How to use the NEW Microsoft Outlook!
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- Опубліковано 29 тра 2024
- In our latest tutorial, we’re tackling the New Outlook and all its innovative features designed to enhance your productivity and streamline your email management. Whether you're a longtime user or new to Outlook, we’ll guide you through setting it up to feel like home, utilising its new capabilities to manage your inbox more effectively, and integrating it seamlessly with other Microsoft 365 apps.
🔍 What You'll Learn:
Introduction to the New Outlook: Understand the user concerns and learn how to customise the interface to work for you.
Inbox Management: Discover how to use the enhanced features to manage your emails more efficiently.
Calendar and Event Coordination: Learn to leverage the updated calendar features to schedule and manage events like a pro.
Integration with Microsoft 365 Apps: See how the New Outlook integrates closely with Microsoft Teams, OneDrive, and more, simplifying how you work and share.
New Productivity Features: Explore the time-saving features that have been long awaited in the New Outlook.
⭐️ Additional Resources:
🔗 Enhance your Microsoft 365 skills with our courses: www.your365coach.co.uk/courses
📚 Grab our free Microsoft 365 eBook for more productivity tips: www.your365coach.co.uk/ebook
🔎 Learn more about how Your 365 Coach can boost your professional skills: www.your365coach.co.uk
🔥 Like what you see? Hit that like button, subscribe, and ring the bell to stay updated with the latest productivity tutorials from Your 365 Coach!
📰 Stay Connected:
Follow us on Instagram: @your365coach and TikTok: @your365coach for more behind-the-scenes content and updates.
🕒 Video Timings:
00:00 Introduction
01:15 Getting Setup in the New Microsoft Outlook
01:33 Changing the Outlook Ribbon Bar
02:05 Changing the Outlook Conversation View for Emails
02:47 Changing the Density of Outlook
03:23 Turning off Focused Mode in Outlook
04:13 Opening Outlook Email Replies in a New Window
05:14 Improving Email Management in the New Outlook
05:32 How to Pin Emails in the New Outlook
06:11 How to Use the New Categories in the New Outlook
09:19 Improve Calendar and Meeting Management in the New Outlook
09:37 How to Use Drag and Drop for New Meetings in Outlook
10:38 How to Set a Meeting as an In-Person Event
11:08 How to Schedule Meetings Use FindTime and Scheduling Polls
12:28 Integrating other Microsoft 365 Apps in the New Outlook
12:41 How to Share Email to Microsoft Teams in the New Outlook
13:47 How to Manage Tasks with Microsoft To Do in the New Outlook using Microsoft To Do
16:02 How to Access, Create and Edit OneDrive Files in the New Outlook
17:14 Summary & Wrap-Up
#NewOutlook #Your365Coach #Microsoft365 - Наука та технологія
Thanks for everyone’s feedback on this tutorial and it’s clear that the new Outlook is quite divisive.
As you may be aware, I am not paid, funded or affiliated to Microsoft, this channel was created to provide free tutorials for you to be more productive with the tools you already have.
For that reason, please raise any concerns on product capability to Microsoft via their Support Channels.
Thank for your understanding and can I please ask to be kind to others and myself, when considering leaving comments on this Channel.
See you in the next one!
Many new features I would love to use. But not at the expense of a downgraded functionality.
New Outlook is left wanting and reminds me of the last fiasco. One note.
Which outlook you're using ....the outlook which is now available dont have the toolbar on the top (new email) etc options.....i want to mail merge with certain time interval in between the emails.....pleaseeee help
I tried it a few times (new outlook) but as simple features do not work I returned to the old version.
Examples
- Arranging the area from/title/recived time … is kinda difficult (and not as flexible) compared to the old version.
- If I select an email and click to sort the inbox by title or sender … it does so … but forgets the email I have chosen and goes to the top (frustrating)
(I use this to try and track the history of the tread. I could use the build in feature of outlook but as the people responding don’t always do so to the latest email or come from outside the organization (changes the subject) the inbuilt feature to sort by “tread” does not work well … so I do it my self 😊)
- Finding out who had responded to a meeting invite … I gave up
- and a more personal ting … the color was to uniform
Features in Classic Outlook not in New Outlook that prevent me from moving to New Outlook include:
1. All Inbox Searching is missing e.g. Search: All Inbox Items - Received: this week
2. All Outlook Items Searching is missing e.g. Search All Outlook Items - Received: this month
3. Complex local (non Exchange Server) rules.
Not being able to see (search) the emails coming in through all email addresses in one place is an essential feature for me.
