How to use Microsoft Outlook - Tutorial for Beginners
Summary
TLDRThis tutorial offers a beginner's guide to Microsoft Outlook, focusing on setting up email accounts, sending and receiving emails, and organizing them efficiently. It covers adding multiple email accounts, composing and sending emails with various options like CC, BCC, and attachments, as well as replying and forwarding messages. The video also touches on creating folders, using flags for important emails, and customizing views for better email management. The presenter invites viewers to share what they'd like to learn next in Outlook, promising more in-depth tutorials in the series.
Takeaways
- 😀 Microsoft Outlook is a comprehensive email client that also includes features for organizing tasks, contacts, and notes.
- 👨🏫 The script is a beginner's tutorial aimed at teaching the basics of setting up and using Microsoft Outlook.
- 📧 Users can set up multiple email accounts in Outlook, including non-Microsoft accounts like Gmail.
- 🔍 Outlook has a search function that allows for easy access to emails and other items within the program.
- 📂 The interface includes tabs and a ribbon similar to other Microsoft Office products, making it intuitive for users familiar with the suite.
- 💌 Users can compose emails with various formatting options, attachments, and even dictate messages using voice commands.
- 🔒 Security features like the ability to encrypt items are available for protecting sensitive information in emails.
- 📝 Outlook allows for the creation of signatures that can be automatically appended to outgoing emails.
- 🔄 The program offers multiple ways to manage received emails, including options to reply, forward, or delete messages.
- 📅 The calendar feature in Outlook can be used for scheduling and organizing appointments and events.
- 📁 Users can create folders and subfolders to organize emails and other items, and even mark important emails with flags for quick reference.
Q & A
What is the main focus of this video tutorial?
-The main focus of this video tutorial is to provide a beginner's guide on how to use Microsoft Outlook, covering basic setup, sending and receiving emails, and organizing them.
How can viewers quickly access Microsoft Outlook on their computer?
-Viewers can quickly access Microsoft Outlook by pinning it to their taskbar for easy access, as demonstrated in the tutorial.
What is the first step to set up an email account in Microsoft Outlook?
-The first step to set up an email account in Microsoft Outlook is to go to 'File' and then 'Account Settings', and click on 'New' to search for and add an email account.
Can you add multiple email accounts to Microsoft Outlook?
-Yes, you can add multiple email accounts to Microsoft Outlook, as shown in the tutorial where the presenter adds both a Microsoft account and a Gmail account.
How can you ensure that your email setup in Outlook is organized with multiple accounts?
-You can ensure your email setup is organized by using the 'Inbox' and other folders that sync with your email accounts, as well as utilizing the 'Receive All' function to pull in emails from all connected accounts.
What is the purpose of the 'Home' tab in Microsoft Outlook?
-The 'Home' tab in Microsoft Outlook contains essential functions for email management, such as composing new emails, replying to messages, and accessing email options.
How can you compose a new email in Microsoft Outlook?
-To compose a new email in Microsoft Outlook, you can click on 'New Email' under the 'Home' tab, or use the keyboard shortcut 'Ctrl + N'.
What is the difference between 'CC' and 'BCC' when sending an email in Outlook?
-The difference is that 'CC' (Carbon Copy) makes the recipients visible to all other recipients, while 'BCC' (Blind Carbon Copy) hides the recipients from each other.
How can you attach a file to an email in Microsoft Outlook?
-You can attach a file to an email in Microsoft Outlook by clicking on 'Insert' in the email composition window and then selecting 'Attach File' to browse and add the desired file.
What is the 'Read Aloud' feature in Microsoft Outlook and how can it be used?
-The 'Read Aloud' feature in Microsoft Outlook allows you to have your emails read out loud to you. You can activate it by clicking on the 'Read Aloud' button in an open email.
How can you create a new folder to organize your emails in Microsoft Outlook?
-You can create a new folder in Microsoft Outlook by right-clicking in the folder pane, selecting 'New Folder', and naming the folder as per your organizational needs.
What are some ways to view and sort emails in Microsoft Outlook?
-You can view and sort emails in Microsoft Outlook by using the 'View' tab to change the layout, adjust the message preview pane, and sort by date, sender, or categories.
How can you add a contact in Microsoft Outlook?
-You can add a contact in Microsoft Outlook by clicking on 'New Contact' in the 'Contacts' section, filling out the contact information, and saving it.
What is the 'Flag' feature used for in Microsoft Outlook?
-The 'Flag' feature in Microsoft Outlook is used to mark important emails for follow-up or to set reminders for specific tasks related to the flagged email.
