1 00:00:00,05 --> 00:00:02,02 - [Instructor] There are tools and settings you can use 2 00:00:02,02 --> 00:00:05,05 to make your inbox or any other email folder 3 00:00:05,05 --> 00:00:07,08 accessible and easy to use. 4 00:00:07,08 --> 00:00:10,04 And these tools aren't subtle, they're right in front of us, 5 00:00:10,04 --> 00:00:11,09 the first is a filter, 6 00:00:11,09 --> 00:00:14,07 here at the top of the Information pane. 7 00:00:14,07 --> 00:00:15,09 And if I click Filter, 8 00:00:15,09 --> 00:00:18,07 one of my first choices is to show all messages, 9 00:00:18,07 --> 00:00:21,08 that's the default, or just show unread messages. 10 00:00:21,08 --> 00:00:23,04 So if I'm working through my inbox 11 00:00:23,04 --> 00:00:26,02 and want to make sure that I've read all of the messages, 12 00:00:26,02 --> 00:00:28,07 if I choose unread, there's a filter. 13 00:00:28,07 --> 00:00:32,04 And you'll notice that only unread messages appear now, 14 00:00:32,04 --> 00:00:36,03 to go back, simply click on the Unread button again 15 00:00:36,03 --> 00:00:37,06 and you'll be back. 16 00:00:37,06 --> 00:00:39,05 This is like a toggle. 17 00:00:39,05 --> 00:00:40,05 Unread. 18 00:00:40,05 --> 00:00:42,00 And it says at the top unread, 19 00:00:42,00 --> 00:00:43,01 so we won't make a mistake 20 00:00:43,01 --> 00:00:45,05 and assume that these are all our messages. 21 00:00:45,05 --> 00:00:50,03 And then I click Unread again, to take that filter away. 22 00:00:50,03 --> 00:00:51,03 If I click Filter again 23 00:00:51,03 --> 00:00:53,04 you'll notice there are other filtering options, 24 00:00:53,04 --> 00:00:55,04 show me flagged messages. 25 00:00:55,04 --> 00:00:59,09 Messages sent to me as, opposed to messages I am copied on. 26 00:00:59,09 --> 00:01:02,00 Because if a message is sent to me, 27 00:01:02,00 --> 00:01:05,01 email etiquette says that I should reply to it 28 00:01:05,01 --> 00:01:07,02 unless it's junk mail. 29 00:01:07,02 --> 00:01:11,06 Has files, which used to say attachments, or mentions me. 30 00:01:11,06 --> 00:01:12,09 Any place there's an email 31 00:01:12,09 --> 00:01:15,01 that there's a mention of me in the email body 32 00:01:15,01 --> 00:01:16,01 will show up there. 33 00:01:16,01 --> 00:01:18,03 So these are all our built-in filters. 34 00:01:18,03 --> 00:01:21,07 And then we have some built-in sorts. 35 00:01:21,07 --> 00:01:25,03 Right now I'm sorted by date, with the newest on top. 36 00:01:25,03 --> 00:01:28,03 I could also simply choose oldest on top, 37 00:01:28,03 --> 00:01:32,09 and you would see my 2019 messages at the top here. 38 00:01:32,09 --> 00:01:36,06 Choose filter, sort, and then choose newest on top 39 00:01:36,06 --> 00:01:39,08 to return to the previous sort order. 40 00:01:39,08 --> 00:01:42,07 I can also sort by different criteria rather than date, 41 00:01:42,07 --> 00:01:44,01 I can search by from, 42 00:01:44,01 --> 00:01:46,06 and it will show me all of the messages, 43 00:01:46,06 --> 00:01:49,02 these from all boards, these from specific people, 44 00:01:49,02 --> 00:01:52,04 Barbara Brown, Charles Woodwick, and so on, 45 00:01:52,04 --> 00:01:54,00 that works for me. 46 00:01:54,00 --> 00:01:57,09 Remember that the default sort is to sort by date. 47 00:01:57,09 --> 00:02:00,01 So if you want to get back to the original sort, 48 00:02:00,01 --> 00:02:00,09 that's what we'll choose, 49 00:02:00,09 --> 00:02:03,08 but before we do that, we can sort by size. 50 00:02:03,08 --> 00:02:06,09 Sorting by size is important, because, 51 00:02:06,09 --> 00:02:09,05 when I want to clean out my inbox 52 00:02:09,05 --> 00:02:11,05 so that I have more space, 53 00:02:11,05 --> 00:02:14,08 I can get rid of one five-megabyte message, 54 00:02:14,08 --> 00:02:19,02 or I can get rid of 1000 tiny messages 55 00:02:19,02 --> 00:02:20,04 and the result is the same. 56 00:02:20,04 --> 00:02:25,00 So this is a pretty good sort order to keep track of. 57 00:02:25,00 --> 00:02:26,04 I can sort them by importance 58 00:02:26,04 --> 00:02:28,02 and I can sort them by subject. 59 00:02:28,02 --> 00:02:30,04 And based on what you choose and sort by, 60 00:02:30,04 --> 00:02:31,05 you'll have a sort order, 61 00:02:31,05 --> 00:02:33,09 If it's size, it's largest on top, 62 00:02:33,09 --> 00:02:36,09 smallest on top is my opposite choice. 63 00:02:36,09 --> 00:02:40,05 So, I can filter and I can sort. 64 00:02:40,05 --> 00:02:44,00 I also have a focused inbox, this is turned on by default. 65 00:02:44,00 --> 00:02:50,00 So the messages that might be important to me. 66 00:02:50,00 --> 00:02:51,04 Show on the Focus tab, 67 00:02:51,04 --> 00:02:54,03 and messages that are less important, 68 00:02:54,03 --> 00:02:57,03 are displayed on the Other tab. 69 00:02:57,03 --> 00:03:00,00 Most of my messages go to focused. 