Which outlook you're using ....the outlook which is now available dont have the toolbar on the top (new email) etc options.....i want to mail merge with certain time interval in between the emails.....pleaseeee help
Turned it on. Tested, turned it off.
Which outlook you're using ....the outlook which is now available dont have the toolbar on the top (new email) etc options.....i want to mail merge with certain time interval in between the emails.....pleaseeee help
Thank you very much for the tips, Scott. My company used Gmail until 2023, and this year we switched to the Microsoft platform, and I’m loving it. There are so many tools and possibilities for connectivity. I’m still a bit lost due to the vast range of products, but your channel has helped me get to know some of them better. As for Outlook, we’ve been with Microsoft since January 2024, and it was already in this version. The transition from Gmail to Microsoft was quite productive because I consider it more comprehensive and connected. For the “old” Outlook users, it must have been quite painful. I hope they adapt quickly ❤
In fact, I'm now using Copilot to help me translate this message from Portuguese to English 😍
This is without any shadow of a doubt a GAME CHANGER! I had tried multiple times to get my head around the new outlook....and reverted back as many times...never again! Thank-you so much, it's a fantastic tutorial.
Thank you for the video, I enjoyed seeing the ease of scheduling new meetings.
However there a several features that this new outlook doesn't have and why I will continue to use the old version.
1. You mentioned flagging the emails to out into the todo list. Why should we have to use another app when the old version has it all into one. Where you flag and set reminders (which is perfect for follow up emails) now we are having togo through another step to do what I was doing before when daily flag reminders were already on the right hand side if you choose to view it that way. Not to mention when a reminder would come up you could double click and see the entire email chain, and now you don't. You only see that 1 email.
2. In the old version you were able to to add "short hand key strokes" like typing "ty" would automatically spell out Thank you. This feature was found in the spelling and auto correct setting where you designate a few key to spell out sentences or to use common phrases often. (Which I do hourly! ) With this new version you are less efficient because this feature is no longer available.
3. In the old version it didn't matter if you capitalize the first word. It would auto capitalize for you. This new version doesn't do that. Not to mention to select a word is the opposite click button.
For these reason alone I won't switch to the new version. I have tried dozen of times (I know new thing are learning curves) however when it's causing me to type out common uses sentence, use another app when i was using only 1 before or do multiple steps when I didn't have to before. It ends up being a hindrance and less effective.
Totally agree. I’m missing the reminder and auto sentence cap
Scott thanks for sharing these tips. I switched to New Outlook and my calendar items disappeared. Where are the File, Send/Receive, Folder functions? Please, advise.
Thank you for the video.
There is a lot of difference between de "Rules feature" in the current Outlook and the new one.
Do you know if Microsoft is going to reduce those differnces ?
I work for an international nonprofit and my group alone covers about 5 shared email boxes. The new way Outlook handles shared inboxes is terrible. And you can’t even favorite them to keep them in view easily. Hope this gets changed. We have dipped our feet into the new outlook, but we have all turned it off mainly because of that horrible new change. Great video by the way!
Everytime I try to use new outlook I cannot figure out how to add in shared inbox cause I utilize those as well.
@@patrickjoyce4423 I cannot login to all my shared mailboxes in new Outlook. I have no choice but switch back immediately.
I feel this, however the old outlook is not perfect either as if you are syncing multiple mailboxes the app can have problems
sure you can favorite them , i just disabled favorites not 15 minutes ago , i hated it until i started playing around with it , everyone says this and that are missing , i thought so too , not the case you just have to learn it , you can even import old outlook settings , once you play with it and get it set up for you its awsome
We are still. using the old version as our Head of IT refers to the new Outlook as a "dumpster fire". They (Microsoft) need to have Executive Assistants on their testing team because from what I have heard from other assistants, there are many issues if you are a delegate for other inboxes.
