Common Email Features

Last week we talked about keeping your Desktop clean, which received a lot of positive feedback. Today we’re going to talk about common email features and understanding the email interface.

I assume everyone is aware of the email migration that happened a few weeks back since you’re reading this email. And sometimes, well most of the time, change can be difficult. It is difficult because there’s something new to learn and adapt to. Luckily software developers thought of “Help Manuals”. If you’re using desktop version of Outlook 2010, 2013, or 2016, “Help” window can be brought up simply by pressing F1 key on your keyboard(top left corner) and it looks like this:

If you are using web version of Outlook, “Help” can be found in the top right corner of the window next to your name:

What you then can do is type in the problem you’re facing and most likely it will come back with an answer. For example, if you want to create a signature, but don’t know how, type “create a signature” in the search box. Desktop Outlook will show you how to get to the setting and web Outlook will take you straight to the setting. Most of the issues can be resolved by searching “Help” first.

How to Reply

Now this shouldn’t be an issue, but some do it by mistake and some just don’t pay attention. You need to pay attention when replying to an All Staff or group email. If your message is confidential and is only for the eyes of a sender, make sure they are the only ones who will receive your respond. If desktop Outlook has separate buttons for Reply, Reply All, and Forward, web version has only one button with different options that can be brought down by clicking downward arrow:

If you want to reply to sender only make sure to select “Reply” option and not “Reply All”. On a phone, depending what kind and what kind of app you’re using, reply buttons might be without labels. Single backward arrow – Reply, double backward arrows – Reply All, and forward arrow is Forward.

Focused Inbox and Conversations View

Focused inbox is turned on by default in the web Outlook. This can make your inbox look a bit different and disorganized. To turn it off click Filter and uncheck Show Focused Inbox.

Conversations View is also turned on by default in the web Outlook. In Conversations arrangement view messages that share the same subject appear as a group or collection of messages. To turn it off click Filter select Show asMessages.