How to use Microsoft Outlook - Tutorial for Beginners

hi there jamie keet here today teachers  tech hope you're having a great day today   today i want to show you how to use microsoft  outlook so this is a beginner's level microsoft   outlook i'll be looking at the basis  basics of making sure you have your   outlook set up correctly you know how  to send and receive emails and organize   now this is the beginning series for my microsoft  outlook for beginners this is going to be a   continuation through the playlist i'll just add  more videos down below in the description in the   card below as they come out let's get started with  microsoft outlook for beginners today level one everything in this video is going to be timestamps  so if you want to jump ahead to a certain part   look down below in the description description  and just click on the time and then it will jump   ahead to that part now i'm going to go ahead and  get microsoft outlook opened here and i have it

already installed on my computer and i'm just  going to go to my start menu and i have it in   my office apps here and you can see outlook now  what i like to do is actually pin it to my taskbar   down below so if you right click on it you can  go to more and then pin to taskbar and then it's   easy access right down there so i'm going to go  ahead open this up right now currently i have no

emails attached to this and i'm going to add some  and to show you how you can add multiple ones too   now sometimes when you open this up it just might  prompt you right away to add your email but if it   opens at this stage what you want to do is go over  here to file and if you notice this here if you're   used to any of the other microsoft word products  like word or excel or powerpoint it's set up very   much the same you have your tabs across the top  and then you have a ribbon down in below so just   like microsoft all the other products works very  similar that way so i'm going to go over to file   and to account settings here  and click on this so i'm going to go in here   and you're going to see i have some options here i  have no account set in here but if i go ahead and   hit new it's going to search for accounts here it  a couple of them will come up for me i'm going to   be using this account for this demo here today i  do want to point out if you don't have an account   you can go ahead and create an account here too  you can add your gmail and different accounts too   but i'm this is a microsoft account for me i'm  going to go ahead and connect it with this one   and you're going to see things load up it's going  to grab my email and add it to outlook so now it's

added the one email you can see it's right up here  it's asking me now do i want to add another email   so i could this is where i can add another one i  can have multiple ones going so if i wanted to add   this one right here i'm going to go hit next and  it's going to pull in that one too so it's going   to connect with a google account which i would run  through and connect and i'm just going to hit next   and i have to enter my password and go through  that and then it will go through now you can   see i have two different accounts that have has  been have been successfully added you can see   them here and also over here i'm gonna go ahead  and hit done on this one i'm gonna close this out   now i can actually delete these two so on any of  these you can see there is a remove option if it's   your default account you will need to go to your  data files and create a place to save the data   on it but i'll save that for a different video  tutorial so i'm going to go ahead and close this i   have two different accounts you can see right away  i have this arrow that will open up things under   so if i click on it opens up i have my inbox  that i can click on and you'll be able to see all   the different emails that are in here i can go  to this account and as it's going to go through   and receive these so if i hit  receive all of this now it's going to go through   and pull from my gmail account different emails  into outlook here so now if you take a look over   the side at this gmail account you can actually  see it has messages inside here by these numbers   so this microsoft account has 11 in the inbox this  inbox says 460. it even pulled over the labels i   had created inside my gmail account to match here  so i could be working from outlook with all of my   accounts now if i go ahead and click on the inbox  it will show you all the different emails in this   way now i do want to point out i'm going to  go back up to the very top where i've kind   of mentioned the tabs and the ribbons before when  we first started now i in this tutorial here i'm   going to be focusing more on this home button here  and some send and receive now there's a few other   things through here that we'll be doing but for  this is about just sending and receiving email so

i'm going to stay in between these two i do want  to point out down below just some navigation here   uh we have our email down here so if i click  on this is we'll bring them up by email   we have a calendar here so if i click on calendar  it'll bring up my microsoft the calendar in here   we have our contacts and i will show you how to  add contacts a little bit later just as an example   when you're sending your email and we have more  here so if we have tasks notes folders there's a   lot microsoft outlook can do for you and that's  why i'm going to have multiple videos for this   but i'm going to go back to my email here and  let's start with just composing an email right   before i send this email show you how to send an  email i just want to point out with this ribbon up