New Outlook is getting there, but a show stopper for me is that shared mailboxes are not (yet) supported. A major irritation is the handling of attachments in incoming mails: The only options available are to save an attachment file to OneDrive or to download the file. Darag and drop and copy->paste are not available option.
Was just saying the same not getting access to my shared mailboxes makes it a no and headache for me very versus enjoying all the new functionality and tools
I love trying new versions of apps. I am one of those who tried, honestly tried, for a couple of weeks and had to switch back. I can get used to the UI but I was having trouble with functionality. My biggest complaint was I couldn’t right click an attachment copy/paste into a folder or another email. I couldn’t drag a file from an email. I couldn’t drag an email to my desktop (to later forward as an attachment). This was a couple of months ago so I don’t know if any of that has been addressed or if I just couldn’t figure it out. Great video. I WANT to love it.
I was the same as you. Lack of basic function that older clients have meant my time with new outlook was short lived.
I had this trouble, too, until I figured out that you can "save as" the e-mail itself or just the document (with the download button). The file comes up in the right-hand corner, and you can drag and drop it anywhere you like.
@@processspumparab5068 I've turned it back on and I'm really trying to make this work. One thing I do a lot is copy/paste attachments from 1 email into another. Looks like this isn't available and I have to download and attach rather than just keeping it within Outlook.
@@processspumparab5068 Yes, you can also turn left by turning to the right 3 times.
Thanks for the video. Very instructive. I like this new version but I'm missing nice features from the old one like "Collapse all" also the horizontal bar.
Great overview of the new Outlook features!
Very helpful indeed. Thanks. The pity is that there were several glitches in the new Outlook which distracted from getting to grips with its capabilities. One such glitch remains, which is the persistence of read emails re-appearing as unread when the program re-opens: this only happens with some emails which makes it more puzzling. As you say at the start of your video, people have been switching back and forth between the old and new Outlooks: I've finally settled on the new as the old Outlook has developed glitches of its own - maybe Microsoft's way of forcing migration.
Great video on the new look Outlook.
My problem is that I make extensive use of folders and would prefer to continue with that workflow (dragging mails into the public folder which has individual client and other work folders). You mentioned categorising rather than dragging into folders. How do I access the public folders or create the link to it?
Thank you for the video. Could you please talk about the Sharepoint access trough the new Outlook. Many thanks.
I'm actually still underwhelmed by the new Outlook. Yeah, it has some new features, but from what I can see, there won't be any VBA integration like with the client version. Plus, no more .pst files. For those of us who use VBA to automate routines between applications (and have built custom VBA Outlook macros for clients), we appear to be screwed. And without .pst files, there's no offline backup or archiving capability. The only saving grace will be whether Microsoft continues to provide and support the Outlook client. I have no use for the new Outlook.
Is it possible that Power Automate could handle some of this or it has to be client based for local application access?
I can see this being problematic as it’s essentially just a portal to the web Outlook on desktop.
@@kandmlane5097 It may be possible to some degree, but some of my current macros do a lot of gruntwork saving and manipulating attachments on user's local machine, so I'll have to see what Power Automate can do in that regard. It just ticks me off that something that's been supported by Microsoft for decades and could still do so if they wanted to may be going away.
HI Scott, great channel. I have a small question, in the old outlook I like to go to "day view" and press shift to pick multiple days to view on the calendar. For some reason it does not let me do this in the new version. Am I right, or am I missing something. Thank you for the video
Thanks. Helped a lot to make New Outlook easier to use.
Glad it helped! 😄
This was a great summary Scott. I had not realized a couple of points you made which clarified an issue I had using the New Outlook. I was looking in the wrong place. I use the New Outlook all the time now and am encouraging all of our leadership/supervisor teams to begin using it as it is going to be going away (allegedly) this Fall. Thanks again.
Thanks for your kind feedback 😁👍
Missing too many features….. disappointed
Compared to legacy outlook or something else? I’m happy with the new Outlook for the improvements over legacy.
They finally got the rules added back in which I must have.
List them as not missing anything
Drag and drop a file to desktop to name just one
Support for PST. Identified as something it will support (future) doesn’t now.
Support for Public folders. (Work around issued from Microsoft). Either do x y and z. So you can make it a favorite. Then still not same. Or. Stick with old Outlook.