Outlines
😀 Introduction to Microsoft Outlook Basics
Jamie Keet introduces a beginner's tutorial series on Microsoft Outlook, focusing on setting up the email client, sending and receiving emails, and organizing them. The video is part of a playlist that will expand with more tutorials. The presenter demonstrates launching Outlook, adding multiple email accounts, and setting up the interface for easy access. The video also mentions the ability to timestamp sections for easy navigation and the integration of Gmail labels within Outlook.
📧 Composing and Sending Emails in Outlook
This section covers the process of composing an email in Outlook, including choosing the account to send from, adding recipients, and using CC and BCC options. It explains the importance of BCC for privacy and provides a walkthrough of attaching files, adding links, and formatting text. The presenter also discusses the use of signatures and the dictation feature, as well as saving drafts and sending emails, emphasizing the customization options available for the user interface.
🔄 Replying, Forwarding, and Managing Emails
The tutorial moves on to managing received emails, showing how to reply, reply to all, or forward messages. It discusses the use of the 'Read Aloud' feature for accessibility and the process of organizing emails into folders. The presenter also touches on the various ways to delete, flag, and categorize emails, as well as the customization options available for sorting and viewing emails within Outlook.
🗂 Customizing Outlook Views and Folders
Here, the focus is on customizing the Outlook interface to improve efficiency, including changing the view of emails, setting preferences for message previews, and organizing emails into folders. The presenter explains how to create new folders, move emails into them, and set up a favorites list for quick access. The section also covers the various options available within the 'Folder' tab for managing and sorting folders.
📝 Final Thoughts and Outlook Features Overview
In the concluding part of the tutorial, the presenter summarizes the capabilities of Microsoft Outlook and invites viewers to share what they'd like to learn in future tutorials. The video wraps up with a reminder of the program's extensive features and a prompt for feedback, ensuring that the next tutorial will address specific user needs.
Mindmap
Keywords
💡Microsoft Outlook
💡Email Accounts
💡Send and Receive
💡Ribbon
💡Compose
💡CC and BCC
💡Attachments
💡Signature
💡Drafts
💡Folders
💡Contacts
💡Read Aloud
Highlights
Introduction to Microsoft Outlook for beginners, covering basic setup and email management.
Demonstration of how to pin Outlook to the taskbar for easy access.
Tutorial on setting up and adding multiple email accounts in Outlook.
Explanation of how to send and receive emails, including adding multiple accounts for email retrieval.
Guide on navigating Outlook's interface, including tabs and ribbons similar to other Microsoft Office products.
Instructions on composing an email, including choosing the account to send from.
Details on adding recipients, CC, and BCC in an email for proper distribution.
How to attach files and use various insert options in an email composition.
Formatting options for text in emails, including font size, color, and styles.
The use of signatures in emails for consistent sender information.
Feature overview of dictation in Outlook for hands-free email composition.
How to save drafts and manage unsent emails within Outlook.
Process of sending emails, including adding subject lines and confirming sends.
Exploring sent items and managing replies and forwards within Outlook.
Managing received emails, including deleting, flagging, and organizing with categories.
Customizing email views, such as sorting by date, flag status, and message preview settings.
Creating new contacts and utilizing contact groups for streamlined email addressing.
Utilizing the 'Read Aloud' feature for accessibility in Outlook.
Creating new folders for organizing emails and managing them efficiently.
Customizing Outlook with favorites and efficient folder management.
Invitation for viewers to comment with their interests for future Outlook tutorial topics.
