9 AMAZING Features of the New Outlook in Microsoft 365
Summary
TLDRThe video script introduces a new version of Microsoft Outlook, highlighting its sleek and minimalist design that closely resembles the web version. Key features include an easy upgrade process from the old version, a simplified ribbon interface with an option to switch back to classic, customizable appearance settings, and a settings tab now conveniently located at the top right corner. The integration with Microsoft To-Do is improved, allowing users to add tasks and events directly from emails. The snooze email feature helps manage the inbox by setting reminders for later action, while pinned emails ensure important messages are easily accessible. The scheduled send feature allows for emails to be sent at specific times, reducing potential stress for recipients. Additionally, the new Outlook offers enhanced categorization of emails for better organization. The presenter, Jonathan Edwards from Integral IT, encourages viewers to try the new Outlook for themselves.
Takeaways
- 🔄 **Easy Upgrade Process**: You can now upgrade to the new Outlook version directly from the application without needing IT department assistance.
- 🔙 **Revert Option**: If you don't like the new Outlook, you can easily switch back to the old version without reinstalling the software.
- 🌟 **Sleek Design**: The new Outlook features a minimalist and sleek design, closely resembling the web version for a consistent user experience.
- 🔀 **Ribbon Customization**: Users can easily switch between a simplified and classic ribbon, with the option to choose different densities for email layout.
- 🎨 **Appearance Settings**: The new Outlook allows for more personalized appearance settings, including themes and color schemes.
- 📅 **Microsoft To-Do Integration**: The new version has improved integration with Microsoft To-Do, allowing users to add tasks and events directly from emails.
- ⏰ **Snooze Emails**: A new feature allows you to snooze emails until a specific time, helping with time management and reducing inbox clutter.
- 📌 **Pin Emails**: Important emails can now be pinned to the top of a folder for easy access and reference.
- ✉️ **Scheduled Send**: You can schedule emails to be sent at a later time, ensuring they are received when the recipient is most likely to be working.
- 📊 **Categorize Emails**: The new Outlook enhances the categorization of emails with a cleaner design and better visibility of category tags.
- 🚀 **Overall Improvements**: The new Outlook version brings a host of user-friendly features aimed at improving email management and productivity.
Q & A
What is the new feature in Microsoft Outlook that allows users to try the updated version without contacting the IT department?
-The new feature is a toggle switch located at the top right-hand corner of the Outlook interface labeled 'Try the new Outlook.' Users can simply switch it on to upgrade to the new version and off to revert to the old version.
How does the new Outlook's design compare to its previous version and the web version?
-The new Outlook has a sleek, minimalist design that closely resembles the web version of Outlook. This similarity indicates Microsoft's direction towards a more unified experience across different platforms.
What is the simplified ribbon feature in the new Outlook and how can users switch between it and the classic view?
-The simplified ribbon is a streamlined version of the traditional toolbar at the top of Outlook, offering a cleaner look. Users can easily switch between the simplified and classic views by using a dropdown menu.
What are the different email view densities available in the new Outlook?
-The new Outlook offers three email view densities: Cozy, Compact, and Roomie. These allow users to adjust the size of the email previews to their preference.
How has the settings tab in the new Outlook changed from previous versions?
-In the new Outlook, the settings tab has moved from its previous location to the top right-hand corner of the interface, making it more accessible.
What are some of the appearance settings that users can customize in the new Outlook?
-Users can customize the theme, including light and dark modes, and choose from various solid colors or other themes to personalize the appearance of Outlook.
How is the new Outlook integrated with Microsoft To-Do?
-The new Outlook has a more seamless integration with Microsoft To-Do. Users can add tasks directly from Outlook, and even drag emails into the To-Do list to create tasks or calendar events.
What is the snooze email feature in Outlook and how does it help with time management?
-The snooze email feature allows users to temporarily remove an email from their inbox and have it redelivered at a specified later time. This helps users to manage their tasks and focus on the most urgent emails first.
What is the pin emails feature in Outlook and how does it benefit users?
-The pin emails feature allows users to keep important emails at the top of a folder for easy access. This is useful for emails that are frequently referred to or needed for quick access.
How can the scheduled send feature in Outlook help reduce stress for recipients who work at different hours?
-The scheduled send feature allows users to set a specific time for the email to be delivered, ensuring that it arrives when the recipient is most likely to be working. This can prevent unnecessary stress for recipients who might be off-duty.