top you can change it to a simplified view too if  i go ahead and click this right here this up arrow   you can see it kind of gives this simplified  version of it depending on what you like you   can open it up even more and you can click on this  right here ribbon display options do you want it   to auto hide show tabs and commands so  you can set it the way you want all right let's go

ahead and start with sending a new email you can  see under the home tab if i look in the ribbon we   have under this group right here we have new now  if i go to new email and just hover over top of it   if i want a shortcut to this i could just click on  my keyboard control and n at the same time and it   will create the same thing as this right here so  the first thing i want to point out when you're   sending an email especially if you have multiple  accounts set up on your outlook you can choose who   you want to send it from so right now it defaulted  to that top one right here but if i drop down do i   want it from my other email so depending on who's  sending it out you can choose who it's coming from   from that point all right so now notice when  this email this new email open up it gave me   a new set of tabs and a ribbon inside of this  so if i go to insert i have all these options   uh in the ribbon and i have a group inside each  of these so you get to have an idea how powerful   microsoft outlook is as you go through it looks a  lot like things like microsoft word with all the   different things you can do to it and if i go to  file you can even encrypt this item and so on now   i'm just focused on the beginners part of this and  sending the email and different things you can do   now the first thing i want to do is say who is  this too now if i start typing in i can type   in right here so if i use one of my  demo accounts here if i just go demo   key dot ca and it just like this i put one  that's going to be the email address i send it to   notice that there's a semi semicolon after  that means i can add another email   here so if i was going to type another  demo account to mine and click in here   now i have two different emails so i could go on  and on adding people's email address like   this now that could take some time just typing  it in like that and that's where having it them   in your contacts could be good or having a group  but if i hit 2 you can see that if i had the group   if i had them in my contacts it would be  easy i could just search from this point to and go   and find them now i want to point out about  cc here this when you see somebody it will   send the message also to them but they'll be  able to see who you sent it to so if i see   see someone they're going to get the message and  they're going to see that this right here so if i   was going to see uh cc one of my other addresses  just like this i could put it in right here and   now at this point i would see the email plus the  people so if what you got to be careful with this   because you don't want to send an email to people  and show them the list of people you sent it to   you don't want to share everybody's information  with their email so take a look at this under   the options there's bcc so bcc if i click in here  if i bcc people instead of c instead of cc them   this will hide the group that i sent it to so  know that so that could be an important thing   don't just cc people because they'll be able to  see who you sent it to bcc the people because then   they won't be able to see the list of emails on  this and notice this is turned on now you can kind   of toggle it on and off on it and that's under  the options tab in the show fields ribbon now i'm   going to go back to message here and continue on  now let's say if i wanted to attach a file to here   you'll notice under the insert you get a number  of different things that you can put inside this   email i can attach a file i could go grab it i  could go from this browse from this pc browse from   my onedrive right here so if i go to my pc and  i just was going to grab this little video here   two megabytes when i send this email that will be  attached to the email here if i go across you'll   be able to see all the different things that you  can add to your email from pictures to shapes   uh and it's just as simple as going you know  from your computer and uploading just like the   attachment as you go through you can even do  a screenshot so if you wanted to take a quick   screenshot of something on your screen you  can click on it and you kind of pick where   it's coming from and then do a screen clipping we  have links that we can add in here you notice how   right from here so there's lots of different ways  that you can go through uh play around with the   different ones we even have equation here now i'm  just gonna go i show you a few more options here   uh under format text we can do a lot of different  things to the style so let's say if i add some