Transcripts
hi there jamie keet here today teachers tech hope you're having a great day today
today i want to show you how to use microsoft outlook so this is a beginner's level microsoft
outlook i'll be looking at the basis basics of making sure you have your
outlook set up correctly you know how to send and receive emails and organize
now this is the beginning series for my microsoft outlook for beginners this is going to be a
continuation through the playlist i'll just add more videos down below in the description in the
card below as they come out let's get started with microsoft outlook for beginners today level one
everything in this video is going to be timestamps so if you want to jump ahead to a certain part
look down below in the description description and just click on the time and then it will jump
ahead to that part now i'm going to go ahead and get microsoft outlook opened here and i have it
already installed on my computer and i'm just going to go to my start menu and i have it in
my office apps here and you can see outlook now what i like to do is actually pin it to my taskbar
down below so if you right click on it you can go to more and then pin to taskbar and then it's
easy access right down there so i'm going to go ahead open this up right now currently i have no
emails attached to this and i'm going to add some and to show you how you can add multiple ones too
now sometimes when you open this up it just might prompt you right away to add your email but if it
opens at this stage what you want to do is go over here to file and if you notice this here if you're
used to any of the other microsoft word products like word or excel or powerpoint it's set up very
much the same you have your tabs across the top and then you have a ribbon down in below so just
like microsoft all the other products works very similar that way so i'm going to go over to file
and i'm going to go to account settings here and click on this so i'm going to go in here
and you're going to see i have some options here i have no account set in here but if i go ahead and
hit new it's going to search for accounts here it a couple of them will come up for me i'm going to
be using this account for this demo here today i do want to point out if you don't have an account
you can go ahead and create an account here too you can add your gmail and different accounts too
but i'm this is a microsoft account for me i'm going to go ahead and connect it with this one
and you're going to see things load up it's going to grab my email and add it to outlook so now it's
added the one email you can see it's right up here it's asking me now do i want to add another email
so i could this is where i can add another one i can have multiple ones going so if i wanted to add
this one right here i'm going to go hit next and it's going to pull in that one too so it's going
to connect with a google account which i would run through and connect and i'm just going to hit next
and i have to enter my password and go through that and then it will go through now you can
see i have two different accounts that have has been have been successfully added you can see
them here and also over here i'm gonna go ahead and hit done on this one i'm gonna close this out
now i can actually delete these two so on any of these you can see there is a remove option if it's
your default account you will need to go to your data files and create a place to save the data
on it but i'll save that for a different video tutorial so i'm going to go ahead and close this i
have two different accounts you can see right away i have this arrow that will open up things under
so if i click on it it opens up i have my inbox that i can click on and you'll be able to see all
the different emails that are in here i can go to this account and as it's going to go through
it's going to go and receive these so if i hit receive all of this now it's going to go through
and pull from my gmail account different emails into outlook here so now if you take a look over
the side at this gmail account you can actually see it has messages inside here by these numbers
so this microsoft account has 11 in the inbox this inbox says 460. it even pulled over the labels i
had created inside my gmail account to match here so i could be working from outlook with all of my
accounts now if i go ahead and click on the inbox it will show you all the different emails in this
way now i do want to point out i'm going to go back up to the very top where i've kind
of mentioned the tabs and the ribbons before when we first started now i in this tutorial here i'm
going to be focusing more on this home button here and some send and receive now there's a few other
things through here that we'll be doing but for this is about just sending and receiving email so
i'm going to stay in between these two i do want to point out down below just some navigation here
uh we have our email down here so if i click on this this is we'll bring them up by email
we have a calendar here so if i click on calendar it'll bring up my microsoft the calendar in here
we have our contacts and i will show you how to add contacts a little bit later just as an example
when you're sending your email and we have more here so if we have tasks notes folders there's a
lot microsoft outlook can do for you and that's why i'm going to have multiple videos for this
but i'm going to go back to my email here and let's start with just composing an email right
before i send this email show you how to send an email i just want to point out with this ribbon up
top you can change it to a simplified view too if i go ahead and click this right here this up arrow
you can see it kind of gives this simplified version of it depending on what you like you
can open it up even more and you can click on this right here ribbon display options do you want it
to auto hide show tabs show tabs and commands so you can set it the way you want all right let's go
ahead and start with sending a new email you can see under the home tab if i look in the ribbon we
have under this group right here we have new now if i go to new email and just hover over top of it
if i want a shortcut to this i could just click on my keyboard control and n at the same time and it
will create the same thing as this right here so the first thing i want to point out when you're
sending an email especially if you have multiple accounts set up on your outlook you can choose who
you want to send it from so right now it defaulted to that top one right here but if i drop down do i
want it from my other email so depending on who's sending it out you can choose who it's coming from
from that point all right so now notice when this email this new email open up it gave me
a new set of tabs and a ribbon inside of this so if i go to insert i have all these options
uh in the ribbon and i have a group inside each of these so you get to have an idea how powerful
microsoft outlook is as you go through it looks a lot like things like microsoft word with all the
different things you can do to it and if i go to file you can even encrypt this item and so on now
