This is probably the most useful outlook video I’ve ever watched. Thank you for your time creating it!

In addition to the content which is always great, thanks for the cheerful delivery. Packaging makes a difference ! 😊

made me get out of bed, 12.30am.. power up my work laptop and have a crack.. some great trips / hacks.. thanks

@bearded365guy

Ай бұрын

Great, but the greatest hack is to sleep!

Some great tips especially getting rid of folders. Categorising and archiving with the advanced search function are my favs. Thank you,

The combination of archive and categorize is excellent, thank you, Jonathan.

I like all the tips that you provided, thank you Jonathan.

That archive tip is really good, I started to use it today, and I made it through my morning emails quickly.

i was a Microsoft Support Engineer. Email templates are a must have. Highly under rated tip!

@PeterTeehan

24 күн бұрын

wow thank you for the heart. Love your content and always enthusiastic and positive. Most important always objective and provide cons when valid.

Great information - all relevant, quick and easy - and will be helpful. Thanks!

Thanks, very informative. All tips are new to me

Outlook Templates!!! OMG this is the single best feature I've seen in Outlook for a long time. I've been cutting and pasting for years. It's so intriguing, I might have to ignore the New Outlook flaws keeping me from switching, just to use this feature. There are lots of other great tips in this video as well. Thank you. P.S. - My email management, with its many gigabytes of stored emails in hundreds of folders, would be an ideal example of what not to do - although it works well for my transactional business. Your videos encourage me to do better!

1st time I have ever seen a KZread video that ACTUALLY IS VERY HELPFUL 🎉

Thanks for the tips 🌟 Especially liked the use of categories - already use in calendar but didn't think to use in

Great video! Thank you.

I’m heading up a team of different functions like marketing, product development, Q&S and need to keep the overview of a lot of different topics and projects. Thank you for the archiving and categorisation tip. I reorganised my entire mailbox today. The first time in years I have less than 50 mails inbox without having the feeling I miss something. Big thank you!!

@bearded365guy

9 күн бұрын

Love it!

Fantastic tips! The only one I would add would be using search parameters in the Outlook Search box, just typing from:X, and/or subject:Y, and/or body:Z makes finding email a whole lot easier. You can use quotes to find an exact phrase. To find email you know you received between two dates received:>05/15/2024 AND received:

@bearded365guy

Ай бұрын

Thanks for supporting my channel David.

Only problem I found when I put email in categories, is when I use the outlook app on my iPhone, doesnt seem to have the ability to show categories..?

@user-ll3ty3qb6r

Ай бұрын

The same on iPad

Really useful, thank you!

Well done. Thank you.

please continue , you're the best.

Brilliant!

You are going to save me a ton of time and head fog! Thanks for these great tips.

Very useful, I hope more than video from you will be lauched.💓💓

Great video. Outlook was launched in 1990 and still the best email app ever invented.

I would archive more, replacing my current folder structure, if the index function on outlook wasn't absolute crap and the search function would work better. Current search up to 12 months, acceptable results, over 12 months worth of data..... useless...

@MarcRohde-rr7fw

Ай бұрын

Using web email rather than desktop seems to give much better search results and faster. The local indexing is slow in my experience.

@Caba-Rojo

10 күн бұрын

Control+Shift+V then you can type the name of the folder… for quick sorting functionality

@xDavidxG

8 күн бұрын

Agreed web works well for this

Great tips. I got rid of my folder a decade ago and never looked back.

Good video 👍 Category option is not available in advanced filter in web option and recent new outlook :(

I use categorize but archive only when i'm done with the e-mail (no more action needed) Works great

Thank you fo this very useful video. It’s not possible to have categories folders in favorities ares , also in outlook desktop version?

Thanks Jonathan love the video and Im trying to change / need to change and adapt some of your ideas. Any thoughts on how to tirage using these techniques when on mobile. Can filter or add categories?

@bearded365guy

Ай бұрын

Another thing that I have done now…. Which isn’t for everyone. I don’t have any email on my phone and I only use my laptop (Windows) to process email.

EEEK! I have 36 folders off my Inbox. I'm going to switch to the Archive hack. Thanks Johnathan!

Well done Jonathan, I can start using some of these techniques today! Here's to a zero inbox!

@bearded365guy

Ай бұрын

Good luck!

@gregfyn

Ай бұрын

@@bearded365guy It was a snap! It took a while because bad e-mail hygene is like dirty dishes....the mess piles up quick!

Great Video, I like videos from you and as always this is also a Great Video.

