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this is the only introduction you'll
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ever need to master Microsoft outlooks
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key functionalities which is by the way
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a lot more than just emails so by the
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end of the video you know more about
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Outlook than probably 90% of your
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colleagues or friends I've been using
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outlook for more than 10 years and can
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tell it's easier than you might think
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but at the same time there are so many
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hidden but super useful and convenient
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functionalities that very few even
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Advanced users know but every one
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including you can highly benefit from so
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let's discover outlooks Essentials and
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some Insider tips and start off with
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setting up Outlook in most cases you
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will already have an active Outlook
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account and can start working with it
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right away but in case you would like to
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connect your account to your outlook
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desktop app for the first time or in
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case you would like to add a second or a
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third account to your Outlook app you
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need to open the desktop app on your
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computer to add a second or third email
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account to Outlook you need to go to
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file and add account this will open
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another window that guides you through
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the process in case it's your first
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account you're adding this window will
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pop up right after having opened the
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Outlook app in the first place now you
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just need the respective email address
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and let Outlook automatically set up
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your account I recommend not choosing
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the manual setup since this is lot more
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complex Technical and tedious during the
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process you might be required to enter
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your password if it's the first time
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you're setting up this account and I
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would recommend remembering the
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credentials so you don't have to type
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them in every time you open Outlook
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finally you asked if you would like to
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add another account if not you can just
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finish and click done and potentially
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add another account anytime in the
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future to finish your setup I have a
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little bonus tip that lets you come
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across like a real power user right from
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the beginning if you're not yet using
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the dark Microsoft offer theme you you
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can change this by going to file down to
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office account and to office Theme by
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choosing the dark gray or Black theme
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your outlook and all other office apps
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will change their look which makes it
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easier to read especially in the morning
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and evening hours when your surroundings
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are a bit darker than your screen once
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you have set up your account you will
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see the default Outlook interface with
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five main areas at the top you have
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different tabs that help you to manage
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your emails or organize and customize
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your inbox we are going to cover the
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essential tabs being the home folder and
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view tab later on the second key area is
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the inbox view on the left hand side
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which shows different folders of the
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account you're currently using next to
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this you can see the list of emails in
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your inbox sorted by date as well as the
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biggest area the reading pane that shows
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the email that you have selected from
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your list finally there is the fifth
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main area which is the navigation bar at
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the very left or at at the bottom of
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Outlook if you currently have it on the
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left but would like to move it back to
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the bottom or vice versa just go to file
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options Advanced and check or uncheck
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the Box saying show apps and Outlook
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underneath the very top section Outlook
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Paints the navigation bar is super
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helpful to quickly chump between
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outlooks key functionalities which are
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emails the calendar your contacts and
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tasks you can either just click on the
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respective icon or jump from Outlook to
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the calendar by clicking control+ 2 to
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the contact list by clicking Control
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Plus 3 and to the to-dos with control+ 4
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and back to emails with control
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one starting with emails the most
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important feature are obviously sending
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and receiving emails as long as you are
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connected with the internet and have set
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up your account properly you should
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automatically be receiving emails since
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Outlook regularly checks in the
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background if something has arrived for
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you in case you would like to check
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manually you can either just press F9 or
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go to the send and receive Tab and click
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send and receive all folders in case you
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receive an email with a meeting invite
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you should always send an answer to the
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sender you do that by using the four
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buttons at the top right to either
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accept the meeting accept it tentatively
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decline it or suggest an alternative
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timing you always have the option to
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edit and add a response to the sender
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just send your response without text or
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just accept tentatively accept or
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decline without sending a response I
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would never recommend doing the letter
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since this leaves a sender in the dark
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as to whether you're participating or
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not to send an email you just need to
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click on new email the very first icon
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on the top left under the home tep or
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use the shortcut control+ n then a new
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window pops up first you can choose from
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which email account you would like to
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send the email to in case you have set
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up several ones in your Outlook app and
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second you can insert one or more
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recipients and people in CC which means
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those are being copied onto the email
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but are not directly addressed when
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adding several people you separate the
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email addresses with a semicolon having
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entered the subject of the email and the
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message below you can click Send in case
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you would like to increase the
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importance of your email and make it pop
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in the recipient inbox you can set it to
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high importance by clicking on the red
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exclamation mark to attach one or
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several files to your email you need to
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click on attach file in the middle of
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the message tip it will show you a list
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of your recently used files but most
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commonly you will need to browse your
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computer and use the file explorer to
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choose the file you want to send
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alternatively you can also just drag and
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drop it from its location to your email
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going back to your email inbox you might
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have noticed that all your emails are
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sort by date it is as it says on top
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right of your messages preview bar to
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get a better overview you can fold in or
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out your emails by day or week but you
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can also use a different sorting method
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by clicking on the button that currently
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says by date for example you could
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choose to sort the emails by sender