i'm just focused on the beginners part of this and sending the email and different things you can do
now the first thing i want to do is say who is this too now if i start typing in i can type
in right here so if i use one of my demo accounts here if i just go demo
key dot ca and it just like this i put one that's going to be the email address i send it to
notice that there's a semi semicolon after that that means i can add another email
here so if i was going to type another demo account to mine and click in here
now i have two different emails so i could go on and on and on adding people's email address like
this now that could take some time just typing it in like that and that's where having it them
in your contacts could be good or having a group but if i hit 2 you can see that if i had the group
if i had them in my in my contacts it would be easy i could just search from this point to and go
and find them now i want to point out about cc here this when you see see somebody it will
send the message also to them but they'll be able to see who you sent it to so if i see
see someone they're going to get the message and they're going to see that this right here so if i
was going to see uh cc one of my other addresses just like this i could put it in right here and
now at this point i would see the email plus the people so if what you got to be careful with this
because you don't want to send an email to people and show them the list of people you sent it to
you don't want to share everybody's information with their email so take a look at this under
the options there's bcc so bcc if i click in here if i bcc people instead of c instead of cc them
this will hide the group that i sent it to so know that so that could be an important thing
don't just cc people because they'll be able to see who you sent it to bcc the people because then
they won't be able to see the list of emails on this and notice this is turned on now you can kind
of toggle it on and off on it and that's under the options tab in the show fields ribbon now i'm
going to go back to message here and continue on now let's say if i wanted to attach a file to here
you'll notice under the insert you get a number of different things that you can put inside this
email i can attach a file i could go grab it i could go from this browse from this pc browse from
my onedrive right here so if i go to my pc and i just was going to grab this little video here
two megabytes when i send this email that will be attached to the email here if i go across you'll
be able to see all the different things that you can add to your email from pictures to shapes
uh and it's just as simple as going you know from your computer and uploading just like the
attachment as you go through you can even do a screenshot so if you wanted to take a quick
screenshot of something on your screen you can click on it and you kind of pick where
it's coming from and then do a screen clipping we have links that we can add in here you notice how
right from here so there's lots of different ways that you can go through uh play around with the
different ones we even have equation here now i'm just gonna go i show you a few more options here
uh under format text we can do a lot of different things to the style so let's say if i add some
text now i'm just going to go ahead you can see maybe you don't like how small that is
i can format this in a bunch of different ways i could go up and go up here and start formatting it
just by changing the font size and changing the color bolding it and so on uh quick access you
could go to if you double click a word shows up and you get the format options if you triple click
uh triple click you get the whole line that will come up and you can quickly add those options
another thing you could do if you take a look at the styles right here if you hover over if you
click on them they'll give you kind of this live uh update you see as i hover over depending on
what you want you can see and there's also clear style so maybe i like this one how the grate is
is in blue so i'll leave it like this now i could just sign off and put my name another thing you
could do and i'll get into this in a different video is if you just want to make sure that
there's a signature each time that you send your email what you can do is if i go to insert notice
that there's a signature here and now i haven't created a name for this and i'll leave it to a
different email but just something an idea to play with you can go ahead and create a new
signature watch you can put your name maybe your phone number uh email address that that will be
put at the bottom each time you send your email and you can have multiple signatures and have
it different for each email address that you have in here so but again i'll cover that more
at a different time but do take a look at the different options another option
that i like is the dictates so if i just go down here i can even just use this to send a message
and turn this off you can see that went right into my email so you could just dictate on this we have
immersive reader that can go through and read this now before i send this i just want to point out if
i go ahead and try to close this it says hey want to save this save your changes and what that means
maybe i'm not done my email yet i could hit yes and this will save it as a draft so if i hit yes
on this i want to point out that i have draft over here and this is what i was just working
on so if i double click on it it opens it up now if i'm ready to send it at any time you can see if
i go back here i can hit send and it will send it out still so i'm going to hit send and do you want
now it's saying do you want to have a subject line because i didn't give it any subject line now send
you know do i want to send without or with so what i can do is don't send go here and i'll just put
hello and now i'm going to hit send that message is sent and you can see it's sending at the very
bottom it says sending message 101 connected to microsoft exchange now i want to point out
here sent items i can go take a look at the items that i've already sent here so i can go back and
check my messages that i sent to any of them another way you can send messages art is to a
reply to messages so i replied i sent that message out that you just saw and i replied to it from my
demo account and you can see right here regarding uh reply here so if i click on this notice now
by reply you can click here so reply goes back to the one person right here so if i hit reply you
can see that it is going to be sent to this person i'm going to discard this if i go reply to all
you can see now everybody's going to be already in there so it makes a difference what you want
and i can actually even forward a message so maybe you get a message and you just want to
forward to somebody to say hey take a look at this message message that somebody sent to me
i can go ahead in it forward and at this point i can write in a new email right here and go
ahead and hit send notice that it's indented i can pop this out too to get all the different
options that i had before you can close this down and whenever you see these three little dots here
