- [Instructor] There are tools and settings you can use
to make your inbox or any other email folder
accessible and easy to use.
And these tools aren't subtle, they're right in front of us,
the first is a filter,
here at the top of the Information pane.
And if I click Filter,
one of my first choices is to show all messages,
that's the default, or just show unread messages.
So if I'm working through my inbox
and want to make sure that I've read all of the messages,
if I choose unread, there's a filter.
And you'll notice that only unread messages appear now,
to go back, simply click on the Unread button again
and you'll be back.
This is like a toggle.
Unread.
And it says at the top unread,
so we won't make a mistake
and assume that these are all our messages.
And then I click Unread again, to take that filter away.
If I click Filter again
you'll notice there are other filtering options,
show me flagged messages.
Messages sent to me as, opposed to messages I am copied on.
Because if a message is sent to me,
email etiquette says that I should reply to it
unless it's junk mail.
Has files, which used to say attachments, or mentions me.
Any place there's an email
that there's a mention of me in the email body
will show up there.
So these are all our built-in filters.
And then we have some built-in sorts.
Right now I'm sorted by date, with the newest on top.
I could also simply choose oldest on top,
and you would see my 2019 messages at the top here.
Choose filter, sort, and then choose newest on top
to return to the previous sort order.
I can also sort by different criteria rather than date,
I can search by from,
and it will show me all of the messages,
these from all boards, these from specific people,
Barbara Brown, Charles Woodwick, and so on,
that works for me.
Remember that the default sort is to sort by date.
So if you want to get back to the original sort,
that's what we'll choose,
but before we do that, we can sort by size.
Sorting by size is important, because,
when I want to clean out my inbox
so that I have more space,
I can get rid of one five-megabyte message,
or I can get rid of 1000 tiny messages
and the result is the same.
So this is a pretty good sort order to keep track of.
I can sort them by importance
and I can sort them by subject.
And based on what you choose and sort by,
you'll have a sort order,
If it's size, it's largest on top,
smallest on top is my opposite choice.
So, I can filter and I can sort.
I also have a focused inbox, this is turned on by default.
So the messages that might be important to me.
Show on the Focus tab,
and messages that are less important,
are displayed on the Other tab.
Most of my messages go to focused.
But, here's something about immediate action required,
that's important.
I'd actually want items
that come from Microsoft Power Platform
to show up on my Focused list.
And to do that,
I'm simply going to right-click on the message, choose Move.
And I'm going to move it to the Focused inbox,
now this will move just this message.
I actually want all Microsoft Power Platform messages
to go to the Focused inbox.
So I will say Always Move to Focused Inbox.
Do I want to move all messages to Focused?
Yes.
So now every message that I have,
that was from Microsoft Power Platform,
will appear on the Focus tab in my inbox.
Do you still want Outlook to move messages to Other.
And I'm going to say Don't move.
So now I have, in a matter of moments,
said all of the messages that come to me
from Microsoft Power Platform, make sure they're unfocused,
move all of them that I already have from Power platform,
so I'll know that my historic messages are unfocused,
and, in the future,
do not move items from Microsoft Power Platform
to the Other tab.
Note that if I turn my preview off, my preview pane,
I'm going to go to View.
And turn off the reading pane on the right.
Just hide it.
That now I get more information about specific messages.
So, I get the start of the message, text here,
the shorter my subject is,
the more I'm probably going to see in the preview.
And while I'm here,
I have another item that I can change, which is density.
The default density is cozy, it looks like this,
but if I would like to see more messages,
I can choose compact.
And notice, everything's scrunched up,
and I get to see about five more messages
than I did when I was in cozy view.
Roomy view, on the other hand, that's pretty cool.
It will show either an icon or an image of the sender
here on the left hand side.
And that's pretty slick as well,
so if I scroll down to someone with an image,
we would see the image, but if not,
we're seeing their initials in the message.
To do more with your inbox,
just take a look at all the tools that live here on Views.
You can see your message previews,
your folder pane on the left,
we can hide the folder pane and it's just gone.
If you don't need it, you can hide it,
and that provides more space for preview text.
You can decide where you want your reading pane
and you can set your density,
so we have lots of options available here on the view pane.
There are literally dozens of combinations
that you can use to display your inbox.
If the way you're displaying isn't working for you,
make some adjustments and choose a new way.