Deal killers. If these are not addressed. I don’t care.
Don’t need want or benefit from an Outlook lite.
It's been a while, but I believe customized formatting.
Thank you for the informative video! A quick question: How do you translate email into the new Outlook?
Hi
I do not work (retired), the main feature I use in the Classic MS Outlook is the Calendar for all my daily, weekly, monthly, and yearly appointments (I cannot function without my calendar - also, the other feature I use is Contacts
So, teams, emails etc. are not important. But I use emails sometimes but mostly I use Gmail.
I did switch to the new outlook, but I did not like it - so many features of the calendar are missing. I switched back to the classic outlook.
My question is when I am forced to use the new outlook, are all my appointments / reminders will transfer over, also the customized quick access bar will exist??
Currently my outlook (MS office 365) is linked to iCloud for windows, So I have access to my calendar on my iPhone, my laptop and Desktop which helps me to add or update any appointment in any of the 3 that I use at home or if I am out and add new appointment on my iPhone - would this feature will exist ?
Comments from UA-cam blogger:
Lots of people have tried it and switched back. Remember the new coke disaster in the 1980’s? Maybe this is the same!
I organize my emails in folders by project and there is a setting in the original Outlook desktop that when you reply to an email it will put it in the folder that you sent it from. How do you do this in the New Outlook?
Thanks Scott - great news about integrations. Interested in the functionality of creating tasks from emails - so not sure this is the right video to comment on but... Is it possible to create a task straight into a premium plan in Planner. I cant seem to move or copy private tasks to a premium plan - I can do so to basic plans. From this recording it looks like the functionality goes straight to ToDo but in the interests of collaboration, I'd like to take out the long-hand copy/paste to a premium plan task. Information on if /when this might be possible is hard to find right now - any help appreciated.
I like the new Outlook, but am disappointed that many features are not available for imap accounts. How long will this continue?
Hi Scott. Great video. Is it possible to mail merge from word in this new version.
Best regards
Hey i am not being able synchronize my IMAP/POP email on the new outlook.
Do youy have any suggestions for that ?
Scott, how many accounts can we add into outlook app? lets say if i have different domain based emails, is it possible or is there any restriction? can we also add gmail accounts along with microsoft 365 or pop3 accounts?
Thank you! life saving :)
Glad it helped! 😀
Unfortunately, I was unable to see what you were doing on the monitor due to the white background. Due to my eyesight restrictions I have to use dark mode. Do you think your users would’ve checked to you doing so?
Excellent tutorial video on the new productivity features in the new Outlook. I'll be integrating several of these tips into my daily workflow. Much appreciated, Scott.
Good video. As a problem, i see many tools of outlook do not work when your email it is not an outlook account; I beleive the cassic or old version is still better
As far as I understand, this is the "Free" slimmed down version of the paid Outlook 2021, 2019, 365 etc. I've only briefly tried it, can it import existing .pst files and fully support pop and/or imap ?
How can you rearrange shared mailboxes and multiple accounts? I have accounts with 6 sheared folders each. I'm going crazy! Can you combine the calendars of all 4 accounts into one?
How can I migrate my inbox folders to the new outlook ? I spend years organizing my e-mails into each folder
If it ain’t broke, don’t fix it!!!
When will Microsoft learn?
All other software moves forward, must Microsoft now leave things for years unchanged - I don't think so, we would not be here where we are today of things did not change often.
@@synthwave7But this wasn't a move forward. It's backwards. Now it's an unstable platform missing features. Nothing of value was added. I work in IT and supporting this new version has been a nightmare.
How do we save attachments from emails? I find that I have to download them and then go and manually save them in a different location.
Also keyboard shortcuts don't seem to work stop. I used to use them in the past to categorise my mails and meetings.
Looks loike there are missing actions in Quick Steps. I used to have a meesage as part of the actions. Looks like this is now missing. Is this the case??
Missing too many features I use regularly. Tried for a day and switched back.
