is now in a specific reader.

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Once again, right-click

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"View message details" or "Assign policy".

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I can delete it after a specific time

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for example, every year every email will be deleted as specified in the "1 Year Delete".

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If you have any questions do not hesitate to ask them.

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Now, we're going to see how to create a new message.

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If I want to create a new message

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I go at the top in the ribbon, but because I selected a message

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my ribbon has new features.

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I can delete it, archive it, put it in the junk,

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sweep it, I can move it to Other inbox,

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categorize it, and with the ellipsis, I find the different possibilities that I had before.

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Now, let's click on New to create a new email.

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On the right, I have the place where I write the email,

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I will send it to Amaury.

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I can add a carbon copy

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but also, on the top right I have "Bcc"

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and I can add the blank carbon copy,

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which means that I will be able to send an email to someone as a copy

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but the original recipient won't be able to see that I have added people in carbon copy.

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I can add a subject, I will put "Hello All!".

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and "Please find...".

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In my email, at the bottom, I can change the format and the font.

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For example, let's select that.

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It will take a few seconds to load, let' select Century Gothic and it will change.

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Put it in bold, italics, underline, highlight...

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But also change the color of the font,

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I can add bullets, numbering, etc. I have a lot of possibilities.

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At the bottom I can send my email, discard it,

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I can attach files from my computer or from a cloud location.

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What is a cloud location?

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If I want to, I can select a file from my SharePoint or OneDrive

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and I will be able to send it directly here with a sharing link.

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If I click on it

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I have my files, I select "Book 1".

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"Next". It will ask me if I want to share it as a OneDrive link or attach as a copy.

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If I attach it as a copy, it will be a copy

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that I send to Amaury.

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If he edits the document, it won't be edited for me

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because it's only a copy.

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But if I share it as a OneDrive link, Amaury will be able to edit the document

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and this document will be edited for me as well because it's a shared document.

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I can add pictures,

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little emojis,

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and share my availability.

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If I click on it, I can select availability,

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click on insert and say that I'm available today from 9 AM to nearly 12 PM.

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Then I can choose to have the formatting options or not.

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And with the little arrow, I can save as a draft, insert my signature,

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show from, check names, set importance, switch to plain text,

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shows message options and check for accessibility issues.

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If I click on "Show message options"

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I can request a delivery receipt,

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I can request a read receipt,

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encrypt this message, digitally sign this message or add sensitivity.

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I cancel it but if I want to I can send it

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which I won't do here because it's only a demonstration.

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Now we're going to use some of the options in the parameters of Outlook.

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On the top right, there is a little cog.

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If I click on it, different parameters and options appear.

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To begin with, on the top, I have "Automatic replies".

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By clicking on it, I can create an automatic reply for when I'm out of the office.

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I click on "Send automatic replies".

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I can either send them whenever, beginning right now

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or I can send replies only during this time period.

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Let's check that.

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Start date: today at 6 PM

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to the 15th at 9 AM.

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I can block my calendar for this period, let's do that,

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and the title will be "On vacation".

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I can automatically decline new invitations occurring during this period

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and decline and cancel my meetings during this period, let's do that as well.

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Select which message to use when declining or canceling events during the period.

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So I can create a message if I want to.

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I can use a reply for people inside or outside my organization or create a message to include the reply.

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At the bottom I can add the message that will be automatically sent to people who send me emails.

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"Hii, I'm away for a few days. Please leave or contact Pierre Skolil for any request. Thanks"

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I can also send automatic reply messages to senders outside my organization.

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If I check I will have to create a new message.

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I click on OK at the top left. From this evening at 6 PM until the 15th at 9 AM

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I won't be available and my meetings will be canceled, etc.

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Let's close this.

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There are other options, but the one I want is not here.

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In "Search all settings", I can put for example, "signature".

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As you can see, "Email signature" is right here.

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Here. I can choose to write my signature.

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By default it's "Best regards, Oliver".

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I can automatically include my signature on new messages I compose

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or automatically include my signature on messages I forward or reply to.

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I create my signature and click on OK.

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Now if I create a new email I see "Best regards, Oliver" with the signature.

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Let's continue.

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Now we have the display settings.

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It is what I want my interface to look like.

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For the Reading pane: on the right, at the bottom or hide it.

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But also for the message list:

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choose how to display your messages, sender name or subject first

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show preview text or hide it.

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I have different display settings. I won't go through all of them

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because it is how you want them to be so it's not specific parameters,

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it is only what you want to do, and what you want to add directly in Outlook.

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I will let you check on that yourself.

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At the bottom, I can change my theme.

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You have the little construction bricks and if I click on that

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at the top I have construction bricks, etc.

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I click on some of them and it will automatically change.

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Let's change to the one I had before,

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Let's say a light blue, it's good.

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I choose it, I save.

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And now everything changes to light blue:

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on top of the ribbon, the little marker in the inbox or even my emails

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an even my text on the right.

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Everything changed from dark blue to light blue. If I select dark orange,

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everything is dark orange now.

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So it's a quick way to change my display.

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Let's go back to our PowerPoint.

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Today we saw the portal, portal.office.com,

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and the online Start menu with all my apps here.

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In Outlook we looked at the file explorer

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and with the right-click I can enable all of the possible actions.

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The cog icon is for the settings.

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If you have any questions right now, do not hesitate to ask them.

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If you don't have questions, I thank you for being here today with me.

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Make good use of it.

Mandarine AI: WHAT YOU SHOULD KNOW