The pundits would have you ever imagine that electronic mail is being supplanted by texting, social media, chat apps like Slack, and direct communications software program reminiscent of Skype and Google Hangouts Meet.

Don’t imagine them.

Electronic mail remains to be large, the mainstay of office communications. And for numerous customers, electronic mail means Microsoft Outlook.

Microsoft sells its Workplace suite of productiveness apps underneath two fashions: People and companies will pay for the software program license up entrance and personal it without end (what the corporate calls the “perpetual” model of the suite), or they’ll buy an Workplace 365 or Microsoft 365 subscription, which suggests they’ve entry to the software program for less than so long as they preserve paying the subscription payment.

While you buy a perpetual model of the suite — say, Workplace 2016 or Workplace 2019 — its purposes won’t ever get new options, whereas apps in an Workplace 365/Microsoft 365 subscription are frequently up to date with new options. (For extra particulars, see “What are the variations between Microsoft Workplace 2019 and Workplace 365?”)

This cheat sheet will get you on top of things on the options that had been launched in Outlook 2016 and Outlook 2019, the perpetual-license variations of Outlook included with Workplace 2016 and Workplace 2019, respectively. In Microsoft 365, Outlook has all these options, plus a number of extra. We’ll quickly be publishing a separate Outlook for Microsoft 365 cheat sheet that covers all its newest options.

Many of the ideas on this article apply to each Outlook 2016 and Outlook 2019 for Home windows. Close to the tip are ideas for Outlook 2019 solely, after which we wrap up with helpful keyboard shortcuts for each variations.

Notice that the screenshots proven on this article had been taken in Outlook 2019. In case you’re utilizing Outlook 2016, some screens might look barely totally different.

Share this story: IT of us, we hope you may cross this information on to your customers to assist them study to get probably the most from Outlook 2016 and 2019.

Use the Ribbon

The Ribbon interface in Outlook 2016 hasn’t modified a lot in comparison with earlier variations. As a result of the Ribbon has been included in Workplace suite purposes since Workplace 2007, we assume you are conversant in the way it works. In case you want a refresher, see our Outlook 2010 cheat sheet.

The Ribbon in Outlook 2016 has a flattened look that is cleaner and fewer cluttered than in Outlook 2010 and 2013. The newer Ribbon is smaller than it was in Outlook 2013, the title bar now’s blue slightly than the earlier white, and the textual content for the Ribbon tabs (File, Dwelling, Ship/Obtain, and so forth) is a mixture of upper- and lowercase slightly than all caps. Nevertheless it nonetheless works in the identical method, and you will find a lot of the instructions in the identical places as in Outlook 2013.

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The Ribbon hasn’t modified a terrific deal from Outlook 2013. (Click on picture to enlarge it.)

To search out out which instructions dwell on which tabs on the Ribbon, obtain our Outlook 2016 and 2019 Ribbon fast reference. Additionally see the nifty new Inform Me function described beneath.

As in earlier variations of Outlook, in order for you the Ribbon instructions to go away, press Ctrl-F1. (The tabs above the Ribbon keep seen.) To make them reappear, press Ctrl-F1 once more.

You’ve acquired different choices for displaying the Ribbon as properly. To get to them, click on the Ribbon Show Choices icon on the high proper of the display screen, simply to the left of the icons for minimizing and maximizing Outlook. From the drop-down menu, you may select Auto-hide Ribbon (cover the whole Ribbon, each the tabs and instructions beneath them), Present Tabs (present the tabs however cover the instructions beneath them, as if you press Ctrl-F1), or Present Tabs and Instructions (present the entire Ribbon).

And if for some purpose the blue colour on the title bar is an excessive amount of for you, you may flip it white or grey. (In Outlook 2019, there’s additionally a black possibility.) To do it, choose File > Choices > Common. Within the “Personalize your copy of Microsoft Workplace” part, click on the down arrow subsequent to Workplace Theme and choose Darkish Grey or White (or Black) from the drop-down menu. To make the title bar blue once more, as a substitute select the Colourful possibility from the drop-down record. Simply above the Workplace Theme menu is an Workplace Background drop-down menu — right here you may select to show a sample reminiscent of a circuit board or circles and stripes within the title bar.