Great Tipps for mastering outlook in an much better way thnx Jonathan According to TODO here is an additional Tip u ave also the possibility to tag ur tasks if u name an task in todo like : clean up ur #room , then u can search for the tag room in the todo search bar. best regards

Many thanks for the tips. I will try them out. Categorizing and archiving emails will definitely help me, but what do you do when a project XX is completed? Do you delete it from your favourites? Do you rename that category? Cheers!

@bearded365guy

14 күн бұрын

You can remove the category from all emails. The emails will still be in your archive folder. You can then remove the category altogether or just from favourites.

Copilot also uses a HUGE amount of datacenter energy/water.

so handy!

Thanks! I have given a second chance to new Outlook thanks to your videos. I used rules in old Outlook to categorize my emails (per project), 2 rules were needed: one for inbox and other one for sent emails. In new Outlook I could only create one rule so it does not work in the sent emails folder. Do you know how to fix it?

Hi Jonathan. Loved the video, however the new outlook does NOT have the category feature in the advanced search!

I'm one of those guys who has hundreds of hundreds folders and nest folders and has yet to find the right way to escape this method.

@bearded365guy

Ай бұрын

Do you think you could work with the archive method?

@ogdanem

Ай бұрын

@@bearded365guy I think so and would like to try it

@mdfasa

Ай бұрын

Archive is good, had same issues looks good for 2 weeks going on...

@chris151267

Ай бұрын

Question : When searching on Google, are you asking yourself in which folder to search ?

@TonyLoffiLara

Ай бұрын

I’m in the same boat man. I have folders for every customer and vendor. It’s crazy. But I’ll give this archive a try.

My goal is to find quickly an old email. In the Search it would be good to be able to search 2 or more categories in the same time.

These tips are helpful. I tried using categories but they don't work in Outlook App (mobile). I just noticed that you are now able to categorize email but the category do not show up in my favorites section.

Jonathan Edwards, Your videos always make me happy, so I subscribed!

Thank you. This is a really helpful and useful video. One question I have is, what of these features are only available to business subscriptions and what are available to personal subscriptions as I believe these differ? Do you know?

@bearded365guy

Ай бұрын

That’s a very good question and I don’t honestly know the answer because I only work with business. My bet is that Outlook is the same with Personal and Business, but someone might correct me!

@NZButterflyGirl

Ай бұрын

@@bearded365guy I believe that the personal subscriptions do not get the same functionality but I can't find anywhere that tells me the differences. I believe categories will not be in the personal subscriptions but I am not sure about the rest.

Having been in a team managing a shared inbox in old outlook. we had categories for status, and connected to dynamics, and many folders. How would you deal with that?

Great video - but why do my sent emails show up in the category I have replied to? I have a rule already set that all sent emails go to the deleted box - any advice would be appreciated

Great video! Thanks for sharing. I have a question about the "Follow Up" category. After you create a task for an email in that category, do you remove the Follow Up tag from the email? It seems like it could get confusing knowing which emails already have tasks and which still need them. I'm thinking of creating tasks directly from my inbox when I process emails without using the Follow Up tag. Do you see any potential issues with this approach? Thanks!

@bearded365guy

Ай бұрын

Your option works too. Removing the follow up category for me happens during my email processing. So I am looking at it twice per day.

@bobbysoltani5123

Ай бұрын

@@bearded365guy That makes sense. Thanks again.

On my work desktop, I've got a very specific setup on Outlook Desktop (classic for lack of a better word). My work laptop I have turned on the NEW Outlook and while I like the modern look and a few of the features like Snooze etc mentioned here, the Rules I have defined on my desktop Outlook are pretty extensive - I have about 70 of them. Both the NEW Outlook I'm using on the laptop, as well as Outlook on the Web do not even SHOW a Rules menu option under Outlook settings. Nothing on the web when I search for this seems to point to a solution. I'm also the Global Admin of our company's 365 account, and I have not been able to get a single user that can pull up OWA and see the rules option show - it is simply missing. What direction would you suggest we go in - other than stick w/Outlook "classic" on the desktop?

@bearded365guy

Ай бұрын

I can’t get my head around why the rules would be in the old Outlook, but not in the new Outlook or OWA.

Is it possible to set a rule for categorizing emails?

Control+Shift+V = move to folder… you can start typing the folder’s name and it will search+find the right folder… enter to sort.

Great tips. I've implemented everything that I had not already done. One problem. I have two Microsoft 365 email accounts in New Outlook. I've set up the categories in the main one, but I can't see an easy way to copy the categories to the other. Is there a way to do that?

@bearded365guy

Ай бұрын

Might be a manual job….

How long do you schedule your two daily email processing windows for?