How have categories in the new Outlook been improved and what benefits do they offer?
-Categories in the new Outlook have a cleaner design and better organization. Users can create new categories, assign colors, and easily categorize emails, making it simpler to manage and find specific emails.
What is the recommendation for users who have not yet tried the new Outlook?
-The recommendation is for users to try the new Outlook for themselves to experience the updated features and decide if they prefer the new version over the old one.
Outlines
💻 Introduction to the New Outlook Version
Jonathan Edwards from Integral IT introduces the new version of Microsoft Outlook, highlighting its user-friendly upgrade process and the option to revert to the old version. The new design is sleek and minimalistic, closely resembling the web version of Outlook. Users can switch between a simplified and classic ribbon interface and adjust the email density for comfort. The settings tab has been relocated for easier access, and the video demonstrates how to customize appearance settings like themes and color schemes. The integration with Microsoft To-Do is also showcased, making task management more seamless.
📅 Outlook's Calendar and Task Integration
The script explains how Outlook integrates with Microsoft To-Do and the calendar. Users can add tasks directly from Outlook or even drag emails to create tasks or calendar events. This feature allows for linking back to the original email, keeping it organized without cluttering the inbox. The snooze email feature is introduced as a time management tool, allowing users to defer emails to a later time, with the snoozed emails stored in a separate folder for easy access and potential unsnoozing. The pin emails feature is also highlighted, enabling users to keep important emails at the top of the folder for regular reference.
📬 Managing Emails with Snooze and Pin Features
The video script discusses the snooze feature in Outlook, which helps users manage their inbox by setting reminders for emails at a specific time, thus decluttering the inbox. Snoozed emails are stored in a 'Snoozed' folder and can be easily unsnoozed if needed. The pin emails feature is also explained, which allows users to keep frequently referred emails at the top of the folder for quick access. Additionally, the script touches on the scheduled send feature, which lets users set a specific time for their emails to be sent, ensuring they are received during the recipient's working hours. Lastly, the script covers the upgrade to categories in Outlook, which allows for better organization and visual distinction of emails based on user-defined categories.
Mindmap
Keywords
💡Microsoft Outlook
💡Sleek Design
💡Upgrade Process
💡Integration with Microsoft To-Do
💡Snooze Email Feature
💡Pin Emails
💡Scheduled Send
💡Categories
💡Settings Tab
💡Themes
💡Ribbon Interface
Highlights
Introduction of a new version of Microsoft Outlook with enhanced features for email management.
New Outlook features a sleek and minimalist design, with the option to switch back to the old version easily.
The new Outlook's interface is very similar to the web version, indicating a move towards web-based Microsoft applications.
A simplified ribbon at the top allows for an uncluttered view, with an option to switch to a classic view for more options.
View settings include density adjustments for email lists, similar to features in Google's Gmail.
Settings tab has moved to the top right corner for easier access in the new Outlook design.
Customizable appearance settings including themes and color options to personalize the Outlook interface.
Improved integration with Microsoft To-Do, allowing tasks to be added directly from the Outlook interface.
Drag-and-drop functionality to turn emails into tasks or calendar events.
Snooze email feature allows users to defer emails to a specific time, helping with time management.
Snoozed emails are stored in a separate folder and can be unsnoozed if needed.
Pin emails feature to keep important emails at the top of the folder for easy access.
Scheduled Send feature to send emails at a specific time, avoiding potential panic or inconvenience to recipients.
Upgraded categories feature for better organization and visual clarity of emails.
Categories can be customized with new colors and favorites can be marked for quick access.
Categorized emails are clearly labeled in the new Outlook interface.
Encouragement for users to try the new Outlook for themselves to experience the improved features.