70 00:03:00,00 --> 00:03:03,01 But, here's something about immediate action required, 71 00:03:03,01 --> 00:03:04,02 that's important. 72 00:03:04,02 --> 00:03:05,09 I'd actually want items 73 00:03:05,09 --> 00:03:07,08 that come from Microsoft Power Platform 74 00:03:07,08 --> 00:03:09,09 to show up on my Focused list. 75 00:03:09,09 --> 00:03:11,06 And to do that, 76 00:03:11,06 --> 00:03:17,04 I'm simply going to right-click on the message, choose Move. 77 00:03:17,04 --> 00:03:19,05 And I'm going to move it to the Focused inbox, 78 00:03:19,05 --> 00:03:21,05 now this will move just this message. 79 00:03:21,05 --> 00:03:24,03 I actually want all Microsoft Power Platform messages 80 00:03:24,03 --> 00:03:25,07 to go to the Focused inbox. 81 00:03:25,07 --> 00:03:28,09 So I will say Always Move to Focused Inbox. 82 00:03:28,09 --> 00:03:31,05 Do I want to move all messages to Focused? 83 00:03:31,05 --> 00:03:32,03 Yes. 84 00:03:32,03 --> 00:03:35,05 So now every message that I have, 85 00:03:35,05 --> 00:03:38,03 that was from Microsoft Power Platform, 86 00:03:38,03 --> 00:03:40,08 will appear on the Focus tab in my inbox. 87 00:03:40,08 --> 00:03:43,08 Do you still want Outlook to move messages to Other. 88 00:03:43,08 --> 00:03:46,08 And I'm going to say Don't move. 89 00:03:46,08 --> 00:03:50,05 So now I have, in a matter of moments, 90 00:03:50,05 --> 00:03:53,01 said all of the messages that come to me 91 00:03:53,01 --> 00:03:56,07 from Microsoft Power Platform, make sure they're unfocused, 92 00:03:56,07 --> 00:03:59,07 move all of them that I already have from Power platform, 93 00:03:59,07 --> 00:04:03,03 so I'll know that my historic messages are unfocused, 94 00:04:03,03 --> 00:04:05,02 and, in the future, 95 00:04:05,02 --> 00:04:08,06 do not move items from Microsoft Power Platform 96 00:04:08,06 --> 00:04:10,07 to the Other tab. 97 00:04:10,07 --> 00:04:13,08 Note that if I turn my preview off, my preview pane, 98 00:04:13,08 --> 00:04:15,09 I'm going to go to View. 99 00:04:15,09 --> 00:04:20,04 And turn off the reading pane on the right. 100 00:04:20,04 --> 00:04:22,00 Just hide it. 101 00:04:22,00 --> 00:04:27,04 That now I get more information about specific messages. 102 00:04:27,04 --> 00:04:31,07 So, I get the start of the message, text here, 103 00:04:31,07 --> 00:04:34,09 the shorter my subject is, 104 00:04:34,09 --> 00:04:39,00 the more I'm probably going to see in the preview. 105 00:04:39,00 --> 00:04:40,01 And while I'm here, 106 00:04:40,01 --> 00:04:44,03 I have another item that I can change, which is density. 107 00:04:44,03 --> 00:04:46,07 The default density is cozy, it looks like this, 108 00:04:46,07 --> 00:04:49,02 but if I would like to see more messages, 109 00:04:49,02 --> 00:04:51,01 I can choose compact. 110 00:04:51,01 --> 00:04:53,08 And notice, everything's scrunched up, 111 00:04:53,08 --> 00:04:56,01 and I get to see about five more messages 112 00:04:56,01 --> 00:04:58,09 than I did when I was in cozy view. 113 00:04:58,09 --> 00:05:01,05 Roomy view, on the other hand, that's pretty cool. 114 00:05:01,05 --> 00:05:04,06 It will show either an icon or an image of the sender 115 00:05:04,06 --> 00:05:06,08 here on the left hand side. 116 00:05:06,08 --> 00:05:08,01 And that's pretty slick as well, 117 00:05:08,01 --> 00:05:11,04 so if I scroll down to someone with an image, 118 00:05:11,04 --> 00:05:13,09 we would see the image, but if not, 119 00:05:13,09 --> 00:05:18,04 we're seeing their initials in the message. 120 00:05:18,04 --> 00:05:20,00 To do more with your inbox, 121 00:05:20,00 --> 00:05:23,03 just take a look at all the tools that live here on Views. 122 00:05:23,03 --> 00:05:25,08 You can see your message previews, 123 00:05:25,08 --> 00:05:27,04 your folder pane on the left, 124 00:05:27,04 --> 00:05:30,01 we can hide the folder pane and it's just gone. 125 00:05:30,01 --> 00:05:32,02 If you don't need it, you can hide it, 126 00:05:32,02 --> 00:05:36,02 and that provides more space for preview text. 127 00:05:36,02 --> 00:05:38,02 You can decide where you want your reading pane 128 00:05:38,02 --> 00:05:39,05 and you can set your density, 129 00:05:39,05 --> 00:05:43,02 so we have lots of options available here on the view pane. 130 00:05:43,02 --> 00:05:45,03 There are literally dozens of combinations 131 00:05:45,03 --> 00:05:47,06 that you can use to display your inbox. 132 00:05:47,06 --> 00:05:50,03 If the way you're displaying isn't working for you, 133 00:05:50,03 --> 00:05:53,00 make some adjustments and choose a new way.