@bearded365guy

Ай бұрын

For as long as it takes! The more you get into the swing, the less it takes. Sometimes it’s 30 mins, sometimes it’s 5 mins.

View>Show as conversation ... how to go around to make subcategories in categories?

When it comes to projects what’s the advantage of categorizing + archiving vs. moving to a folder? For Waiting For and Next Action labelling it makes sense, but I don’t see any advantage of using categories for projects… 🤔

@bearded365guy

4 күн бұрын

For me, every email is in the same folder - Archive. I use categories to sort them. You can use folders, but I’ve seen so many people who have far too many folders - and they end up not knowing which folder an email is in.

@ChrisEvideo

4 күн бұрын

​@@bearded365guy Fair, I just don't see a material difference between sorting emails with categories or with folders. The end result is still a bunch of emails grouped together, regardless of what mechanism has done it. Not trying to be argumentative by the way, just genuinely trying to see what I'm missing! And also, thanks for this channel, fantastic content 🙏🏻😊

I paid my subscription to windows 365 and copilot, I'm not seeing the logo of copilot not the guidance in outlook. I see it in the rest of the programs. any suggestions? Im using the new outlook

You’ve just changed my life 😂

Like archiving by categories feature, though looks like it only works with web version not desktop version.

@bearded365guy

Ай бұрын

You can still categorise and archive with old version of Outlook - you can favourite the categories in the old version though.

@johnkibler35

Ай бұрын

@@bearded365guy Archiving by categories is a great feature, but it is a no go for me until they add categories to Outlook mobile

Thank you for an excellent video. There are lots of options for me to consider using.

Useful ideas and I am a big fan of the GTD Methods, however, I receive a few hundred emails a day from lots of clients, internal product threads and over 80 projects. I often need to look up emails from specific clients or projects and I don't think the categories strategy works for this - can you please comment or suggest a way to make this fit into your process?

@bearded365guy

11 күн бұрын

You don’t think a mix of categories and search would work?

@nickdolan8068

11 күн бұрын

@@bearded365guy Already apply outlook Rules and colours (categories) on Calendar items, plan mails into slots in calendar etc. the issue is the volume of emails across so many threads, if you did 4-5 projects and a few clients then your systems would be no issue. However, with volume, the search becomes just as hard to use. not the ":" function in the search is good. Any ideas on large volume and many projects system would be useful I have not found a good one yet

I was hoping to try the archive method - but categories are not available when using IMAP. I use that method as I want to be able to delete emails not only in outlooks but on the gmail servers as well. I found some old macros that appeared to allow the use of categories in outlook with IMAP but none that are still working. Is this possible?

@bearded365guy

Ай бұрын

Honestly, not sure.

When you categorize by something like project name don't the categories proliferate?

@bearded365guy

Ай бұрын

For me, the nature of projects are that they’re temporary. Once the project is complete, I can go back and remove the category.

hi, my advanced search does not have the categories section, It was there a week ago, now it has gone missing. How do I get it back so I can search with a category?

@Frankytown27

23 күн бұрын

same for me !

Only thing is not there from Old Outlook is Choose Forms, because My Template is not as good as Choose Forms

Hi John, Thank for your tips, that help me a lot, but I have a issue on outlook 2021; when I select an email, it takes 2/3 min to download pics in that. do you know what problem come from? In Outlook (new) from windows 11 no issue about this Have nice day Sergio

@bearded365guy

23 күн бұрын

That’s a long time! internet good?

@user-vf8yc6mh5h

23 күн бұрын

@@bearded365guy Sure I have 100MB/s dowload

I’m glad they have the email templates feature, but it seems limited to the individual user. It’s not helpful for those of us who need to share lots of templates across a department, for example. (Unless I’m missing something?)

@bearded365guy

Ай бұрын

No, you’re right. It’s a basic feature. Microsoft could do so much better.

@peterstalworth

Ай бұрын

You can type an email outs and then click file and save as, then save the file as an .oft file and place it into a share folder for your department or company and everyone and then click the file and it will open a new template for who every clicks on the file 👍🏻

@dbourgeau

Ай бұрын

@@peterstalworth Much appreciated. Yes, that's how we handle it now. It's a bit clunky as people have to go somewhere besides Outlook to get their templates. I was hoping for a better solution in the future, especially since the new outlook simply wouldn't open OFT files until recently. I guess we can keep doing what we're doing as long as they don't deprecate the file type.

There's also a checkbox on the signature page to "add a link to my bookings page"

I really like the idea of archiving and categorising emails but does that mean I can’t find emails on the iOS app as it’s an old version???