Transcripts
there's a brand new version of Microsoft
Outlook with some great features for you
to be able to manage your email it's got
a slick new design and what's more if
you don't like it you can go back to the
old version now without further Ado let
me jump onto that computer behind me and
I'll show you the new outlook but before
I do just a quick intro my name is
Jonathan Edwards from integral it we
help businesses all over the world with
the Microsoft 365 so please subscribe to
this
channel now the first thing you might
have noticed is this isn't the new
outlook we're still on the old Outlook
what I wanted to show you to start with
is how you can get hold of the new
outlook now in days gone by for you to
upgrade your outlook you might have had
to contact the IT department and get
them to upgrade your software not
anymore if you look at my Outlook now if
you look at the top right hand corner
you can see it says try the new outlook
and at the moment that is switched to
off so to upgrade my Outlook all I
simply do is switch that to on and it'll
ask me if I want to switch to new
version now I simply click on
switch and the new outlook has launched
now you can still see that the tab here
at the top right hand corner it's still
available so if for whatever reason you
don't like the new outlook and you want
to switch back again you don't have to
uninstall software and install it you
just s simply switch that to off and
Outlook will close down and the old
version of Outlook will launch so again
that I think that's a really nice
feature so let's talk about the look and
the feel of the new outlook if you look
at it it looks quite Sleek it looks
quite minimalist it's a nice design now
the first thing that hit me when I
launched the new outlook is it looks
very similar similar to the web version
of Outlook so this is the Outlook
application installed on my computer and
this is the web version there's hardly
any difference between the two and I
think this is what Microsoft is going
towards if you think about Gmail Gmail
is predominantly over a web browser and
I think in time to come I think you will
access your Microsoft applications over
a web browser the desktop version are
getting more and more like the web
versions so we've got the simplified
ribbon at the top here now you might
like that or you might prefer the
classic one to switch between the two is
very easy you've got a little drop down
here you can see that it's on simplified
and we can easily switch it to Classic
here so you get more options there it
might be worth noting that this feature
is also in the web mail version I've got
a little tab here and I can easily
switch between the two again they're
very very simp similar also if you go
onto view we've got a density tab here
again I think this feature is also
available in Google as well so at the
moment this is set to Cozy we can set
that to roomie it makes it a little bit
bigger and we've also got compact which
makes it a little bit smaller so I
prefer the Cozy one but you've got a few
different options there we've also got a
few more appearance settings that we can
change in the settings tab which leads
me on to where the settings tab is
because it's moved in previous versions
of Outlook we will click on a little tab
here and settings will be there no
longer is that the case settings is now
at the top right hand corner here it's
actually easy to access it launches
straight into your new simplified design
settings now if we go to General I will
show you a few more appearance settings
so we can go light we can go dark so if
I click that to dark it changes to dark
I'll set it back to light
but we've also got some nice themes down
here okay that we can choose uh if I
select something like a solid color you
can see that the theme changes so these
you can really kind of tailor make how
it looks and get it just right for you
so that's a nice blue I can click on
Save and then that theme has changed you
can see that the subjects have changed
there's various little bits that have
changed to that blue so you can go
through those and find one that is
perfect for you I will just quickly
change that back though because I don't
like all those colors so go on to that
and there we go now one of the things
that I love about the new version of
Outlook is its integration with
Microsoft to-do now in a previous
version of Outlook that integration was
a little bit clunky a little bit
cumbersome but Microsoft have sorted
that out in this version you can see
here look there's a little tab here
called my day and there's like a
calendar icon and a to-do icon so this
is the integration with your calendar
and Microsoft too if you just pop that
out you can see that I've got two tabs
I've got calendar Tab and I've got a
to-do tab so this is my to-do so from
Outlook quite easily I can add tasks if
I want so I could put put uh the rubbish
out and I can add Tas into my to-do but
something else really cool you can do I
can drag emails into here so if I just
drag this email here let's as soon as I
start dragging you can see that I can
either add it as a task or add this
email as an event in my calendar but
I'll add it as a task and I'll just drop
it there and you can see that has added
as a task and you can see that it's got
a link back to the original email and
the the original email does stay there
so that integration is really cool I
could also add this as a calar event so
I'll just click on there if I want and
that will launch my calendar where I can
do everything I need to do for that
event so I think that integration I just
discarded that I don't need it I think
that integration is really really clever
the next feature I want to talk about is
the snooze email feature now we all get
overwhelmed with our emails and I know
lots of people use their inbox as a kind
of to-do list they leave emails in there
as a reminder to do a task at a certain
time and when we look at an inbox full
of emails we can get quite overwhelmed
so there's a feature in Outlook called