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To alter Outlook’s blue title bar: Within the “Personalize your copy of Microsoft Workplace” part, click on the down arrow subsequent to Workplace Theme and decide darkish grey, white, or (in Outlook 2019) black. (Click on picture to enlarge it.)

Attempt Inform Me for higher effectivity

Outlook is so filled with options it may be robust to recollect the place to seek out instructions you haven’t used shortly. Microsoft has made it simpler with a brand new function in Outlook 2016 and 2019 referred to as Inform Me, which places even buried instruments you not often use in simple attain.

To make use of it, click on the Inform me what you wish to do textual content to the precise of the Ribbon tabs. (In case you want keyboard shortcuts, press Alt-Q.) Then kind in a process you wish to do, and you will get a menu displaying potential matches for the duty.

For instance, if you wish to filter your mail to see solely messages with attachments, kind in filter electronic mail. On this occasion, the highest result’s a Filter Electronic mail itemizing with an arrow to its proper, indicating that it has many choices. Hover your mouse over it, and also you get a number of choices for filtering your mail, together with by Unread, Has Attachments, This Week, and others.

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The Inform Me function in Outlook 2016 and 2019 makes it simple to carry out nearly any process. (Click on picture to enlarge it.)

Select the choice you need, and the duty might be carried out immediately. If you would like extra details about your process, the final two objects that seem within the Inform Me menu let you choose from associated assist subjects or seek for your phrase utilizing Good Lookup. (Extra on Good Lookup beneath.)

For the most typical fundamental duties, you received’t want Inform Me. However for extra advanced ones, it’s value utilizing, as a result of it’s rather more environment friendly than searching by the Ribbon to discover a command. It additionally remembers the options you’ve got beforehand clicked on within the field, so if you click on in it, you first see an inventory of earlier duties you’ve got looked for. That makes positive that the duties you regularly carry out are at all times inside simple attain, whereas on the similar time making duties you not often do simply accessible.

Use Good Lookup for on-line analysis

Typically emails are simply fast notes that don’t require a lot analysis, and you’ll toss them off with little or no thought. Different instances, although, you’ll wish to embrace related data earlier than sending them off. These are the instances you’ll recognize the brand new Good Lookup function. It enables you to do analysis from proper inside Outlook whilst you’re creating an electronic mail, so that you received’t have to fireside up your browser, search the net, after which copy the data or footage to your message.

To make use of Good Lookup, right-click a phrase or group of phrases in an electronic mail — it may be a brand new draft, a message you’ve obtained, or one you’ve already despatched — and choose Good Lookup from the menu that seems. Outlook then makes use of Bing to do an online search on the phrase or phrases, displaying definitions, associated Wikipedia entries, footage and different outcomes from the net within the pane that seems on the precise. In case you simply desire a definition of the phrase, click on the Outline tab within the pane.

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Good Lookup enables you to do internet analysis from proper inside Outlook. (Click on picture to enlarge it.)

To make use of Good Lookup in Outlook or another Workplace app, you may first have to allow Microsoft’s clever companies function, which collects your search phrases and a few content material out of your shows and different paperwork. (In case you’re involved about privateness, you may want resolve whether or not the privateness hit is definitely worth the comfort of doing analysis from proper throughout the app.) If you have not enabled it, you may see a display screen if you click on Good Lookup asking you to show it on. When you achieve this, will probably be turned on throughout all of your Workplace purposes.

Discover attachments extra simply — and share ‘cloud attachments’

We’ve all been there: We wish to connect a file we had been not too long ago engaged on, however don’t bear in mind its exact location — or typically even its title — and spend far an excessive amount of time navigating and looking for it.

Outlook 2016 and 2019 remedy the issue neatly. While you click on the Connect File icon, an inventory of the twelve most up-to-date information you’ve been utilizing pops up. The record contains all of the information you’ve been utilizing on any gadget, so long as you’re signed in to your Microsoft account. So in case you had been engaged on a file in your desktop, then later within the day took your laptop computer to work outdoors your workplace, Outlook would present you the information you had opened on each units. If a file is saved in OneDrive, OneDrive for Enterprise, or SharePoint, you’ll see a cloud on its icon.

