hi everybody Jamie here today at teachers Tech today I have 10 different tips to help
manage your email in the new Microsoft Outlook these 10 tips will help you keep
everything organized and clean so you're not overwhelmed with all your emails then
at the end I'm going to throw in some extra bonus material so make sure that
you're getting the most out of all the features in the new Microsoft
Outlook I just want to make sure that you're in the new Microsoft Outlook so if you take a look in
the top right hand corner you can see how I have this toggled on now if it's completely new to you
the new Microsoft Outlook I do have a tutorial on it that I'll place up above in the Cardon
down below I'll put a link in the description as well make sure you go through these 10 tips and
if you're interested take a look at that video let's start with pinning emails if I go up to
this message and just hover over it notice that I have the pin right here now pinning emails is a
really great feature so I'm going to go ahead and click cck on this and notice it goes to the top so
let's say I'm I'm going through my emails in the morning and there's a couple emails that I need to
uh maybe work on later I could flag them and I'll talk about Flags in another tip in just a moment
but uh the nice part with this if you receive any more emails this pinned one will stay on top so
notice a new email just came in the pin one stays right there flagged ones won't stay on now I can
go ahead and turn this off very quickly just by unpinning and we put it back where it belongs tip
number two is to flag an email so I just showed you the pin but if we go ahead and hit flag this
will show up in your to-do list now you can get to your to-do list very quickly by just going over to
here to the left and just click on to-do to-do opens up and notice if I go to flagged email I
have it right here now then I would have a list of different things that throughout the day that
I would know I would have to do now the other thing is you as soon as I turn it off like so
it will disappear from the to-do list tip number three is to use my day now if I look up top here
I'm going to go ahead and click on this you can see it says my day as soon as it opens up this
panel down this side here I'm just going to go ahead and take this email I can drag it right on I
now notice I can add it as a task on the calendar or I can add it as an event as soon as I drop bit
it will come up with more specifications of what I want about this meeting so I'm just going to
hit dismiss all on this but now I can go through and set things invite people to this if I want
so it gives a quick way to add a calendar event the other thing is I'm going to discard this you
can quickly add this Todo also so if I move over Tod do and now I drag it over here you can see
it will be added to the list just like I showed you before and if we go up top here we can open
to-do from here or if I go to the calendar we can open to-do from here also now it's time to give a
bonus tip and for this I'm going to move over to the calendar if you new to the calendar I do have
a tutorial for this that I'll put up above in the card so you can click on it and learn more
about this and I'll come up with a tips tutorial too for this now I want to show you though I want
to go and add a new calendar and what I want to show you out of this you can add your own sports
team so for me I like to follow NFL football if I go through and pick NFL and I know The Season's
almost done now but if I was going to go pick and let's say the uh Houston Texans and at this point
I can just close out now and you'll see on this I have a few on here so I have that this game's
coming up here Tennessee versus Houston and this is one I already had on now down below I can go
ahead and take these off as well so just by these ellipses here I have more options and I can remove
them from here so just a quick tip bonus tip for calendar tip four could really save yourself a
big headache let's say you get ahead of yourself and send a message to your boss like I'm quitting
and you go ahead and sent this and right after you sent this you're like why did I do this well
let's rewind and show you how you can fix this go up to settings go to mail go to compose reply and
let's move down a bit because what I want to show you is that you can get this back right here undo
send so messages can be canceled up to 10 seconds you know if you want to make sure you have enough
time let's move it all the way to 10 and hit save so now if you're going to send it look
at the bottom we have 10 seconds change your mind just click undo and you'll be safe it hasn't sent
sticking with tip number for and sending emails try this if you don't want to send something right
away use the drop down right here and schedule a send you don't have to just hit send you could
send it tomorrow I could pick a different day or I could do a custom time and day whatever works the
best then go ahead and hit send and that will be sent at the moment that you pick tip number five
is about creating a professionall looking email signature and you can do this quite quickly in
the new outlook I'm going to go and just create a new mail and when I do this take a look right
here we have signature I'm going to drop down and put signature now rather than just writing my name
each time and if there's any contact information I can go ahead and create an email signature and
it'll be there every time I send now I can say whether what type of email what I want so let's
do a little uh just demo here so this is going to be named demo and my signature I'll just make it
really simple here I could go through and add a lot more information I'm just going to give it a
a couple enters and I'm I'm going to add an image so I could go through add an image when the image
comes in even if it's too large you can do uh just your normal grab the corners you can see how I can
rotate and everything uh just like normally when you're working with these so if you get
it to the right size that you want uh notice that there's a few other format options with any fonts
