Tech Tip #11

Lightning tutorials to get you going!

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Have you noticed some changes to the web version of Microsoft Office 365 Outlook? The layout has changed slightly and a few neat features have been added. Below, I'll review of them for optimum productivity. Learn about these key features letting this technology work for you to keep you organized!


Your e-mail, like other devices or machines, needs maintenance. Ignoring for too long will increase the chances of it becoming unmanageable. Anyone feel like sorting through 800 emails in their inbox? Me neither! Allow Outlook's web application features to manage it for you by spending a few minutes setting it up. You will reflect and thank yourself for doing it.

The New Menu Bar

The new menu provides access to commonly used features close at hand with just a click. Don't spend minutes(!) selecting and right-clicking for the actions you seek. Instead, select the email and click on the action. Simple. Fast. Productive.
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The New Settings Menu

The new settings menu is a live search enabling to type in exactly what you need with the results filtering in real-time. It will take a moment to adjust but it is a new feature that is welcomed. Not sure what to type, start with what you need to know. For example, "inbox," "signature," or "reply" are all valid words you can use to search.


You can also scroll down the first portion of the settings menu to the listed MY APP SETTINGS. Click on MAIL to go to the mail settings.

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Filtering & Sorting

Sweep

Sweep is a new feature that allows for the complete deletion of emails from an individual sender.
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Get rid of unwanted emails in one clean 'sweep' from one sender. You can use this function to automatically delete incoming mail, keep only the latest email, or delete emails older than 10 days.

To clean your Inbox of unwanted emails
  1. Select the email from the sender whose messages you want to delete.

  2. On the task bar, click Sweep.

  3. Select the option you want that determines how emails from the sender are deleted.

  4. Click 'Sweep.'

Archive

With archiving, you can save an email in your account to view later but just not in the inbox. This process will move your email to the archive folder.


A word of caution, clicking on archive can quickly evolve into an overflowing archive folder if not maintained and monitored. If you haven't created any folders, it is better to do that and sort accordingly.

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To archive an email from your inbox or other folder:
  1. Select the email from the sender whose messages you want to archive.

  2. On the task bar, click Archive.

  3. To view the email again, go the 'Archive' folder on the left task pane.

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Junk

This filter evaluates each incoming message to assess whether it might be spam. By default, junk filter is turned on and the protection level is set to low. This filter system will still deliver the incoming message but will place it in the JUNK folder.


To change the seetings for the junk folder, go to your options section in the settings. Follow the images below.

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Also, as you read emails keep an eye out for filtering actions such as the image above. You can allow the blocked content to appear or put the sender in the ALLOW list by selecting the section option. You can enter the ALLOW OR BLOCK list at any time to amend these lists.

Clutter

Clutter assists by filtering low-priority emails. Microsoft's philosophy stressed the importance of helping you filter unimportant emails while you concentrate on important messages. If you enable clutter, when a new email arrives, it takes messages you're MOST LIKELY to IGNORE and puts them into the Clutter folder. You can enable and disable Clutter.

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One More Thing...

Clicking on your name in the left pane reveals a secondary menu. In this menu, you can select create folder, delete folder, or empty folder.
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If you would like more assistance, get in contact with me!