Outlook - Using conversation mode Tutorial

In this video, you will learn about having a conversation within a group using the conversation mode in Microsoft 365. The video covers how to consult conversations, respond to messages, start a new conversation, and view group members.
This will help you effectively communicate and collaborate within a group using the group application in Outlook Online.

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Available in Microsoft365

Objectifs :

This document aims to provide a comprehensive understanding of how to organize email messages in Outlook by using the conversation view feature. It will guide users on how to enable this feature, manage conversations, and enhance their email management experience.

Chapitres :

Introduction to Email Organization in Outlook
By default, email messages in your Inbox are organized by date. However, Outlook offers an alternative method to organize these messages by conversation. This feature allows users to group related emails together, making it easier to follow discussions and manage email threads.
Enabling Conversation View
To enable conversation view, navigate to the View tab in Outlook. Here, you can select whether to display your messages as conversations. When you enable this mode, Outlook will prompt you to choose if you want to apply this setting to all mailboxes or just the current folder.
Understanding Conversation Grouping
When conversation mode is activated, messages that share the same subject line are grouped together in the message list. Within each conversation, the messages are sorted with the most recent message appearing at the top. This means that when you receive a new message, the entire conversation will move to the top of your message list, ensuring that you see the latest updates first.
Navigating Reduced Conversations
In conversation view, reduced conversations are indicated by an arrow pointing to the right. If a conversation has developed further, it will show an arrow pointing downwards. Clicking on these arrows allows you to expand or collapse the conversations. When expanded, the list displays not only the received items but also the messages you have sent, providing a complete view of the conversation.
Benefits of Conversation View
Using conversation mode significantly reduces the number of emails visible in your mailbox, making it easier to read and manage emails from the same conversation. This streamlined view helps users focus on relevant discussions without being overwhelmed by individual email threads.
Customizing Conversation Settings
You can further customize how conversations behave by clicking on the desired options in the Conversation Settings menu. This allows you to tailor the conversation view to better suit your email management preferences.
Conclusion
In summary, organizing emails by conversation in Outlook enhances the user experience by grouping related messages together, simplifying navigation, and reducing clutter in the inbox. By enabling and customizing conversation view, users can improve their email management efficiency.

FAQ :

How can I organize my emails in Outlook?

You can organize your emails in Outlook by grouping them by date or by conversation. To do this, go to the View tab and select your preferred option.

What is conversation mode in Outlook?

Conversation mode is a feature in Outlook that groups related email messages together, allowing you to see all messages in a thread in one place, with the most recent message at the top.

How do I enable conversation mode for all mailboxes?

When you enable conversation mode, Outlook will ask if you want to apply this setting to all mailboxes or just the current folder. You can select your preference at that time.

What does the arrow in reduced conversations indicate?

The arrow pointing to the right indicates that there are additional messages in the conversation that can be expanded. An arrow pointing downwards shows that the conversation is expanded and can be collapsed.

Can I customize how conversations are displayed?

Yes, you can customize the conversation behavior by clicking on the options available in the Conversation Settings menu.

Quelques cas d'usages :

Managing Email Threads in a Corporate Environment

In a corporate setting, using conversation mode can help employees manage email threads more effectively. By grouping related messages, employees can quickly follow discussions without sifting through individual emails, improving communication efficiency.

Reducing Inbox Clutter

For professionals who receive a high volume of emails, enabling conversation mode can significantly reduce inbox clutter. This feature allows users to view fewer items at a glance, making it easier to prioritize and respond to important messages.

Tracking Project Discussions

When working on projects that involve multiple stakeholders, conversation mode helps keep all related communications organized. Users can easily access all messages related to a specific project, ensuring that no important information is overlooked.

Improving Email Response Times

By utilizing conversation mode, team members can quickly identify the latest updates in ongoing discussions, leading to faster response times and more efficient collaboration.

Glossaire :

Inbox

The main folder in an email application where incoming messages are stored.

Grouped

The organization of email messages based on specific criteria, such as date or conversation.

Conversation

A series of email messages that are related to the same subject or thread, allowing for easier tracking of discussions.

View tab

A section in the email application interface where users can adjust how their messages are displayed.

Conversation mode

A feature that organizes email messages by grouping related messages together, showing the most recent message at the top.

Message list

The area in the email application where all email messages are displayed.

Reduced conversations

A compact view of email threads that shows only the most recent message and an indicator for additional messages.

Conversation Settings menu

A menu that allows users to customize how conversations are displayed and managed in their email application.

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in your Inbox are grouped and organized by date,

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but you can also choose to organize them by conversation.

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In the View tab, you can select whether or not

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to display your messages as conversations.

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And when enabled, Outlook asks if you want

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to enable this mode for all mailboxes

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or only for this folder.

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When conversations mode is enabled,

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messages that share the same object appear together

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in the message list.

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The messages within each conversation are sorted

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with the most recent message at the top.

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When receiving a new message, it is the entire conversation

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that moves to the top of the message list.

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Reduced conversations appear

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with an arrow pointing to the right,

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conversations developed with an arrow pointing downwards.

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Click it to expand or collapse conversations.

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When it is expanded, the list of messages displays

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the received items, but also the items you have sent.

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You can select them to display them.

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The display in conversation mode reduces the number

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of emails in your mailbox and makes it easier

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to read mails from the same conversation.

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You can change the conversation behavior

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by clicking on the desired options

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in the Conversation Settings menu.

Mandarine AI: WHAT YOU SHOULD KNOW

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