you always get more options you can see uh with instant message and you can reply but again i'm
not going to go into that so those are some different ways you can send messages inside
microsoft outlook so let's take a look at some of the other options about receiving these emails
now there's always multiple ways you can do things inside microsoft outlook and now i showed you just
the quick way that i kind of do this to reply but with many of the things if i look up in the
tabs and then in the ribbon for example right here under the home tab you look in the ribbon
we have reply reply all and forward so depending on what you get used to now
what are some other things to do with received mail now the one thing you could do is delete it
you can delete it in a few different ways anything a lot of times you can right click on anything
and you can see all the different options that you get with it and deletes right at the bottom
we have the garbage can when i hover over it i can go ahead and delete it here or i can hit
delete here when it's selected and it's gone out of my out of my inbox so where did it go
it went over to deleted items right here so you can see right through here is it so if i could
actually bring this back in i could just drag it into my inbox and click on it and you can see
that this is back again so you can move things around in different folders uh by dragging the
other thing i want to point out is with the flag here so if something important comes in you can
flag it really quickly like this and if i right click on this i even get some options you know
where when i want to pick the flag for or even add a reminder mark it as complete so if you get
those important emails you might want to do that with it and you can clear the flag also now right
here is another important thing depending on how you want to receive your email you can receive it
by a number of different ways do you want it to be from the date and that's usually what i do because
i want to see the newest ones but maybe it's from or maybe it's two or categories so if i go from
you can see it quickly changed it around that way into more alphabetical but you can change this
depending on which way you want to receive it and the other thing uh that you can do and i'm just
going to point out under view again multiple ways to do this i can do it through flag status i could
go from from all these different ways again i can switch from right here go back to date here's my
message preview how many lines do i want to see in my email do i want to see one lines two lines
three lines so i can see more are you just good with one line on it so you can set these up the
way you want uh and set and set the filter the way you want to see your emails before i just switch
over to the folders and talk about that for a moment i just want to point out you can change the
whole view of your outlook too so if you look over here i can change the if i click on these here so
if i go minimized you can see how it changed uh where i can quickly move back and forth from my
different tabs to my calendar to my desk task in here i could turn it off i could go back to normal
if i wanted the reading pane at the bottom you can see how quickly you can change it around to
get things the way you want so take a look at the at the folder i mean at the different view options
that you can get to make you work more efficiently inside inside outlook now i did want to show you
how to add a contact to as i mentioned before so if i go down to my contacts here if i click
on the contacts you can see again take a look at the top new contact new group new contact group
depending on what you want to create i'm just going to mention the contact you just go new
contact and you fill out the information in here and then they will be in your contact list you can
see once everything's done you just save and close put their name their email address in different
places and you can see all the different options with the ribbon in the tabs that you have inside
here i wanted to give you a quick tip if you like your emails being read to you so what you can do
is now i have this demo demo email open here take a look over on here we have read aloud if i click
on it and i'm going to click in here and i'm just going to go ahead and i'm good how about you so i
can play it again or have it pause it and work from there so you can actually have your emails
read to you from here so i just thought that was a nice option to have inside microsoft outlook
okay so what do you do if you want new folders so you can see there was different folders created
for me when i brought in my gmail from my labels that i created in my gmail account you can create
new folders very easy to help organize your email now i have two different emails set up here if i
right click and i tend to right click on a lot remember i said there's multiple ways to do this
i can go new for new forward sorry new folder here so if i click new folder and this is going
to be under under that email so if i'll just call this my demo folder here for today's purpose and i
click off of it you can see now i have this demo folder nothing in there but i can put different
emails in there if i want for any of this i can drag this over so now it's out of my inbox
and into my demo and remember i can drag things around and then i can sort from right inside any
of these folders so just make sure you you create the folder on the appropriate on the appropriate
email that you want to help organize your email with now another thing i just want to point out
i you can have a list of favorites to the top so if i take demo i'm just going to drag it up
to here and you can see now demo is in my favorites so it gives that quick access
to it where i can just look at the top because sometimes you can have a lot of different folders
inside your outlook over time and you can move them up to favorites like that to just get more
efficient with all the emails you get other ways to move your emails into folders you can simply
right click on any of these and you're going to get a lot of different options that i showed you
even before but you can see we do have move here where i can move it into a certain folder or go
other folder and then take a look up top inside the ribbon we have move also here so lastly just
talking about folders just like any of the other things i showed you there's many ways to work with
them if i go looking at the tabs here and click on the folder tab you can see inside the ribbon all
the different options you get from sorting your folders uh and to even creating them and searching
for folders inside here so this is kind of the end of this tutorial here today level one microsoft
outlook there's so much this program can do to fit it all into one i would make a very long video i'd
like to know what you're looking to learn inside microsoft outlook let me know in the comments
down below so when i create level two maybe i can start answering some of those questions thanks for
watching at this time on teachers tech i'll see you next time with more tech tips and tutorials
you
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