If the file you need isn’t within the record, click on Browse this PC on the backside of the menu to browse your native exhausting disk, or Browse Net Areas to browse OneDrive, OneDrive for Enterprise, or SharePoint.

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Outlook reveals you an inventory of information you’ve not too long ago used, making it simpler to seek out and fix them to an outgoing electronic mail. (Click on picture to enlarge it.)

Click on the file you wish to connect. What occurs subsequent relies on the place the file is saved. In case you select a file that’s saved in your native exhausting drive, a replica of will probably be connected to the e-mail within the regular method.

In Workplace 2019, in case you click on on a file that’s saved in OneDrive, OneDrive for Enterprise, or SharePoint, you’ll be given a selection: You’ll be able to select Connect as copy to ship the file as a traditional attachment or Share hyperlink to ship a hyperlink to the file in its cloud location, one thing Microsoft informally calls a “cloud attachment.” (In Workplace 2016, information saved within the cloud are mechanically despatched as cloud attachments.)

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Sharing a hyperlink to a file saved in OneDrive, OneDrive for Enterprise, or SharePoint enables you to collaborate on the file with others. (Click on picture to enlarge it.)

Sharing a file as a hyperlink ensures that individuals will see the newest model of the file and lets them collaborate on it. For instance, in case you ship a hyperlink to a Phrase file to a number of individuals, once they click on the hyperlink, they’ll open the file and be capable of collaborate on it with one another dwell utilizing Phrase’s collaboration options

For people, the default is that anybody can edit the file. In case you’re in a enterprise surroundings, by default anybody inside your group can edit the file. However you may change the collaboration permissions. After you’ve connected the hyperlink to the e-mail message, click on the down arrow subsequent to the attachment icon and choose Change Permissions from the drop-down menu. Particular person customers could have a selection between Anybody Can Edit or Anybody Can View. Enterprise customers have a couple of different choices: Group Can Edit, Group Can View, Recipients Can Edit (which means solely these you’ve addressed the e-mail to can edit the file), and Recipients Can View. Make your choice after which ship the file on its method.

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Selecting collaboration permissions for a shared file hyperlink. (Click on picture to enlarge it.)

Notice: The next ideas are for Workplace 2019 customers solely. In case you use Workplace 2016, you may skip to the helpful keyboard shortcuts chart on the finish of the article.

Get a extra centered inbox in Outlook 2019

In case you’re like the remainder of the world, you endure from electronic mail overload. Your most necessary messages are combined in with the dross of on a regular basis electronic mail life — retailing come-ons, teams begging for donations, pointless newsletters and extra.

Targeted Inbox helps remedy the issue. Utilizing synthetic intelligence, it determines which messages are most necessary to you and places them right into a Targeted tab, whereas placing every part else into an Different tab. That method you may spend most of your time dealing with necessary messages within the Targeted tab, solely often checking the Different tab.  

Notice that Targeted Inbox is out there solely to Outlook 2019 customers who’ve an Change or account. (It’s additionally out there to customers with Microsoft 365/Workplace 365 subscriptions.)

To activate Targeted Inbox, choose the View tab from the Ribbon, then click on the Present Targeted Inbox icon. Any longer, you’ll have two tabs in your Inbox, Targeted and Different. The Targeted tab ought to have an important messages, and the Different tab ought to have much less necessary messages. If that’s not the case, you may manually transfer messages from one folder to the opposite and inform Targeted Inbox to mechanically filter them in that method sooner or later.

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Turning on Targeted Inbox in Workplace 2019. (Click on picture to enlarge it.)

To maneuver a message from one tab to a different, right-click the message you wish to transfer, then choose Transfer to Different or Transfer to Targeted, relying on the place you need the message moved. That can transfer the message simply this as soon as. If you wish to completely route all messages from that sender to the opposite tab, select both At all times Transfer to Different or At all times Transfer to Targeted.

Targeted Inbox isn’t for everyone. In case you discover that Targeted Inbox hinders greater than it helps, you may toggle it again off by choosing View > Present Targeted Inbox.

By Rana

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