Microsoft 365 Outlook Guide

Microsoft Outlook is a popular email and personal information management software. It is widely used by businesses and individuals for managing emails, contacts, calendars, and tasks. Outlook offers a range of features, such as email organization tools, advanced search capabilities, spam filtering, and integration with other Microsoft 365 applications. It also supports multiple email accounts, allowing users to manage multiple email addresses from a single platform.

Using “Focused Inbox”

The Focused Inbox is a feature in Microsoft Outlook that automatically sorts your email into two tabs: “Focused” and “Other.” The Focused tab contains the emails that Outlook believes are most important and relevant to you, while the Other tab contains the rest of your email.

Outlook uses machine learning algorithms to analyze your email history, and to learn which emails are important to you. This allows Outlook to automatically move messages into the Focused tab based on factors such as the sender, subject line, and message content.

The Focused Inbox feature helps to reduce email overload and makes it easier to focus on the most important messages, while still giving you access to all your email. You can also customise and fine-tune the Focused Inbox settings based on your preferences, and you can easily move messages between the Focused and Other tabs as needed.

Best Practices for Outlook

Here are a few Microsoft Outlook best practices that can help you stay organised and efficient:

1. Keep your inbox organised
Use folders, tags, and rules to organise your email and keep your inbox clean and clutter-free.

2. Use the calendar feature
Use the calendar to schedule meetings, appointments, and reminders. You can also set up recurring events and send meeting invitations to others.

3. Utilise the task manager
Use the task manager to keep track of your to-do list and prioritise tasks. You can also set reminders and due dates for tasks

4. Take advantage of keyboard shortcuts
Keyboard shortcuts can save time and make it easier to navigate Outlook. Learn some of the most common shortcuts and use them regularly.

5. Use the search function
The search function in Outlook is powerful and can help you quickly find emails, contacts, and other items. Use specific search terms and filters to narrow down your results.

6. Customise your settings
Customise Outlook settings to suit your preferences and work style. For example, you can adjust notification settings, email signature, and default font and layout settings.

Using Folders

Folders in Outlook can be a useful way to organise your email and keep your inbox tidy. Here are some steps to create and use folders in Outlook:

1. Open Outlook and go to your inbox.
2. Right-click on your inbox or click the “Folders” tab at the bottom left of the screen.
3. Click “New Folder” and give your folder a name.
4. Drag and drop emails into the folder or right-click on an email and select “Move to Folder” to move it to the desired folder.
5. To access a folder, click on it in the left-hand navigation pane.

You can create subfolders within folders by right-clicking on a folder and selecting “New Folder.” This can help you further organise your email.

Creating Rules for Your Mailbox

Rules in Outlook are a set of automated instructions that dictate what should happen to incoming messages based on certain conditions. You can create rules to help you manage your email more efficiently and keep your inbox organised. For example, you can create a rule to automatically move all emails from a certain sender to a specific folder, or to flag all messages that contain certain keywords. Here is how to create a rule in Outlook:

1. Open Outlook and go to the “Home” tab.
2. Click “Rules” in the “Move” section.
3. Select “Create Rule” and choose the conditions for the rule.
4. Choose the action you want Outlook to take when the conditions are met.
5. Click “OK” to save the rule.

Shared Mailboxes

Shared mailboxes in Outlook are a type of mailbox that allows multiple people to access and manage the same email account. Shared mailboxes can be useful for teams or groups who need to collaborate on responding to customer inquiries, managing project-related correspondence, or otherwise sharing access to a single email address.

When you access a shared mailbox, it appears as a separate account in your Outlook navigation pane, alongside your personal account. You can view, send, and manage emails in the shared mailbox just as you would with your personal email account.

Before you can use a shared mailbox, the Microsoft 365 admin for your organization has to create it and add you as a member.

To access a shared mailbox in Outlook:

1. Open Outlook and go to the “File” tab.
2. Click “Account Settings” and then “Account Settings” again.
3. Select your email account and click “Change.”
4. Click “More Settings” and then the “Advanced” tab.
5. Click “Add” to add a new mailbox and enter the name of the shared mailbox.
6. Click “OK” to save the changes and close the dialog boxes.

Once you have added the shared mailbox, it will appear in your Outlook navigation pane, and you can access it just like any other email account.

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