5 Great Outlook On The Web Features
Microsoft offers different versions of Outlook — app-based, web-based interface, and desktop version. You can run all versions simultaneously, and they remain in sync when using one or the other.
However, Outlook on the web version has some features that aren't available on the desktop version. However, we're going to focus on only the five most valuable features that can change the way you work.
1. A Focused Inbox
Outlook on the web has the Focused Inbox feature that allows you to arrange a chaotic and messy inbox with too many messages.
Microsoft uses the Focused Inbox feature to separate the most important messages from other emails. The feature utilizes advanced artificial intelligence to learn how you use your inbox daily and filter all your important emails.
Then, the feature divides your inbox into two tabs:
- The Focused Tab
- The Others Tab
Important messages will appear on the Focused tab, while the remaining email is on the Others Tab. To activate the feature:
- Head over to the top right, look for the Web Settings icon, and click on it once.
- A small tab will open. Switch on the Focused Inbox on the list that appears.
- Two tabs will open in the inbox — Focused and Others.
Suppose Microsoft wrongly determines an important email as others —- you can move it back to focus.
- Right-click on the email you want to move.
- A long list will open. Go to Move and click on it. A small tab will open on the right with options to move it.
- Select Move to Focused Inbox if you only want to move the single email to focused
- Select Always move to Focused Inbox if you want all emails from the sender to move to Focus
You can apply the same process to move emails from the Focus Tab to Others Tab.
2. Dark Mode
Dark mode aims to reduce blue light exposure and help with the eye strain of prolonged screen time — it is easier on the eye. Dark mode sets your Outlook on the web to display white texts on a dark screen instead of dark texts on a white screen.
Many people use dark mode because it's easier on the eye. Here's how to activate the dark mode on Outlook on the web feature:
- Find the Setting icon on the top right of your web browser and click on it once.
- You'll see Dark mode below the View all option.
- Switch it on to activate the dark mode.
Apart from being easy on the eye, other people like the dark theme because it's more appealing to the eye.
3. Send Later Email
By default, when you hit the Send button on an email, it usually goes directly to the recipient.
However, sometimes you might want to schedule an email and send it later — at an appropriate time — so that it doesn't appear at the bottom of your recipient inbox.
Microsoft Outlook on the web has a Send Later feature that allows you to schedule a time to send an email. The feature lets you schedule the date, time, and draft to send.
Here's a step-by-step guide to utilize the feature:
- Write the email as you'd do with any other email.
- You'll see the Send option on top and another on the bottom when you're ready to send.
- Instead of using the Send button on top, find the one at the bottom of your draft and click the Arrow-down icon.
- You'll open Send and Send Later opinions.
- Select Send Later to open a small Set date and time window with a calendar.
- Choose the specific date to send your email on the calendar. Then, specify the exact time at the bottom of that calendar to send the email.
- Hit the Send button at the bottom to schedule the email.
If, for any reason, you want to cancel the email or delete it, here's a process to follow:
- Head over to your Draft folder.
- Select the email you had scheduled to send.
- On the top right, you'll see Cancel Send option. Click on it if you want to cancel the operation.
- On the other end, double-click on the email and make the edits if you want to edit.
Using the Send Later feature saves time and eliminates unnecessary follow-up emails. If the person you're sending the email to receives the email when you expect he'll be able to read and respond, you will not need to send another email for feedback.
The feature is also integral when sending bulk emails that trigger bulk responses.
4. Snooze Email
Sometimes, you receive an important email, but you can respond instantly. The Snooze Email feature allows you to hide the message from your inbox until the time you specify, and then it'll reappear on top of emails as a reminder to read or respond.
The feature comes in handy to clear your inbox from emails that you don't need immediately but need attention later.
To snooze an email on Outlook on the web:
- Right-click on the email you want to read or respond to later.
- A small tab will open with a list of options. Find the Snooze option and right-click on it to open all snooze options.
- Microsoft presents several snoozing options, but you'll see Choose a date option that allows you to pick a custom date at the bottom.
- Clicking Choose a date opens a calendar. Select your date on the calendar and time at the bottom.
- Then, hit the Save button. The email will go away from your inbox and move to schedule.
Whatever time you pick, the email will appear on top of your emails.
5. Undo Send
The Undo Send feature lets Outlook on the Web put a pause on sending emails for a few seconds after clicking the send button. If, for any reason, you want to cancel the email, you can use the Undo Send function to prevent Outlook from sending your email.
The feature is excellent when you have:
- Accidentally hit the send button
- Forgotten to add a few lines in the email or the Cc section
- Forgotten to make an attachment
Here is a step-by-step guide to set the Undo Send option:
- Head over to the top right of your window and find the Setting icon.
- A small window will open. Go all the way to the bottom and select View all Outlook settings.
- A new window will open. Select Mail.
- Select Compose and reply.
- Under Compose and reply, scroll down to Undo Send option.
- You'll find the default to be zero.
- You can adjust the cancel time for up to 10 seconds.
- Hit the Save button to save the settings.
Setting up the Undo Send will give you up to 10 seconds to cancel an email before it's delivered to the recipient. After the time you set elapse, the Undo button will disappear.
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We can help you and your team leverage all the capabilities Outlook offers. We help businesses with solutions utilizing Outlook on the web, and we can help you too, so contact us today.