9 AMAZING Features of the New Outlook in Microsoft 365

Summary

The 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

00:00

💻 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.

05:00

📅 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.

10:02

📬 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.

Keywords

💡Microsoft Outlook

Microsoft Outlook is a widely used email client and personal information manager developed by Microsoft. In the video, it is the primary subject, with the presenter discussing a new version of the software and its enhanced features for email management.

💡Sleek Design

Sleek design refers to a clean and modern aesthetic that is visually appealing and functional. The video highlights the new Outlook's sleek and minimalist design, which is similar to the web version, indicating a move towards a more streamlined user interface.

💡Upgrade Process

The upgrade process is the method by which users can update their software to a newer version. The video script explains that users can now easily upgrade to the new Outlook version directly from within the application without needing to contact IT support.

💡Integration with Microsoft To-Do

Integration is the process of linking different software applications to work together seamlessly. The video discusses the improved integration of Outlook with Microsoft To-Do, allowing users to add tasks and events directly from their emails, enhancing productivity.

💡Snooze Email Feature

The snooze email feature allows users to temporarily remove an email from their inbox and have it reappear at a specified later time. This feature is highlighted as a time management tool that helps users to prioritize and organize their email tasks without feeling overwhelmed.

💡Pin Emails

Pinning emails is a feature that allows users to keep certain emails at the top of their inbox for easy access. The video explains that pinned emails remain at the top regardless of the date they were received, which is useful for frequently referenced messages.

💡Scheduled Send

Scheduled send is a feature that lets users set a specific time for an email to be sent in the future. The video uses this feature as an example of how to send emails at a more appropriate time for recipients, thus avoiding unnecessary stress or confusion.

💡Categories

Categories in Outlook are used to organize and categorize emails into different groups. The video mentions the improved categorization feature, which allows users to assign colors and labels to different email types, making it easier to manage and locate specific emails.

💡Settings Tab

The settings tab is a section within an application where users can adjust preferences and configurations. In the context of the video, the presenter discusses the relocated settings tab in the new Outlook, which now offers a simplified design and easier access to appearance settings.

💡Themes

Themes in software applications like Outlook allow users to customize the visual appearance of the interface. The video script mentions the ability to choose from various themes, including solid colors and light or dark modes, to personalize the look of the email client.

💡Ribbon Interface

The ribbon interface is a feature in Microsoft Office applications that provides a toolbar with a row of tabs, each containing a set of icons representing different commands. The video discusses the simplified ribbon in the new Outlook and the ease of switching between simplified and classic views.

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