How do we type quickly and search for a senders mails after sorting based on the senders ? Keyboard typing is not working in new outlook
Hi Scott, the new outlook for me isnt worth the hassle of upgrading from Outlook 2021 to Outlook for 365 ? I have 11 email address that come into my Inbox, from Outlook, Gmail, and 3 websites plus a couple of marketing addresses ..... my biggest gripe with Outlook has always been that you cannot 'color' the Folders under a main Inbox ? I use about 15 Folders almost everyday ....... would be nice to group them by colored text, thats all ? Surely it isnt that hard to do ? But Microsoft ignores non corporate users ..... good video though
What about add-ins? This "new" outlook will break half of the programs I use at work without add-in support.
Can you turn off the sidebar on new outlook?
Can any of the emails be saved in a folder on your personal computer
The new Outlook still doesn't have conditional formatting to help with identifying email from certain senders. I do periodically check every few months, but ultimately end up switching back to the Classic Outlook.
When I was working for a local authority we used outlook. I used to get outlook to sort my emails. For instance anything from someone outside of the LA I’d get it to put in one folder. Any emails from my boss went into another folder. Can that still be done? I can’t see how.
hey :) Great video.
Somehow my "Teams-Meeting" is missing when im in kalender. But when i drag a mail inside its there... anyone having issues with missing Teams-Button?
Hi Scott! How can you change the display name? I've checked all settings and I can't find it... Am I missing something? :)
All those bells and whistles and yet Microsoft fail to include a spell checker incorporated into the software. This renders the Outlook platform useless, so ive had to switch back to using it in a browser in which the spell checker works seamlessly.
Equally surprised that such a straight forward function hasnt been mentioned!!!
My issue is the old outlook - when I click on an Inbox, the sub folders (Sent, Deleted, Junkmail etc) appear underneath. The new outlook doesn't offer this functionality (from what I can see!) I have to go down the list click on main folder/Inbox to see sub folders. - Any ideas!!!
how can you delete attachments but not the entire email how it was in the old outlook? I seem to cant just delete the attachment from the email anymore
How can i set up pop3 in new outlook?
Does anyone know how you can logout? Why am I finding it so hard to find the sign out button?
You have WAY more settings and options than I do. For example, I have no option to categorize emails. I can't see Todo or add it to the sidebar. I can't change density. What am I missing here? I don't even have an option to ad apps. I'd love to be able to get ToDo integrated. I have a 365 subscription. Thanks!
How can I create signature in the new outlook?
what drives me crazy with the new outlook it sorted my folders and subfolders into alphabetical order. and I don't know how to re-arrange and drag it.
Thank you for this! But where is the Read Aloud?
I am still waiting for conditional formatting to be available for inbox and calendar.
Hello, could you please create a new video explaining the correct way to dragging a dropping attachments, I can’t drop files directly to SharePoint or another location in file explorer app
Yes!!! Great point
In new outlook after send Mail mail could not delivered error please help
Are they crazy?!!!! just switched back to the old outlook and autocorrect spell check works great! But with the new version it just underlines misspellings in red - can't find ANY info on how to enable autosuggestion or autocorrect and if right click only offered options for formatting the fonts.
How do you import emails from an earlier outlook as there is no file menu?
Biggest issue I've found so far is Mailto: buttons in PDF's don't work in New Outlook.
I would like to be able to open previously ‘saved’ emails and ‘save’ new ones.
I find pros and cons to it. I find it is a pain to attach emails as attachments to other emails. (not forward). Also saving as a file into a folder in windows explorer is a nightmare.
I do like the conversation thread and how you can go through the conversation to find information.
Everytime I try to use the new version, it opens on my browser. Is there a way to use it off-line?
This is great, but my new outlook doesn't have categories 😢
Im tried the new Outlook and turned it off an hour or so later. Thanks to your video I'm turning it back on. Thank you
I'm not sure if those hints are totally new. I've been using the new Outlook for a few months and, except for the pop up new messages, the others remain the same of what I've seen so far (and I don't take part on any group to receive those new functionalities first).
Something as simple as selecting multiple attachments in an email is not possible in the new outlook. So disappointed with microsoft really. moving back to the old version. However ! Amazing video...
The "send to OneNote" function is horrible (compared to the old version). That is the only reason why I havent switched.
