If you send and receive an email, you’ll want to organize your mail in a way that makes sense to you and helps you locate stored email quickly. Additionally, you may want to have a “coroutine” set up so you don’t spend time searching for mail. Some people work better with a variety of email folders, while others prefer one location. Outlook 2021 offers choices.
You can see these options by clicking the View button. Outlook will pull up a simple mail grouping that will give you choices. You can view these mail folders in your mail the next time you log in to Outlook. (You probably won’t want to log in to Outlook every time, but you can if you like.) The first step to these mail folders is to determine which ones make the most sense for you. They are described below.
The Folders tab will provide a summary of the mail folders you have open. When you click on one of the folders, you will see its contents like a folder bar on one side of the Outlook window. The Folders list has extensive descriptions of each folder. Although it shows the contents of the folders in plain English, you can change the terminology of the folder views to make sure you point to the view you want to display when you click the gray toolbar button. You can also rearrange toolbar buttons by clicking and dragging. To rearrange all of your toolbar buttons from the toolbar at the top of the Outlook window, click the View button on the menu bar and select Toolbars. The submenu will appear. Select the Toolbars tab. Outlook will display a list of all available toolbar buttons. Select the menu bar button you want to change and click OK. Outlook’s toolbar system varies depending on the version.
- Turn on only Outlook’s folders. This will give you a preview of the folders in Outlook and give you the option to preview additional folders.
- Show only an Outlook folder. This will show you only the contents of the folder, including the folder options.
- Show all folders. This will open a full-screen thumbnail of each folder, including thumbnails for folders in the mail folders on your computer.
- Show recently accessed folders. This will open a thumbnail of the folder that contains the message you recently accessed the folder from.
Custom Viewing Options
Outlook’s standard way of viewing each email message is dining out the headers in the narrowest heading style possible. It is easier to scroll through the message once you are fewer details. However, one aspect of a message is often missed by users: the text inside the email.
Text Ribbon – Outlook’s equivalent to having a toolbar permanently showing the URLs and/or screenshots that are entered or screens captured. The ribbon is also customizable and can be personalized to automatically show email messages from specific senders when you receive them or automatically display them when you launch Outlook. By default, the ribbon opens by going to the bottom toolbar button. To customize it, go to View in the drop-down menu. Choose customize and click on, Email Options. Under Email Options, click on the Advanced tab and then click on File Formats. Choose the check box next to the following file formats, specifically, scenarios, mail, contact, and HTML:
Screenshots – Microsoft Word automatically extracts pin images and attaches the screenshot caption to the corresponding entries.
Contact Card – also known as the Screenshots button, useful for temporarily attaching a screenshot with the text you are reading. (Thanks to the multiple-options-for-a-photo-adata-based-adsenseholder solution available in MS Office 2021.)
Screen Capture Button – to QuickTime and, in the related File menu, click on Save.Note the following disappear:
Tools – Add-ins, Mail Merge Wizard, Picture Tools, Screen Savers, Text Effects, and Windows Explorer.
Add-ins or Mail Merge Wizard: Add-ins enable you to save time when you create a Mail Merge process that you know exactly how the outcome you want will look. However, you must have an active add-in installed for Outlook to use these functionalities. Outlook will prompt you to install add-ins.
Free / Busy options are available when you right-click on an empty area on the message window.
New – displayshidden/deleted messages;
Old – displays the sender’s name in the To field and the message’s title in the Cc field.
Subject Field – makes it easy for you to identify the sender of the email. Just type in who the email is from and send it to, and the subject will merge the fields with the subject and body of the email.
Bcc (Blind CC) field – displays the sender’s name in the To field and their address in the Cc field.