text now i'm just going to go ahead you can  see maybe you don't like how small that is   i can format this in a bunch of different ways i  could go up and go up here and start formatting it   just by changing the font size and changing the  color bolding it and so on uh quick access you   could go to if you double click a word shows up  and you get the format options if you triple click   uh triple click you get the whole line that will  come up and you can quickly add those options   another thing you could do if you take a look at  the styles right here if you hover over if you   click on them they'll give you kind of this live  uh update you see as i hover over depending on   what you want you can see and there's also clear  style so maybe i like this one how the grate is   is in blue so i'll leave it like this now i could  just sign off and put my name another thing you   could do and i'll get into this in a different  video is if you just want to make sure that   there's a signature each time that you send your  email what you can do is if i go to insert notice   that there's a signature here and now i haven't  created a name for this and i'll leave it to a   different email but just something an idea to  play with you can go ahead and create a new   signature watch you can put your name maybe your  phone number uh email address that will be   put at the bottom each time you send your email  and you can have multiple signatures and have   it different for each email address that you  have in here so but again i'll cover that more   at a different time but do take a look  at the different options another option

that i like is the dictates so if i just go down  here i can even just use this to send a message   and turn this off you can see that went right into  my email so you could just dictate on this we have   immersive reader that can go through and read this  now before i send this i just want to point out if   i go ahead and try to close this it says hey want  to save this save your changes and what that means   maybe i'm not done my email yet i could hit yes  and this will save it as a draft so if i hit yes   on this i want to point out that i have draft  over here and this is what i was just working   on so if i double click on it opens it up now  if i'm ready to send it at any time you can see if   i go back here i can hit send and it will send it  out still so i'm going to hit send and do you want   now it's saying do you want to have a subject line  because i didn't give it any subject line now send   you know do i want to send without or with so what  i can do is don't send go here and i'll just put   hello and now i'm going to hit send that message  is sent and you can see it's sending at the very   bottom it says sending message 101 connected  to microsoft exchange now i want to point out   here sent items i can go take a look at the items  that i've already sent here so i can go back and   check my messages that i sent to any of them  another way you can send messages art is to a

reply to messages so i replied i sent that message  out that you just saw and i replied to it from my   demo account and you can see right here regarding  uh reply here so if i click on this notice now   by reply you can click here so reply goes back to  the one person right here so if i hit reply you   can see that it is going to be sent to this person  i'm going to discard this if i go reply to all   you can see now everybody's going to be already  in there so it makes a difference what you want   and i can actually even forward a message so  maybe you get a message and you just want to   forward to somebody to say hey take a look at  this message that somebody sent to me   i can go ahead in it forward and at this point  i can write in a new email right here and go   ahead and hit send notice that it's indented i  can pop this out too to get all the different   options that i had before you can close this down  and whenever you see these three little dots here   you always get more options you can see uh with  instant message and you can reply but again i'm   not going to go into that so those are some  different ways you can send messages inside   microsoft outlook so let's take a look at some  of the other options about receiving these emails

now there's always multiple ways you can do things  inside microsoft outlook and now i showed you just   the quick way that i kind of do this to reply  but with many of the things if i look up in the   tabs and then in the ribbon for example right  here under the home tab you look in the ribbon   we have reply all and forward so  depending on what you get used to now   what are some other things to do with received  mail now the one thing you could do is delete it   you can delete it in a few different ways anything  a lot of times you can right click on anything   and you can see all the different options that  you get with it and deletes right at the bottom   we have the garbage can when i hover over it  i can go ahead and delete it here or i can hit   delete here when it's selected and it's gone  out of my inbox so where did it go   it went over to deleted items right here so you  can see right through here is it so if i could   actually bring this back in i could just drag  it into my inbox and click on it and you can see   that this is back again so you can move things  around in different folders uh by dragging the   other thing i want to point out is with the flag  here so if something important comes in you can   flag it really quickly like this and if i right  click on this i even get some options you know   where when i want to pick the flag for or even  add a reminder mark it as complete so if you get   those important emails you might want to do that  with it and you can clear the flag also now right   here is another important thing depending on how  you want to receive your email you can receive it   by a number of different ways do you want it to be  from the date and that's usually what i do because   i want to see the newest ones but maybe it's from  or maybe it's two or categories so if i go from   you can see it quickly changed it around that way  into more alphabetical but you can change this   depending on which way you want to receive it and  the other thing uh that you can do and i'm just   going to point out under view again multiple ways  to do this i can do it through flag status i could   go from all these different ways again i can  switch from right here go back to date here's my

