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Outlook 2016 and 2019 cheat sheet

The pundits would have you ever consider that e-mail is being supplanted by texting, social media, chat apps like Slack, and direct communications software program equivalent to Skype and Google Hangouts Meet.

Don’t consider them.

E mail remains to be massive, the mainstay of office communications. And for numerous customers, e-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 endlessly (what the corporate calls the “perpetual” model of the suite), or they’ll buy an Workplace 365 or Microsoft 365 subscription, which implies they’ve entry to the software program for less than so long as they hold paying the subscription charge.

While you buy a perpetual model of the suite — say, Workplace 2016 or Workplace 2019 — its functions won’t ever get new options, whereas apps in an Workplace 365/Microsoft 365 subscription are regularly 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 up to the mark on the options that have 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.

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

Observe that the screenshots proven on this article have been taken in Outlook 2019. If you happen to’re utilizing Outlook 2016, some screens might look barely completely different.

Share this story: IT of us, we hope you may cross this information on to your customers to assist them study to get essentially 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 functions since Workplace 2007, we assume you are acquainted with the way it works. If you happen to want a refresher, see our Outlook 2010 cheat sheet.

The Ribbon in Outlook 2016 has a flattened look that’s cleaner and less cluttered than in Outlook 2010 and 2013. The newer Ribbon is smaller than it was in Outlook 2013, the title bar now is blue rather than the previous white, and the text for the Ribbon tabs (File, Home, Send/Receive, and so on) is a mix of upper- and lowercase rather than all caps. But it still works in the same way, and you’ll find most of the commands in the same locations as in Outlook 2013.

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

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

As in earlier variations of Outlook, if you’d like 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 effectively. To get to them, click on the Ribbon Show Choices icon on the high proper of the display, simply to the left of the icons for minimizing and maximizing Outlook. From the drop-down menu, you’ll be able to select Auto-hide Ribbon (conceal the complete Ribbon, each the tabs and instructions beneath them), Present Tabs (present the tabs however conceal the instructions beneath them, as whenever 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’ll be able to flip it white or grey. (In Outlook 2019, there’s additionally a black choice.) 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 an alternative select the Colourful choice from the drop-down record. Simply above the Workplace Theme menu is an Workplace Background drop-down menu — right here you’ll be able to select to show a sample equivalent to a circuit board or circles and stripes within the title bar.

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To vary 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 better 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 characteristic 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 fitting of the Ribbon tabs. (If you happen to choose keyboard shortcuts, press Alt-Q.) Then kind in a process you wish to do, and you will get a menu exhibiting potential matches for the duty.

For instance, if you wish to filter your mail to see solely messages with attachments, kind in filter e-mail. On this occasion, the highest result’s a Filter E 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 characteristic 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 will probably be carried out immediately. If you would like extra details about your process, the final two gadgets that seem within the Inform Me menu let you choose from associated assist matters or seek for your phrase utilizing Good Lookup. (Extra on Good Lookup beneath.)

For the most typical fundamental duties, you gained’t want Inform Me. However for extra complicated ones, it’s price utilizing, as a result of it’s far more environment friendly than looking by the Ribbon to discover a command. It additionally remembers the options you’ve got beforehand clicked on within the field, so whenever 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 ceaselessly 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

Generally emails are simply fast notes that don’t require a lot analysis, and you may toss them off with little or no thought. Different occasions, although, you’ll wish to embody related data earlier than sending them off. These are the occasions you’ll admire the brand new Good Lookup characteristic. It permits you to do analysis from proper inside Outlook when you’re creating an e-mail, so that you gained’t have to fireside up your browser, search the net, after which copy the knowledge or footage to your message.

To make use of Good Lookup, right-click a phrase or group of phrases in an e-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 internet 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 fitting. If you happen to simply desire a definition of the phrase, click on the Outline tab within the pane.

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

To make use of Good Lookup in Outlook or some other Workplace app, you would possibly first must allow Microsoft’s clever providers characteristic, which collects your search phrases and a few content material out of your displays and different paperwork. (If you happen to’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 whenever you click on Good Lookup asking you to show it on. When you achieve this, it is going to be turned on throughout all of your Workplace functions.

Discover attachments extra simply — and share ‘cloud attachments’

We’ve all been there: We wish to connect a file we have been not too long ago engaged on, however don’t keep in mind its exact location — or typically even its identify — and spend far an excessive amount of time navigating and trying to find 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 system, so long as you’re signed in to your Microsoft account. So for those who have been engaged on a file in your desktop, then later within the day took your laptop computer to work exterior 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 Internet Places to browse OneDrive, OneDrive for Enterprise, or SharePoint.

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

Click on the file you wish to connect. What occurs subsequent depends upon the place the file is saved. If you happen to select a file that’s saved in your native exhausting drive, a replica of it is going to be hooked up to the e-mail within the normal method.

In Workplace 2019, for those who 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 routinely despatched as cloud attachments.)

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

Sharing a file as a hyperlink ensures that folks will see the latest model of the file and lets them collaborate on it. For instance, for those who ship a hyperlink to a Phrase file to a number of folks, once they click on the hyperlink, they’ll open the file and be capable of collaborate on it with one another stay utilizing Phrase’s collaboration options. 

For people, the default is that anybody can edit the file. If you happen to’re in a enterprise setting, by default anybody inside your group can edit the file. However you’ll be able to change the collaboration permissions. After you’ve hooked up 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 can have a selection between Anybody Can Edit or Anybody Can View. Enterprise customers have just a few 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.)

Observe: The next suggestions are for Workplace 2019 customers solely. If you happen to use Workplace 2016, you’ll be able to skip to the useful keyboard shortcuts chart on the finish of the article.

Get a extra centered inbox in Outlook 2019

If you happen to’re like the remainder of the world, you undergo from e-mail overload. Your most essential messages are blended in with the dross of on a regular basis e-mail life — retailing come-ons, teams begging for donations, pointless newsletters and extra.

Centered Inbox helps remedy the issue. Utilizing synthetic intelligence, it determines which messages are most essential to you and places them right into a Centered tab, whereas placing all the pieces else into an Different tab. That method you’ll be able to spend most of your time dealing with essential messages within the Centered tab, solely often checking the Different tab.  

Observe that Centered Inbox is accessible solely to Outlook 2019 customers who’ve an Alternate or account. (It’s additionally obtainable to customers with Microsoft 365/Workplace 365 subscriptions.)

To activate Centered Inbox, choose the View tab from the Ribbon, then click on the Present Centered Inbox icon. To any extent further, you’ll have two tabs in your Inbox, Centered and Different. The Centered tab ought to have a very powerful messages, and the Different tab ought to have much less essential messages. If that’s not the case, you’ll be able to manually transfer messages from one folder to the opposite and inform Centered Inbox to routinely filter them in that method sooner or later.

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Turning on Centered 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 Centered, 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 All the time Transfer to Different or All the time Transfer to Centered.

Centered Inbox isn’t for everyone. If you happen to discover that Centered Inbox hinders greater than it helps, you’ll be able to toggle it again off by deciding on View > Present Centered Inbox.