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Background Information
Outlook contains multiple ways of optimizing Outlook views and functionality. This Job Aide provides a few suggestions when converting from Outlook 2010 to Outlook 2016 to Outlook 365.
Conversation View
Conversation View will group email conversations with the same subject line in your inbox. Track responses in an email chain by viewing each message in the order received. The example within the attached pdf displays emails related to the Microsoft Account Security subject line. Notice all emails are outlined as a group under the main header.
To Activate Conversation View: Navigate to the View Tab > Messages section > Check Conversation View.
Message Preview
View 1, 2, or 3 lines of email body preview text in the example within the attached pdf. The Sender Name and Email Subject line are in the Inbox panel.
To Adjust: Navigate to the View Tab > Arrangement section > Message Preview drop-down > Select Line #.
Tag Annotations in Reply/Forward Emails
Automatically mark your notes in Reply/Forward emails messages. Ex: [My Comment] would preface text you add to the body of a message that contains questions. (Screenshot example within the attached pdf)
To Activate: Navigate to the File Tab > Options > Mail > Replies and Forwards section.
Select the checkbox for "Preface Comments with:" and add the text you’d like displayed, such as My Comment. The text will appear in the message when you begin typing, and is enclosed in [ ].
Reading Pane
The Reading Pane in Outlook provides a panel to view the body of an email along with the Inbox. This feature allows you to quickly scan emails and provides an extra level of security when emails contain attachments.
Single-click an attachment to view in the Reading Panel, rather than double-clicking to open.
Note: As a precaution, you should never open attachments from unknown senders, or attachments that contain macros.
To Activate: Navigate to the View Tab > Arrangement section > Message Preview drop-down > Select Line #.
To-Do Bar
The To-Do Bar is available to display the Monthly Calendar, upcoming Appointments/ Meetings, and Tasks.
To Enable the To-Do Bar: Navigate to the View Tab > Layout section > To-Do drop-down > Select Calendar, People, or Tasks.
To review images or save/download/print a copy of this Job Aide, please select the pdf attachment.