When you purchase a perpetual version of the suite — say, Office 2016 or Office 2019 — its applications will never get new features, whereas apps in an Office 365/Microsoft 365 subscription are continually updated with new features. And for countless users, email means Microsoft Outlook.Microsoft sells its Office suite of productivity apps under two models: Individuals and businesses can pay for the software license up front and own it forever (what the company calls the “perpetual” version of the suite), or they can purchase an Office 365 or Microsoft 365 subscription, which means they have access to the software for only as long as they keep paying the subscription fee. Access knowledge, insights and opportunities.Email is still big, the mainstay of workplace communications. Build and engage with your professional network.
Green Circle With Sign In Outlook Plus Several MoreNear the end are tips for Outlook 2019 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 2019. See our separate Outlook for Microsoft 365 cheat sheet to learn about all its latest features.Most of the tips in this article apply to both Outlook 2016 and Outlook 2019 for Windows. In Microsoft 365/Office 365, Outlook has all those features, plus several more.But it still works in the same way, and you'll find most of the commands in the same locations as in Outlook 2013. The newer Ribbon is smaller than it was in Outlook 2013, the title bar now is blue rather than the previous white, and the text for the Ribbon tabs (File, Home, Send/Receive, and so on) is a mix of upper- and lowercase rather than all caps. If you need a refresher, see our Outlook 2010 cheat sheet.The Ribbon in Outlook 2016 has a flattened look that's cleaner and less cluttered than in Outlook 20. Because the Ribbon has been included in Office suite applications since Office 2007, we assume you're familiar with how it works. Use the RibbonThe Ribbon interface in Outlook 2016 hasn’t changed much compared to earlier versions.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 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. (The tabs above the Ribbon stay visible.) To make them reappear, press Ctrl-F1 again.You’ve got other options for displaying the Ribbon as well. 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. (Click image to enlarge it.)To find out which commands live on which tabs on the Ribbon, download our Outlook 20 Ribbon quick reference. 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. To make the title bar blue again, instead choose the Colorful option from the drop-down list. In the “Personalize your copy of Microsoft Office” section, click the down arrow next to Office Theme and select Dark Gray or White (or Black) from the drop-down menu. IDGThe Tell Me feature in Outlook 20 makes it easy to perform just about any task. Hover your mouse over it, and you get multiple options for filtering your mail, including by Unread, Has Attachments, This Week, and others. In this instance, the top result is a Filter Email listing with an arrow to its right, indicating that it has many options. (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. Microsoft has made it easier with a new feature in Outlook 20 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. (Click image to enlarge it.) Try Tell Me for greater efficiencyOutlook is so full of features it can be tough to remember where to find commands you haven’t used in a while. Remove mac adware cleaner from macBut for more complex ones, it’s worth using, because it’s much more efficient than hunting through the Ribbon to find a command. (More on Smart Lookup below.)For the most common basic tasks, you won’t need Tell Me. 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. If you just want a definition of the word, click the Define tab in the pane. 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. It lets you do research from right within Outlook while you're creating an email, so you won’t have to fire up your browser, search the web, and then copy the information or pictures to your message.To use Smart Lookup, right-click a word or group of words in an email — it can be a new draft, a message you’ve received, or one you’ve already sent — and select Smart Lookup from the menu that appears. (Click image to enlarge it. If you choose a file that’s stored on your local hard drive, a copy of it will be attached to the email in the usual way.In Office 2019, if you click on a file that’s stored in OneDrive, OneDrive for Business, or SharePoint, you’ll be given a choice: You can choose Attach as copy to send the file as a normal attachment or Share link to send a link to the file in its cloud location, something Microsoft informally calls a “cloud attachment.” (In Office 2016, files stored in the cloud are automatically sent as cloud attachments.) IDGSharing a link to a file stored in OneDrive, OneDrive for Business, or SharePoint lets you collaborate on the file with others. What happens next depends on where the file is stored. (Click image to enlarge it.)Click the file you want to attach. IDGOutlook shows you a list of files you’ve recently used, making it easier to find and attach them to an outgoing email. If a file is stored in OneDrive, OneDrive for Business, or SharePoint, you’ll see a cloud on its icon.If the file you want isn’t in the list, click Browse this PC at the bottom of the menu to browse your local hard disk, or Browse Web Locations to browse OneDrive, OneDrive for Business, or SharePoint.
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