@bearded365guy

Ай бұрын

Using an iPad or iPhone? Can you not use the Outlook app?

@robs1979

Ай бұрын

Sorry, what I meant was that the current version of the iPad/iPhone app doesn’t give you the ability to search by categories in the same way you can with the web version.

If anyone could tell me how to have the categories marked "favorite" display in my favorites folder on outlook for mac I would appreciate it????

@bearded365guy

15 күн бұрын

I am not sure. I don’t have a Mac to hand. Anyone?

Won't swap to new outlook until shared mailboxes are added properly and not hidden away.

I am using AOL main and Gmail, categories is not available for use with these, when I click on that account the tab goes away. Too bad as I do not want to change my email address.

Hi Jonathan, I've been using your tips along with GTG and it's been fantastic, inbox zero is a real thing now, not just an illusion. So thank you! But I wanted to bring this up because I'm having an enormous hard time with following these tips using the Outlook app on my Android, maybe is not a thing on the iPhone. Here's my issue... I have no way to categorize an email in the app... I can flag, I can archive, but I can add a category to it.... Any ideas?

@bearded365guy

7 күн бұрын

Yes, that’s an issue when you’re out and about on the smartphones. Can I tell you what I do? I don’t have email on my phone anymore…. But realise that isn’t helpful for everyone. Use your phone to read email if needed, but don’t use it for “email processing”.

How do you open another mailbox?

I have multiple microsoft emails (one per business). When i create the To Do task by dragging the email into the Create Task area, those tasks aren't showing up in the To Do app integration when i click on the checkbox on the left side. Is it only looking at Tasks created for the primary email account? If so, is there a way to show all tasks for all emails in the To Do area?

@iandirootz

Ай бұрын

Great video by the way, adopting as much as i can! Really hoping i can access all the tasks though in the To Do integration in outlook. And i am using the New Outlook, desktop app version though.

@bearded365guy

Ай бұрын

I don’t think there is….. it will be the primary “signed in” account.

Why can we not add .pst files for archiving with the new Outlook. With these .pst files under classic Outlook I have a good folder structure for very easy access and I have a lot of history which I constantly refer to. Until we can add .pst files (so far I do not see this is an option) I will not covert.

@bearded365guy

21 күн бұрын

If you use Microsoft 365 you should move your PST files into an Online Archive which will still be visible like the PST, but they’re stored in the cloud.

@barryshaw1972

21 күн бұрын

@@bearded365guy how do i do this. not really tech savy

Archiving and categorising interesting however I don’t think you can categorise on Outlook mobile app can you?

@bearded365guy

Ай бұрын

Yes, you can!!

@David.William83

Ай бұрын

@@bearded365guy does anyone know how on iPhone? I can’t see it.

@colbyabrahamoff8148

Ай бұрын

​@bearded36guy since when?

@dan-tw

Ай бұрын

@@bearded365guy not sure you can… unless I’ve entirely missed something in the recent updates…

@bearded365guy

Ай бұрын

Hi all - SORRY! My bad. You can of course archive away on a iPad/iPhone - but the categories feature is not available….yet. I think it will come. It needs to!

I am trying to use the categorize, archive and task function. For example I created a Quick Step rule that categorizes an email for follow-up, archives the email and then the task window opens for me to determine when to complete the email as a task. The challenge I have is that when I complete the task, the email keeps the categorization and does not delete. Does anyone know how to create an action or rule to delete the email when I mark the task complete? Or do I need to do something else?

@bearded365guy

Ай бұрын

Ernest, I think that might be part of your email processing routine. Quick scan of the follow up category to see if anything can be uncategorised……

@ErnestWarner

Ай бұрын

Thank you! ​@@bearded365guy

Problem with categories is that they do not show up on your moble Outlook app, therefore you lose everything you have sorted on your phone. Sub folders do show on the mobile app

@bearded365guy

27 күн бұрын

Yes, that’s true. Although I don’t use Outlook on my phone anymore…. Wasted too much time replying to emails when I didn’t need to.

i like switching my dpis

If you think archiving into a single folder and/or categorizing into a flat list of categories is better than multi level folders... you must not get many types of emails. Simple enough for my with emails but my personal email has far more folders

There are KZread videos demonstrating how to setup Categories in Outlook Mobile for Android. Now, or seems support for Categories on mobile has been removed. So, to be clear, you cannit use Categories in Outlook mobile. 😢

On the topic of search when are they going to fix the fact that the AND logical operator does not work? I can search for emails all day from or to a specific contact but not being able to use logical operators correctly is not excusable considering the amount of disk space and processing power sucked up by MS Search on any PC.

