Outlook Tips and Tricks - Part 1

welcome to the course 25 must know outlook tips and tricks my name is tom fergalli and i'm a microsoft certified trainer so in this course i want to show you many ways to use outlook to be more efficient with your email and your calendar and different aspects of microsoft outlook so this powerpoint presentation should be available with the course i'm going to go ahead and close at a powerpoint and i'm going to go into outlook by the way i try to make the mouse bigger for you so you can find my mouse and sometimes i'll make a mouse do that so you can find my mouse that way so i'm going to minimize powerpoint and we'll go into outlook so my my outlook icon is down at the bottom here i'll pick on outlook now notice when i go into outlook i see some shortcuts over here and my calendar my messages and my tasks so this is called outlook today it just kind of gives me an overview of everything i have in outlook so let me show you how you can make it so outlook today is the first thing that you see when you go into outlook on the bottom of my window i'm going to pick in the three dots over here and i'll pick in the word shortcuts and then you get this window over here i'm going to click on outlook today so this is called outlook today then i'm going to come way over here to the right and i'll click on the three dots over here customize outlook today okay good and then i'm gonna make sure this is checked when starting good directly to outlook today so that's the first thing that you'll see when you go into outlook you can decide which messages that you're going to see you you you can decide how many days of your calendar you're going to see you can see what tasks you can list what tasks you're going to say and then you can change your style of outlook today so i'm going to come over here and pick on save my changes and now once again let me close out of outlook let me go back into outlook now and notice the first thing you see is outlook today so you're picking the three dots at the bottom you pick on shortcuts and then outlook today over here and you're picking the three dots over here where it says customize outlook today and you make sure it is checked right there and then you're going to save your changes now i'm going to go into my inbox now all right the next tip i'd like to show you is something that's called the reading paint the reading pane helps me read the emails a little bit quicker so i'm going to pick on my inbox and then if i check on an email notice how the email shows up down at the bottom this is called the reading pane let me turn the reading pane off i'll click on view and i'll pick on the three dots over here and so actually uh let me turn the reading pane off i'm going to pick on the home menu and then i'm going to pick in the three dots over here so i'm gonna pick on the home menu then i'm gonna so i'd like to turn the reading ping off for a second i'm going to pick on the view menu i'll pick in the word layout i'll pick the word reading pane and i want to turn it off so right now to read an email i have to double click on the email double click and it opens it up in a separate window as you can see i'll close that email so every time i have to read the email i have to double click on it let me turn the reading pane back on again so i'll pick on the view menu and then layout and then reading pane and i'll pick on the word right notice how the reading pane is now on the right hand side so now i can just click on the email and see it over here so i'm saving a lot of time right helps me get through my emails a lot quicker when i have the reading pane on if you notice my mouse i can move this back and forth to adjust the size of the reading paint personally i like it on the bottom so i'll pick on the word layout on the view menu and i'm picking the word reading pain i'll pick on the word bottom and now here it is down here so again i can quickly go through the emails without having to double click on the emails it allows me to go through the emails a lot quicker so that's the reading pane if you notice my mouse right now i can move this up or down to resize the reading pane [Music] next i'd like to talk about how to sort the emails so on outlook whenever you have this kind of list where the column headings are up at the top you can just click on one of those headings so i'll pick up the word from and now sort it by who sent me the email if i pick on the word from a second time it'll be sorted in reverse order so i can click on any of these headers and then it'll sort by that column if i click on that header a second time it'll sort in reverse order so that's the normal sort now let me show you an advanced sort so this will help you go further with your sort in this case i'm going to pick on the view menu and i'll pick in the word current view and then i'll pick in the review settings and we're going to see this window a couple times during this class so i'll pick in the word sort here and now i can sort by up to four fields all right so i want to store it first by the from and then within from maybe i want to sort it by the receive date now there's many fields in outlook but most of them have common sense names so i'll pick another received and then each one of these can be ascending or descending independently and you have up to four sort fields so i'll click okay and click okay again so now it's sorted by who sent me the email so notice within microsoft it that's sorted by the receive date so to do a more advanced sort i can pick on the view menu and say current view pick in the word view settings and then you get this window i'll pick on the word sort there and you can pick up the four fields and each one could be sort of independently either ace thing or descending in this case i'm going to pick in the word clear all and now it's back to the normal sort which will be by the received date i'll click ok and then click ok again and you can see it's back to being by the receive date so now the next thing i want to show you so now the next thing i want to show you is uh the filter i can search up here so i'll type in the word microsoft there and then hit the enter kit it'll then show me all the emails that have their microsoft either in the from or in the subject or in the body so that's a quick search right now here's something relatively new uh if you follow my mouse i can click on this arrow and then you have some more choices even here i could say add more options so in this case you can do a little bit more of an advanced filter all right so did you see what we did we could type in an area right there or i can click on this pull down and then you know you have other ways to search the emails thank you for watching this video if you liked it please like share comment and subscribe to my channel if you really liked it please click on the thanks icon that looks like this below this video to support the channel please check out some more of my 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