that you go through just like this you have all those options here and we have our format painter
now when you like what you have just go ahead and hit save so at this point I can add it to is this
for new me new messages so I can make sure it's there or is it for replies and forward you can go
through and save them to it so if I go ahead and exit out of this and I'm just going to close this
now and discard this message notice what happens when I start a brand new mail or message this time
so if I click on new message there it is right here already uh added to the bottom so I can start
typing I do want to point out though if I go up to Signature I want to point out a different option
that you can do this to make really nice ones in a hurry I'm going to go over to my other account
here and if you take a look at this one here I was able to do this in a few minutes using a program I
have a different video I I'll put a link to it and these have different things like links you can see
uh so if You' send it you can make something like this in a hurry so take a look at that video if
you want to have a professional looking uh email signature let's move on to tip six now tip number
six is quick steps right up here I'm going to show you how this can save you a lot of time let's go
ahead and make a quick step here so if I go just drop down on the Arrow here and go to manage quick
steps this is where we can add an action that we when we get an email we can just click on it and
it's going to take care of it and save a number of steps so I'm going to go new quickstep and I'm
just going to call this followup meeting just like this and what's going to be my action so my action
notice I have a big list of different automatic quick steps that I can add to here but what I want
to do is reply with the meeting so we have this we can actually add another action if we wanted
to but if you don't you can just close that down and only keep the one I could go through do some
customization of the quickstep description even choose a shortcut for this I'm just going to go
ahead and hit save now what you notice when I have a message selected like this I have it up
here if I just click on this this automatically opens up with uh with the window to create this
meeting automatically with the email that it was attached to so it can save me a lot of steps this
way but take a look at the other quick steps that you can add too if you don't want to have
the quick steps you can go back and manage them again and go ahead and just delete any of these
uh just simply by by hitting the garbage can or you can edit them at this point too I'm going to
give you a couple things for tip number seven and let's say we already wrote an email here
it's not addressed to anybody but if we want to bring attention to somebody we can just use the
at so if I go ahead and start applying this to somebody's notice right away it goes up top to
the two I can write something here check out the notes and then they'll bring attention to them the
other thing that I can do within an email is use the forward slash so if I use forward slash this
allows me to quickly add any documents to this so if I wanted to add a PowerPoint to this just like
this this will be uploaded to it some quick ways to bring attention and do some uploads inside your
emails tip number eight is an extremely important rule because it's going to keep your inbox clean
and that's by creating rules let me give you an example notice in this case here I have a few that
I'm getting from Microsoft Viva and I don't really want them in my inbox automatically I can set up a
rule that when they come in they'll be organized to somewhere else or I could even actually have
them deleted or there's a lot more options so I have this one selected here and I'm going to go
up to rules now I could quickly create a rule from here notice that it says that it's going
to take this and move it to where would I like to move it so I could actually even create a folder
from here but I'm going to go to more options because this is where you can really drill down
on the different components of it to get exactly what you want now I have it from Microsoft Viva
I could change the condition if I wanted here I'm not going to change it but I just want to
point out you can have different options now I could even add more if it's from other people
as well I could just click in here and add more if I wanted to and even add another condition so
you can really drill down and get exactly what you want now what's my action well I want to I
could have it deleted I could have it Mark as junk all these different things I could have
happened you could have something automatically forward to someone else I'm going to say I just
want this move to what folder now if I don't have the folder I'm going to go ahead and create a new
folder and I'm just going to call this uh Viva here so I'm going to hit save now I have Viva
if I look over on the left hand side this folder was just created I'm going to hit save so at this
point I haven't run my rule yet I just have to go ahead hit play here run the rule now and notice I
can go back and edit the rule or I can delete it also so if I hit play at this point and then I'm
going to close out and take a look at this in my inbox they're not there anymore say I run the rule
they went through and if I go over to Viba here in the folder that I told it to create they're all
through here so it can run through once you run it and take even ones from the past and clean up your
email in a hurry with rules in Outlook so I just showed you how to create a rule in the previous
tip I'm going to show you a different way you can do this to help keep your email all organized and
that's through sweep now I'm going to go ahead I put these emails back in here and deleted my last
rule but I'm going to select this one and notice that we have sweep up here so if I go ahead and
select sweep this is a quick way to make a make a rule so I could go through with these quick