@davidadams421

Ай бұрын

Logical operators do work. For example, received:>05/15/2024 AND received:

@boolage

Ай бұрын

@@davidadams421 It may work in your example but trying it with simple strings as in trying to find any emails with both the word Outlook as well as the word Java (typed simply as "Outlook AND Java" - without the double quotes of course), will locate all emails with Outlook somewhere in the email AND all emails with Java somewhere in the email - instead of only emails with BOTH strings in them.

@boolage

Ай бұрын

@@davidadams421 that particular query may work - but something like searching for 2 strings - and only emails that have BOTH strings in them does not. It will return all emails with string 1 AND all emails with string 2. Some emails will have only one of the two strings, some may have both, but there appears to be no way to get it to return only emails with both strings in them.

Here’s a challenge for you: I use categories and a single folder to file everything, but it drives me NUTS that I also have to process my sent email. How do I categorise my outgoing mail and save it automatically to my Archive with the category label still present? I know using conversations will pull all threads together, but I want an empty sent box and I want to see anything I send where I’m expecting a reply, or belongs to a specific project etc in the appropriate category search. I put all my processed email into a folder called “All processed Mail” (inventive, hey?) after I categorise them and use the search folders to list all categories. I much prefer categories to folders as email can be in one or more category but only in one folder. Weirdly, it has never even occurred to me to use the Archive. Will be amending that tomorrow morning 😂.

@bearded365guy

Ай бұрын

I understand. So you’re sending an email to someone and then you want to categorise that as “Waiting for reply”. You don’t want that email in your sent items? It could live in your sent items with a category? Or, manually, could go into sent item and move it to archive…. Or you could create an Outlook rule to move items into archive. I personally would use option 1 and keep my sent in my sent, with just a category applied!

@dorothyevans3864

Ай бұрын

@@bearded365guy Thanks for the reply. I’d have to steel myself to keep a full sent folder But, if the categories don’t get stripped, I suppose I could just bulk move everything to Archive periodically. Have subbed 😊. I did come across a pain in the wotsit using the online version - it appears I can add only one category to a message. Such a shame as it looks good but I’ll probably have to stick to the desktop app. Does mean I can set up some new quick steps to apply the categories and move to archive, though. Swings and roundabouts!

@TerryAtkinson-fp8gt

Ай бұрын

I cc myself and have a rule that sends it to a folder. After watching this video it now categorises it for me instead. Still can’t use new outlook. To many things don’t work for me. I’m using search folders in old outlook and achieving the same results. Doesn’t seem to be the same functionality for a shared inbox though ?

I can’t categorize, there is no option here.

I am the IT Manager of microsoft 365, i am facing a problem that all external emails are landning in the junk box. I reduced the spam indicator but the issue is still remain. Any recommendation?

@bearded365guy

Ай бұрын

All external emails? Do you use an external spam provider or just M365?

@davidadams421

Ай бұрын

That sounds maybe like a whitelisting issue? In exchange you can either whitelist or blacklist. If you whitelist, _only_ email on the whitelist gets through, everything else is junked. Also, as Jonathan says, if you're relaying email through another service, you'll need the IP of that service's mail exchanger in your domain's SPF record. Use Microsoft's Message Header Analyser (google it) to check for authentication failures.

@davidadams421

Ай бұрын

That sounds maybe like a whitelisting issue? In exchange you can either whitelist or blacklist. If you whitelist, only email on the whitelist gets through, everything else is junked. Also, as Jonathan says, if you're relaying email through another service, you'll need the IP of that service's mail exchanger in your domain's SPF record. Use Microsoft's Message Header Analyser (google it) to check for authentication failures.

@davidadams421

Ай бұрын

That sounds maybe like a whitelisting issue? In exchange you can either whitelist or blacklist. If you whitelist, only email on the whitelist gets through, everything else is junked. Also, as Jonathan says, if you're relaying email through another service, you'll need the IP of that service's mail exchanger in your domain's SPF record.

@IVFRegulation

Ай бұрын

@@bearded365guy Just M365

Not only do I refuse to use folders, I don't even bother archiving. 😊😅😂

@bearded365guy

9 күн бұрын

That’s another option!

I have the Archive option, but not the Snooze.

@bearded365guy

Ай бұрын

You using the new Outlook or the older one Denise?

@denisedrake4097

Ай бұрын

@@bearded365guy My company is using a subscription for "Microsoft 365 Apps for enterprise".... so it should be the latest version.

Categories as favorites only works with the New Outlook, and can only be added on the outlook web portal. Garbage!

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