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attachment or flag flags are a way to
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add reminders to your individual emails
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so whenever you hover above an email in
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the preview pane a small flag will
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appear on the right Side by left
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clicking a follow-up reminder with today
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as a due date will be set by right
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clicking on the flag you will be able to
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choose the due date or customize the
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flag its purpose start and end date as
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well as when you will receive a reminder
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you might have seen already that the
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preview pane has two tabs or views
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itself being focused and other having
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the focus view you will see all of your
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important emails from known contexts or
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that have exchanged emails in the past
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already whilst in the other tab you will
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receive emails from less known or almost
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spammy contacts but if you would like to
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get rid of those two tips you can go to
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the overall view Tab and then uncheck
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show focused inbox instead of focus and
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other you will now have the all and the
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unread view of your inbox staying on The
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View tab for a moment you can also
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change the message preview so the length
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of each message that will be shown in
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the preview pane the default is one line
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but you can change change it to two or
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three or turn it off this might be
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useful if you also want to change the
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layout of some of the other panes which
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you can also do Under The View tab under
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layout first you can decide if you want
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to minimize the folder pane or keep it
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open second you can choose to show the
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reading pan at the right as per default
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at the bottom or turn it off completely
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and third you can add other useful bars
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to the right hand side of Outlook namely
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the calendar contacts or your tasks one
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final very useful setting that I love is
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to make your emails and Outlook appear
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as conversations which can be done by
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checking the box that says show as
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conversations I recommend choosing all
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inboxes so all emails from the same
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email chain will be shown as one line
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item that you can unfold to view all
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emails from the chain I believe this
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helps to keep an overview and have all
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emails on the same topic at one place
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instead of scrolling up or down to find
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the related ones you're looking for
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what's also important is to know how to
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handle folders and Outlook there are
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quite a few on the left side in the
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default Outlook setup for example the
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inbox drafts or send items but you can
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also create additional folders to
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organize your emails by topic project or
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sender just do right click on the Inbox
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and choose new folder that you can name
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now you can pull individual emails into
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that folder and sort them bya drag and
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drop or by right clicking on the
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overarching folder and choose to sort
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the subfolders from A to Z in case
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you're not sure anymore where to find an
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email you can use the search bar on top
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very basic you can just type in anything
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related to the email such as title or
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content or you can use specific prompts
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such as from and then mention a specific
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sender or has attachment yes or no
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taking a quick break here let me know in
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the comments if you like this tutorial
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so far and if you would like to see part
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two on my channel also don't forget to
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subscribe to my newsletter by the link
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in the description to receive regular
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quick tips and advice on Microsoft tools
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and how to become more productive at
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workor the calendar is Outlook second
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essential functionality that has four
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main areas on top very similar tabs to
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the inbox view on the top left is a two
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or more month mini calendar overview
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below your own calendars from the email
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accounts you have added to Outlook as
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well as the ones of your team in case um
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you work in an organization that has
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enabled this View and on the right your
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calendar
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overview by default usually a whole week
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is shown but you can change this by
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choosing a different time frame at the
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top either to show a single day a work
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week only or an entire month usually I
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prefer to show a work week so I know at
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one glance what's going on in that week
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to set up a meeting you can e e click on
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the button for new appointment or
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meeting on the top left an appointment
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does not include any other participants
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whilst a new meeting has line items for
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required and optional participants but
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in case you click on a new appointment
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you can always add others by clicking on
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the button to invite attendees once you
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have entered the title participants and
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location and set the start and end time
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you send the invite by clicking save and
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close now the invite will appear in your
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calendar overview and in the inbox of
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the attendees you have added a very
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useful feature I'm using in particular
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to organize my calendar is outlook's
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ability to categorize meetings or emails
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I prefer to have a nice overview that
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helps me spot meetings with different
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importance or participants at one glance
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so you can set different categories when
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having an invite open by clicking on
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categorize outlooks default categories
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look bit different but you can tailor
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them to your needs by clicking on all
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categories your outlook contact list
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might be pre-filled by your company's
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contacts so your colleagues or it's
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empty and you can add contacts from
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emails or from scratch to add a contact
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from an email you need to open an email
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where the person is shown in the from to
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CC or BCC line then right click on the
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name of the person and select add to
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Outlook contacts you might want to add a
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few addition additional details and
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click save and close to add a contact
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from scratch you can click on new
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contact in the contacts tab fill the
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contact details and save and close again
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and finally there is the task View and
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Outlook that shows an overview of your
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tasks reminders and other flags that you
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have set based on your emails or
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meetings like the email preview pane
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there is a task preview pin that lists
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all of your tasks and once you select
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one the respective email or meeting that
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you have taged or flagged will be shown
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on the right hand side in the beginning
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I mentioned that by watching this video
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you will know more about Outlook than
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90% of your colleagues but there's even
00:12:41
more tips and tricks that will get you
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to
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99% so check out this video where I'll
00:12:47
share some of the most useful Outlook
00:12:50
productivity tips for you to make your
00:12:52
life even more easier and efficient
