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The pundits would have you believe that email is being supplanted by texting, social media, chat apps like Slack, and direct communications software such as Skype and Google Hangouts Meet. Email is still big, the mainstay of workplace communications. And for countless users, email means Microsoft Outlook. This cheat sheet gets you up to speed on the features that were introduced in Outlook and Outlook , the perpetual-license versions of Outlook included with Office and Office , respectively.

In Microsoft , Outlook has all those features, plus several more. Most of the tips in this article apply to both Outlook and Outlook for Windows. Near the end are tips for Outlook only, and then we wrap up with handy keyboard shortcuts for both versions. Note that the screenshots shown in this article were taken in Outlook Share this story: IT folks, we hope you’ll pass this guide on to your users to help them learn to get the most from Outlook and Because the Ribbon has been included in Office suite applications since Office , we assume you’re familiar with how it works.

If you need a refresher, see our Outlook cheat sheet. The Ribbon in Outlook has a flattened look that’s cleaner and less cluttered than in Outlook and But it still works in the same way, and you’ll find most of the commands in the same locations as in Outlook To find out which commands live on which tabs on the Ribbon, download our Outlook and Ribbon quick reference.

Also see the nifty new Tell Me feature described below. As in previous versions of Outlook, if you want the Ribbon commands to go away, press Ctrl-F1. The tabs above the Ribbon stay visible. To make them reappear, press Ctrl-F1 again. To get to them, click the Ribbon Display Options icon at the top right of the screen, just to the left of the icons for minimizing and maximizing Outlook. From the drop-down menu, you can choose Auto-hide Ribbon hide the entire Ribbon, both the tabs and commands underneath them , Show Tabs show the tabs but hide the commands underneath them, as when you press Ctrl-F1 , or Show Tabs and Commands show the whole Ribbon.

And if for some reason the blue color on the title bar is too much for you, you can turn it white or gray. To make the title bar blue again, instead choose the Colorful option from the drop-down list.

Just above the Office Theme menu is an Office Background drop-down menu — here you can choose to display a pattern such as a circuit board or circles and stripes in the title bar. Click image to enlarge it. Microsoft has made it easier with a new feature in Outlook and called Tell Me, which puts even buried tools you rarely use in easy reach. To use it, click the Tell me what you want to do text to the right of the Ribbon tabs.

If you prefer keyboard shortcuts, press Alt-Q. Then type in a task you want to do, and you’ll get a menu showing potential matches for the task. For example, if you want to filter your mail to see only messages with attachments, type in filter email. In this instance, the top result is a Filter Email listing with an arrow to its right, indicating that it has many options. Hover your mouse over it, and you get multiple options for filtering your mail, including by Unread, Has Attachments, This Week, and others.

The Tell Me feature in Outlook and makes it easy to perform just about any task. Choose the option you want, and the task will be performed instantly. If you’d like more information about your task, the last two items that appear in the Tell Me menu let you select from related help topics or search for your phrase using Smart Lookup. More on Smart Lookup below. It also remembers the features you’ve previously clicked on in the box, so when you click in it, you first see a list of previous tasks you’ve searched for.

That makes sure that the tasks you frequently perform are always within easy reach, while at the same time making tasks you rarely do easily accessible. Outlook then uses Bing to do a web search on the word or words, displaying definitions, related Wikipedia entries, pictures and other results from the web in the pane that appears on the right.

If you just want a definition of the word, click the Define tab in the pane. To use Smart Lookup in Outlook or any other Office app, you might first need to enable Microsoft’s intelligent services feature, which collects your search terms and some content from your presentations and other documents. If you’re concerned about privacy, you’ll need decide whether the privacy hit is worth the convenience of doing research from right within the app.

If you haven’t enabled it, you’ll see a screen when you click Smart Lookup asking you to turn it on. Once you do so, it will be turned on across all your Office applications.

Outlook and solve the problem neatly. So if you were working on a file on your desktop, then later in the day took your laptop to work outside your office, Outlook would show you the files you had opened on both devices. Click the file you want to attach. What happens next depends on where the file is stored. Sharing a file as a link ensures that people will see the most recent version of the file and lets them collaborate on it. For individuals, the default is that anyone can edit the file.

But you can change the collaboration permissions. Make your selection and then send the file on its way. Note: The following tips are for Office users only.

If you use Office , you can skip to the handy keyboard shortcuts chart at the end of the article. Your most important messages are mixed in with the dross of everyday email life — retailing come-ons, groups begging for donations, pointless newsletters and more.

Focused Inbox helps solve the problem. Using artificial intelligence, it determines which messages are most important to you and puts them into a Focused tab, while putting everything else into an Other tab.

That way you can spend most of your time handling important messages in the Focused tab, only occasionally checking the Other tab. The Focused tab should have the most important messages, and the Other tab should have less important messages.

To move a message from one tab to another, right-click the message you want to move, then select Move to Other or Move to Focused , depending on where you want the message moved. That will move the message just this once. If you want to permanently route all messages from that sender to the other tab, choose either Always Move to Other or Always Move to Focused.

Here are the latest Insider stories. More Insider Sign Out. Sign In Register. Sign Out Sign In Register. Latest Insider. Check out the latest Insider stories here. More from the IDG Network. PowerPoint for Microsoft cheat sheet.

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