message preview how many lines do i want to see  in my email see one lines two lines   three lines so i can see more are you just good  with one line on it so you can set these up the   way you want uh and set the filter the way  you want to see your emails before i just switch   over to the folders and talk about that for a  moment i just want to point out you can change the   whole view of your outlook too so if you look over  here i can change the if i click on these here so   if i go minimized you can see how it changed uh  where i can quickly move back and forth from my   different tabs to my calendar to my desk task in  here i could turn it off i could go back to normal   if i wanted the reading pane at the bottom you  can see how quickly you can change it around to   get things the way you want so take a look at the  at the folder i mean at the different view options   that you can get to make you work more efficiently  inside outlook now i did want to show you

how to add a contact to as i mentioned before  so if i go down to my contacts here if i click   on the contacts you can see again take a look at  the top new contact new group new contact group   depending on what you want to create i'm just  going to mention the contact you just go new   contact and you fill out the information in here  and then they will be in your contact list you can   see once everything's done you just save and close  put their name their email address in different   places and you can see all the different options  with the ribbon in the tabs that you have inside   here i wanted to give you a quick tip if you like  your emails being read to you so what you can do

is now i have this demo email open here take  a look over on here we have read aloud if i click   on it and i'm going to click in here and i'm just  going to go ahead and i'm good how about you so i   can play it again or have it pause it and work  from there so you can actually have your emails   read to you from here so i just thought that was  a nice option to have inside microsoft outlook

okay so what do you do if you want new folders so  you can see there was different folders created   for me when i brought in my gmail from my labels  that i created in my gmail account you can create   new folders very easy to help organize your email  now i have two different emails set up here if i   right click and i tend to right click on a lot  remember i said there's multiple ways to do this   i can go new for new forward sorry new folder  here so if i click new folder and this is going   to be under that email so if i'll just call  this my demo folder here for today's purpose and i   click off of it you can see now i have this demo  folder nothing in there but i can put different   emails in there if i want for any of this i  can drag this over so now it's out of my inbox   and into my demo and remember i can drag things  around and then i can sort from right inside any   of these folders so just make sure you create  the folder on the appropriate on the appropriate   email that you want to help organize your email  with now another thing i just want to point out   i you can have a list of favorites to the top  so if i take demo i'm just going to drag it up

to here and you can see now demo is in my  favorites so it gives that quick access   to it where i can just look at the top because  sometimes you can have a lot of different folders   inside your outlook over time and you can move  them up to favorites like that to just get more   efficient with all the emails you get other ways  to move your emails into folders you can simply   right click on any of these and you're going to  get a lot of different options that i showed you   even before but you can see we do have move here  where i can move it into a certain folder or go   other folder and then take a look up top inside  the ribbon we have move also here so lastly just   talking about folders just like any of the other  things i showed you there's many ways to work with   them if i go looking at the tabs here and click on  the folder tab you can see inside the ribbon all   the different options you get from sorting your  folders uh and to even creating them and searching   for folders inside here so this is kind of the end  of this tutorial here today level one microsoft   outlook there's so much this program can do to fit  it all into one i would make a very long video i'd   like to know what you're looking to learn inside  microsoft outlook let me know in the comments   down below so when i create level two maybe i can  start answering some of those questions thanks for   watching at this time on teachers tech i'll see  you next time with more tech tips and tutorials