snooze and I find it really handy let me
just switch over now to my inbox now
this email might need some action now it
might need some action at a later dat
but what I want to do is kind of get it
out of my inbox but I need a reminder to
do it at a certain day so what I can do
here you see the top here you can see
snooze now I can click on here and I can
snooze this email to another date okay
so Microsoft has some defaults here I
can choose a DAT here and it'll choose
some others it'll choose the last chosen
time if I want so I can do pretty much
what I want so pretend I'm just going to
snooze this email until tomorrow morning
at 8:00 I will click on there I will
click on Save and you can see the email
has left my mailbox now what will happen
tomorrow at
8:00 that email will be redelivered to
my mailbox as a new email so that is the
prompt tomorrow morning at 8:00 that I
need to action that email now I think
this is a really good time management
feature so you might be asking well what
happens if I need to find that email
where's that email now gone now if you
look down the left hand side you can see
there's a folder here called snoozed and
that is in there and you can see it's
got a little green icon here meaning
that email is currently in snooze mode
with a return time of tomorrow so I can
click on there now if I want to un
snooze it I can simply go to here and
click on un snooze and that will
disappear out of there and it'll go back
into my mailbox so use the snooze
feature to get more done and to organize
your emails so let's look at another
feature called pin emails so why would
you want to use pin emails well there
might be an email that you've got it's
got lots of information in it and you
might refer to that information on a
regular basis I know I do I I save all
my emails but sometimes I go into those
saved emails and I search for a certain
email that I need the information I
might need this on a weekly basis or a
monthly basis now to save time doing
this you can use the pin email feature
so I've got this email here and let's
just pretend for a minute that I will
need to refer to this email a lot in the
future so what can I do well I've got
this pin unpin here so I can click on it
there but I will go back here and I'll
right click on it and I will click on
pin so what does that do well that takes
it to the top of the page okay so that
will be forever pinned at the top of
that folder I can do that to however
emails how however many emails that I
want I could pin that one as well so it
doesn't matter about the date and time
was delivered these pinned emails will
appear at the top of the folder just for
easy access if down the line you decide
you don't want them pinned again you can
either right click and unpin or you can
just go across here loock and you can
just unpin them there and they will go
back to their original destination so
another great Outlook tip there so have
we got any more Outlook tips well of
course we have now the next tip is when
it comes to sending emails now if I
click on new email here it will open up
the new email box
now in today's world people work at
different times people no longer work 9
to5 some people like to you know put the
kids to bed on an evening and then do a
little bit of work but if I'm sat on the
CTI on an evening and I get an email
from my boss that might Panic me a
little bit and I might feel like I have
to reply so what my boss should do is
use the sheduled send feature of Outlook
so let's pretend I'm sending an email to
Simon okay okay and the subject is
please call me at 10 a.m. in the morning
now if I send that on an evening that
might Panic Simon he might be wondering
what my boss wants he might be wondering
what I want he might be panicked by that
so what I should do instead is maybe
send this email at a time that I know
Simon is working so Simon starts work at
8:00 in the morning so I click on the
the drop down there and I use the
schedule will send feature again what I
can do there I can choose a time to send
this so I'll send that tomorrow morning
at 8:00 and click on send now Simon
won't receive that email till 8:00 in
the morning so again that's a good
feature for you to use now also
something I'd like to show you is the
upgrade of the new outlook when it comes
to categories you might use categories
to categorize your emails you might not
I highly recommend that you do so if we
go to the settings of here click on the
little Cog click on categories here now
you can see that there's some categories
there so needs reply onsite YouTube all
of these categories we can simply create
new categories we've got some nice
colors there and it it just helps to
categorize our emails what we can do
there is edit some or we can get rid of
them now we've got the favorite ones
here so if I say well YouTube's a
favorite needs rep is a favorite now you
might start see start seen something
happen here meetings late shift whatever
this is so now my categories have
appeared here so what I can do now I can
start to categorize each email so I
might categorize this as needs a reply I
might categorize this as just for
example YouTube might categorize that as
uh NE go back in there
categorize needs reply now you can see
so all my categories here if I want to
just think well let's look at all my
categories for needs reply I can simply
just click on that and you'll see all
those emails have been categorized plus
if you go back here this is the kind of
upgrades the new outlook it clearly says
here what that cat what that email has
been categorized as so categories are
just a bit cleaner and they have a
better design from what they did before
so again if you're not using categories
you should definitely look into doing
so so there you have it there's a few
features of the new outlook I hope you
like it so there's a sneaky peak of the
new outlook I would urge you to try it
for yourself you might like it now I
look forward to seeing you again very
soon
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