actions right here so this is kind of similar what I did before so if I click here move all messages
from the inbox folder and any future messages and you can see the other options so where do I want
what do I want to have happen so if I drop down I have my choices I could create my new folder like
I did before or I could go down and pick the one I've already created and I can hit okay now this
you can see the emails on the side all disappeared and they went into that folder if I view the rules
now this is the one I just just create in here so it automatically ran it uh and put it into
my Viva folder that I have already here so think about using sweep to create quickly create those
rules to help keep everything clean in your email tip number 10 is about creating groups
in the new Microsoft Outlook so rather than typing everybody's name in the to line you can create a
group that will have a name and you just have to use that name to send messages to everybody in the
group and you can even share files and everything makes it easy so I'm going to go over to the left
hand side and I'm going to click on groups so now at this point I can quickly create a group
right here they're going to show up here so if I go here notice if I have drop down I have a few
different options I'm going to just click on new group here at this point I can give it a name so
if I go and say this is for project a as soon as I do this we have an email that gets created for the
group I could add a description maybe about what the project is I can go ahead and hit create now
once it goes to the next I can add some people so I can once I select a person I can go through and
say what are they owner member or I could even delete them I can add multiple people here or I
could add the whole company I can just keep adding more you can add them later as well so if I go hit
add right now as soon as I do this I want to point out we have project a so you could have multiple
groups that you're working with so if I click on Project a I have its own email right here I can go
through this part part I could share files within the group here so I could go and create brand new
files in here so if I needed a new Excel workbook I could create it from here or I could upload
documents from my computer so we have it all in one place for great collaboration I can see any
events coming up for the group and then I have members at this point notice how I can change
any of these too so I could go through and send mail from here it's to the entire group so if I
was just going to say hello and I'll just leave it as this I'll say hello again I'll hit send I
can be working uh in this one spot with this group now I just want to point out if I go to the edit
here looking at some of the options that I have I can edit the group I could go ahead and create
rules to this I can leave the group so if I go to edit the group if you don't want this group
anymore I can delete it here since I created this I can go through and delete the group and it's
going to be gone out of there so using groups in the new Microsoft Outlook is a great way to keep
collaboration at a very high level so now I have some bonus material tips for you uh and I just
want to quickly go through a few things the first thing is that there is a search bar up here that
can save you a lot of time so if I click on this and start typing a search it will go through my
different emails and attachments and PowerPoints in here and I have a filter that I can dive down
even more so I can be looking from a certain date or attachments go through and look at all
the things so if you're looking through for a certain email make sure you take advantage of
this search now I just want to go to settings up here and point out a few different options to um
really set up your email the way you want now you can add uh different types of accounts by
just s simply clicking add account you can see I have a Gmail account here and I have
a Microsoft 365 and these show over on the left hand side over here uh as I expand them or open
them now uh the other thing with the accounts if I click on the accounts we have automatic replies
so maybe you're on a vacation uh what you can do you pick the account that you want to apply
this on you turn this on and then I can say uh maybe I know when I'm going to be gone through
a certain week or so I can set those and you see the different options this is where I can write
my message and I save it and it will automatically give that reply to whoever sends me a message and
now I'm just going to go down to General to show you a couple different things here and the first
one's going to be appearance if you want to see a different theme you can go to the Dark theme you
can see how it quickly changes on here and then we have some Modern themes that you can go through
and just kind of pick uh you can see kind of the contrast on the different edges on everything I'm
going to hit discard again I'm going to go back to General one more time and I just want to point
out notifications I'm not going to go through all the things here just some important things
now notifications depending on how you want to get notified if there's a new me uh new maybe someone
mentions you in an email or sends you an email how do you want to get notified on all these so
if you take a look and just expand this so it's turned on if I expand this it will give me more
options under all of these here so uh when new mail reactions so desktop you can see where kind
of pops in and you can go through do you want the sound to be played do you want it turned off uh so
you can go through and set all these uh how you want it so you don't have to be distracted every
time a certain sound comes in or other things so I hope you liked all these tips of about the new
Microsoft Outlook and how to get the most out of your email check out those other videos and
like I said I'll dive into calendar a little bit more of my next tips video with Outlook but thanks
for watching this week on teachers Tech I'll see you next time with more Tech tips and tutorials