But can you teach us how to love it?
i was dead set against new outlook , but then i got bored and started playing with it and a half hour later i was sold , i like it way better
The problem: The integrations. Teams, sharepoint, office 365, it all becomes one huge blurry mess. We need simple, dedicated apps that do one thing and do it well. Also, missing features or not being able to find them is too frustrating for most people. The learning curve appears to be steep. I generally love trying new apps and have no issue learning the features. But with the new Outlook, I just get lost. Another issue I have is with the interface. There was a time when we had menu bars, and they were pretty standard across apps, even from different vendors. But Microsoft does things their own way, making basic features hard to find. Even harder now with the minimalist UI, which hides a lot of stuff that should be readily available (and not after a hundred mouse clicks). Oh and one more thing: as a sysadmin, I’m extremely happy I dont have to manage everything that goes on behind this entire ecosystem. 😂
Not really sure why this version got pushed to customers. Company I work for just telling every customer trying to use this to switch to thunderbird. It just wont "sync". IMAP just isn't working we have no work around besides telling them to go with someone else.
How to find address book
Can't use all the features. Gmail account doesn't allow it. I use it for work. Constant read emails keep on reverting to unread. Also have issues sending emails with attachments, says the file is too big when in fact they aren't. Download emails are not able to be open any longer.
why cant I see the categorize option when I right click into the emails?
i also dont have the "to do" tab
Nice review. But no mention of the excessive data harvesting. HUGE security risk.
anyone how to logout of the new outlook?
How can I sort inbox by sender in the new version?
You can use the Filter in the top right of your Inbox and then you can sort by 😁
More information is detailed here - support.microsoft.com/en-gb/office/sort-email-messages-in-outlook-1d9744fc-d9e5-4e05-83d3-c100a163c140
@@your365coach filter by name defaults A to the top of the screen, so lots of scrolling to find messages from Steve! The old outlook you could click on a message and sort by name would bring all messages from that sender into view. This feels like a massive flaw in the new outlook unless I'm missing something.
You didn't discuss where to find the sticky notes app, which has now disappeared
Disapponited that you never talked about the changes to contacts. I guess because it is terrible by far the worse feature in the new outlook. The search feature is also awfull. I agree that the mail feature is pretty good.
How can I see my most recent replies in the conversation view? It used to have my most recent reply at the top.
Won’t open .pst files. Useless!
I was all set to change over until I discovered you cannot use Proton Mail via Proton Bridge with the new Outlook. 😞
With the old Outlook it was so easy to attach at file to an email - there is no attach button that I can see on the New Outlook, which is the main reason I don't use it
Note you have to download, drag and drop. 🙁
It’s called insert now
@@robscott2473 Thanks - with the old Outlook, when you wanted to attach a file, you clicked on attach/insert, and a list of recent docs came up - this doesn't seem to be the case with the new outlook - I am having to go back into my documents and manually search for the document I want to attach - do you have any advice? Thanks
The new version of Outlook lacks some features present in the old one.
My favourite thing with to-do is the ability to create a task and then immediately archive the email. Zero inbox here I come!
Hated Outlook at work since the horrible email archive, nothing beats Outlook on your local computer and a weekly pst backup
I turned it on a year ago and turned it off the same day. It can't open a .eml file, so it's useless.
I don't have category
New outlook.... = broken outlook.
Shared mailboxes not working properly.
Pinned messages freaking out if more than a few.
Glitchy syncing or does it sync - i shouldn't have to click on a different folder and back to see a new email.
Basically shit online outlook in a pretend app.
The New Outlook is lighter, but it is also not as powerful as the classic one. And many simple operations are either not available or take too much time to find.
how to save email
This product is not outlook - it's just a web app. Calling it outlook is a crime. It's more like Mail than outlook.
Copilot integration?
We have another dedicated tutorial on our channel, covering How to use Copilot in Outlook, using the new version of Outlook - it’s quite popular, so feel free to check it out 👍😄
Hello,
I’m used to use e-mail templates for repeated e-mails, this option is not available in the new outlook. Do you know if it is planned to be included again?
@@your365coach how do functions like categories differ between new and old. Old seems only to color code. New seems to tag. Neither seems to sort.
Generally I Am fighting 365 tendencies to decentralize my work. I end up not knowing what is current and where content is stored. Be nice if it would stop.
Looks likes its the Outlook web version. Should have said this from the beginning.