Microsoft Outlook 2016

Quick Tips & Shortcuts To Save You Time

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What’s New In Outlook 2016

• Tell Me

• Smart Lookup

• Clutter Tool

• Attaching Files

The Tell Me query box helps users find answers fast

Tell Me brings features and help topics to your fingertips, and saves you the time you would normally use to look for a specific function on the Ribbon.

Outlook Ribbon – Tell Me

Outlook Ribbon – Tell Me – Example #1

Outlook Ribbon – Tell Me – Example #2

New feature in Office 2016

Get insights into what you're working on with Smart Lookup

Fact-check or explore terms in your documents with Bing-powered Smart Lookup. Simply highlight terms in your document and use this feature to bring in search results from the web right into your reading or authoring environment.

Outlook Ribbon – Tell Me – Smart Lookup

New feature in Office 2016

Use the Clutter Tool to sort low-priority messages

The Clutter feature learns how you prioritize your mail, and then helps you by putting low priority messages in a separate folder (while still giving you a daily summary so you don't miss anything).

Outlook Folders – Clutter Tool

New feature in Office 2016

Attach Files Without Searching

Attach a document from your recent items and share them from OneDrive or SharePoint with email recipients. Also configure sharing permissions so that all the recipients have access to the attached file without having to leave the app.

Outlook Ribbon – New Email - Attach Files

New feature in Office 2016

Tips & Tricks To Save You Time

• Color Categories

• Ignore/Clean Up Conversations

• Quick Parts Gallery & AutoText

• Reading Pane & Display Size

• Outlook Ribbon & Contextual Tabs

• Blind carbon copy (Bcc)

• Personalized Signatures

• Delay/Schedule Email Delivery

• Conditional Formatting

• Instant Search

• Quick Access Toolbar

• Print Items

Outlook Ribbon and Contextual Tabs

The Outlook Ribbon makes finding things faster and easier by grouping controls together by functionality on contextual tabs that appear only when you need them, which eliminates the need for multiple rows of toolbars.

Outlook Ribbon – Home Tab

Outlook Ribbon – Send/Receive Tab

Outlook Ribbon – Folder Tab

Outlook Ribbon – View Tab

Feature available since Office 2007

Blind carbon copy (Bcc)

Send a copy of an email message to a recipient by using Bcc without the recipient's name being visible to the other recipients in the To or Cc boxes.

Outlook Ribbon – Home Tab – New Email – Bcc

Feature available since Office 2002

Personalized Signatures

Create personalized signatures for your email messages that include text, images, your electronic business card, a logo, or even an image of your handwritten signature.

Outlook Ribbon – New Email – Message Tab - Signature

Feature available since Office 2003

Delay or Schedule Email Message Delivery

In Outlook, you can delay sending a single email message or use rules to delay the delivery of all messages.

Outlook Ribbon – New Email - Options Tab - Delay Delivery

Feature available since Office 2000

Assign a Color Category to email messages or contacts

Color categories are a great way to get organized and add visibility to your Outlook items, so you can sort and find what you need faster.

Outlook Ribbon – Home Tab – Categories - Assign A Color Category

Feature available since Office 2010

Use Ignore or Clean Up Conversation to delete redundant messages

The Ignore or Clean Up Conversation feature in Outlook can reduce the number of messages in your mail folders. Redundant messages throughout a Conversation (email thread) are moved to the Deleted Items folder.

Outlook Ribbon – Home Tab – Ignore/Clean Up

Feature available since Office 2010

Save time with Quick Parts Gallery & AutoText

AutoText is reusable content that you can store and

access again and again. Use the Quick Parts Gallery to

create, store, and find reusable pieces of content,

including AutoText, document properties such as title

and author, and fields.

Outlook Ribbon – New Email – Insert Tab – Quick Parts

Feature available since Office 2010

Reading Pane and Display Size

When you click messages in the message list, a preview

of the message and some file attachments, such as

Microsoft Office documents, appear in the Reading Pane,

Right. And, adjust the display size in the Reading Pane.

Outlook Ribbon – View Tab – Reading Pane & Display Size

Features available since Office 2007/2010

Change incoming message colors/fonts with Conditional Formatting

Conditional Formatting is a way to make automatically

change incoming message colors, fonts or styles, based

on sender, subject, or recipients.

Outlook Ribbon – View Tab – View Settings – Conditional Formatting

Feature available since Office 2010

Instant Search

Outlook 2016 email search is faster, more reliable and provides improved performance. You can seamlessly search email across your local computer, Exchange 16 server or Office 365 Mailbox.

Outlook Ribbon – Search tab – Search Tools

Control-Shift-F

Feature available since Office 2007

Quick Access Toolbar

The Quick Access Toolbar is a customizable toolbar that contains a set of commands that are independent of the tab on the ribbon that is currently displayed.

Outlook Ribbon – Quick Access Toolbar

Feature available since Office 2007

Print items in Outlook

Printing in Outlook is the same in Mail, Calendar, or any other folders — all printing settings and functions are found in the Microsoft Office Backstage view.

Outlook Ribbon – File Tab (Backstage) - Print items in Outlook

Feature available since Office 2010

Get more done on the go with Outlook 2016

Stay more connected and productive with a clear, unified view of your email, calendar, contacts, and task management to help you communicate and stay organized. Now with Outlook 2016 you’ll find new and improved professional features. Here are some tips from Outlook 2016 that can help you save time and use the app more effectively.

Go beyond the desktop to get more done wherever you are with Outlook on your iPad®, iPhone®, Android™ tablet and Android™ phone.

Outlook Ribbon – Email, Calendar, Contacts, Files and more

FAQ How do Microsoft Office 2016 apps differ? • Office apps vs Office Mobile apps vs Office Online Apps

Office 2016 apps (and the Outlook 2016 app discussed here) are designed for:

• Office 2016 Suite for desktops and laptops is available for purchase as part of Office 365, or as standalone suite.

Office Mobile apps are designed for:

• Provide simple but powerful mobile features optimized for touch and mobile use, and built for viewing and light

editing--A great way to take your work on the go.

• Office Mobile apps are available for iOS iPhone or iPad, Android phone or tablet, PC, Mac, and more.

Office Online apps:

• Create, share, and collaborate from anywhere using your favorite web browser--Another great way to take your work on

the go when working on a public or shared device without Office apps installed.

• Move seamlessly from Office Online to the full-featured desktop apps (when available)—without leaving your document.

Outlook on the Web (for accessing Office 365 and Exchange):

• Use Outlook on the web to access email, contacts, calendars, and tasks from anywhere that you have Internet access.

Reference

Microsoft Office 365 & Office 2016 • https://www.office365.com

Microsoft Office Online • https://www.office.com

Microsoft Office Professional 2016 (standalone) • https://products.office.com/en-us/professional

Learn Outlook 2016 with Eident Instructor-Led Training • eident.co.uk/training-courses/microsoft-office-training-courses/