Outlook Online - How to filter and sort your emails Tutorial
In this video, you will learn how to filter and sort your emails in Outlook.
The video covers the different ways to sort and filter your inbox, including using the Focused Inbox feature.
It explains how Outlook determines what emails are considered "Focused" and how to disable this feature if desired.
The video also demonstrates how to use filters to display specific items in your inbox, such as unread messages, flagged messages, or messages with attachments.
Additionally, it shows how to sort your emails by date, sender, size, importance, or subject.
Learning these techniques will help you efficiently manage your emails and find the information you need.
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Objectifs :
This document aims to provide a comprehensive overview of how to effectively sort and filter emails in the Outlook Web App, enhancing user productivity and email management.
Chapitres :
-
Introduction to Email Management in Outlook
Managing a high volume of emails can be challenging. The Outlook Web App offers various tools to help users sort and filter their inbox efficiently. This guide will explore the features available for organizing emails, focusing on the Focused Inbox, filtering options, and sorting methods. -
Understanding Focused Inbox
The Focused Inbox feature in Outlook separates your inbox into two tabs: Focused and Other. - **Focused Tab**: Contains your most important emails. - **Other Tab**: Houses less critical messages, such as newsletters, making them easily accessible but out of the way. **How Does Outlook Determine Focused Emails?** Outlook analyzes your email history, considering the types of messages you receive, their content, and your most frequent contacts. It then curates a list of emails you are likely to read and respond to. If you prefer not to use the Focused Inbox, you can disable it through the settings in the Outlook Web App. -
Using Filters in Outlook
Filters allow you to define specific criteria for the emails you want to view. This is particularly useful when searching for particular messages within folders like Inbox or Sent Items. **How to Apply Filters:** 1. Click the **Filter** button located in the top right corner of your message pane. 2. Choose from the predefined filter options: - **All**: Displays all messages without filters. - **Unread**: Shows only unread messages. - **Flagged**: Displays messages marked for follow-up. - **To Me**: Shows messages sent to or copied to you. - **With Attachments**: Displays messages that include attached files. - **Mentions Me**: Highlights messages that specifically call your attention using the '@' symbol. -
Sorting Emails in Outlook
Sorting allows you to rearrange the display of emails in your message pane. By default, emails are sorted by date in descending order, meaning the newest messages appear at the top. **Sorting Options:** To sort your emails: 1. Click the **Filter** button in the top right corner of your message pane. 2. Select the **Sort** option. You can sort emails by: - **Date**: Default view, showing the most recent messages first. - **From**: Groups messages received from the same sender. - **Size**: Sorts emails based on their size. - **Subject**: Arranges messages alphabetically by subject. - **No Subject**: Messages without a subject line will appear first, followed by those with subjects in alphabetical order. -
Conclusion
Effectively managing your inbox in the Outlook Web App is crucial for maintaining productivity. By utilizing the Focused Inbox, applying filters, and sorting emails, users can streamline their email experience. These features not only help in organizing emails but also ensure that important messages are prioritized, making email management more efficient.
FAQ :
What is the Focused Inbox in Outlook?
The Focused Inbox is a feature that organizes your inbox into two tabs: Focused, which contains your most important emails, and Other, which holds the rest. This helps you prioritize your email management.
How does Outlook determine which emails are focused?
Outlook analyzes your email history, considering the types of messages you receive, their content, and your communication patterns with other users to decide which emails are most likely to be important to you.
Can I disable the Focused Inbox feature?
Yes, you can disable the Focused Inbox feature in the Outlook Web App by going to the settings menu.
What are some predefined filters available in Outlook?
Predefined filters in Outlook include options to view all messages, unread messages, flagged messages, messages sent to you, messages with attachments, and mentions that call your attention.
How can I sort my emails in Outlook?
You can sort your emails by clicking the Filter button in the top right corner of the message pane and selecting your preferred sorting option, such as by date, sender, size, or subject.
What happens if I sort by size in Outlook?
Sorting by size will arrange your emails based on their file size, allowing you to quickly identify larger messages that may take up more storage space.
Quelques cas d'usages :
Managing High Email Volume
In a busy work environment, using the Focused Inbox feature can help professionals prioritize important emails, ensuring they respond to critical messages promptly while keeping less urgent emails accessible.
Organizing Project Emails
When working on a project, team members can use filtering to display only emails related to that project, such as flagged messages or those with specific attachments, improving collaboration and efficiency.
Email Cleanup
By sorting emails by size, users can identify and delete large attachments or unnecessary emails, freeing up storage space and keeping their inbox organized.
Follow-Up Management
Using flagged messages, professionals can easily track emails that require follow-up, ensuring that important tasks are not overlooked and deadlines are met.
Quick Access to Important Contacts
By filtering messages to show only those from specific users, professionals can quickly access communications from key contacts, streamlining their workflow and enhancing productivity.
Glossaire :
Outlook
A personal information manager from Microsoft, primarily used for email communication, calendar management, task management, and contact management.
Focused Inbox
A feature in Outlook that separates your inbox into two tabs: Focused and Other, prioritizing important emails in the Focused tab.
Predefined filters
Filters that are built into the Outlook Web App, allowing users to quickly sort and display emails based on specific criteria.
Sorting
The process of rearranging the display of items in the message pane, typically by date, sender, size, or subject.
Filtering
The act of defining specific criteria to display only certain items in a view, such as unread messages or messages from a specific sender.
Message pane
The area in the Outlook Web App where emails are displayed, allowing users to read and manage their messages.
Flagged messages
Emails that have been marked for follow-up or review, making them easier to find later.
Attachments
Files that are sent along with an email message, which can include documents, images, or other types of files.
At symbol (@)
A character used in email addresses and to mention users in messages, indicating a specific person or topic.
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