Microsoft introduced the new Outlook app on Windows 11, which is impressive and has outstanding functionality. Even if you prefer the old version and want to use this trick to keep your PC free of the new Outlook, the new email app is worth a second look, since that won’t last forever, as Microsoft will inevitably patch the loophole. Plus, the latest version can help you stay productive throughout your day.
Note that this article covers the free Outlook app that comes preinstalled on Windows, not the Microsoft 365 version (Office proper), for which you pay a subscription fee to use it in conjunction with other Office apps and increased OneDrive storage. The new version of Outlook combines Mail, Calendar, and Microsoft To-Do in a centralized app. The app also includes links to online versions of Office apps. So, here is a look at what you can expect from the new version, including tips for having an efficient email experience.
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7 Deactivate automatic reading
Know which messages you have read
The new Outlook will mark emails as read if briefly clicked by default. However, if you have a busy inbox, that can easily cause problems with knowing what’s being read or not. Sure, you can mark messages as unread, but that takes time. Luckily, you can easily change this functionality. Launch the Outlook app and head to Settings -> Mail -> Message handling. In the right column, select the Don’t automatically mark items as read option, and when making any changes, ensure you click the Save button.
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6 Streamline email notifications
Focus on the essentials
As many Windows users are away, desktop notifications can be distracting, annoying, and decrease productivity. If you only want to manage emails during certain times of the day, you can customize how Outlook notifications appear. Head to Settings -> General -> Notifications and choose the notifications you want to receive from the Outlook app.
For instance, you can keep mail notifications while disabling them for calendar events. You can also disable Outlook notifications altogether. Also, for the notifications you keep, it’s possible to customize how they appear on your desktop and whether a sound plays with them.
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5 Recall email messages
For those “oops” moments
During your busy day, you might send an email by mistake. We’ve all done it. You might write an email in haste with incorrect data or send it to the wrong contact and wish you could take it back. You might also send a ranting email that you didn’t take a few minutes to calm down before sending.
Whatever the case, the Outlook app allows you to recall a message within a short period of time you determine. Head to Settings -> Mail -> Compose and reply. Scroll down to the “Undo send” section and move the slider to manage the length of time before messages can be canceled after sending. You can choose up to 10 seconds to undo a send. Click the Save button for your selection to go into effect. After setting it up, the Undo button will display at the bottom of the window for the length of time you set. Click the Undo button in time, and the message will not go out. After clicking it, Outlook will return to the compose window.
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4 Convert emails into calendar appointments
Create appointments with relevant details
Not all emails need to be replied to right away. Some also contain valuable dates, times, and events you might prefer to add to your calendar. The cool thing is that you can easily drag and drop the email to the Calendar button in the left toolbar. The app will scan the email and add it to the proper day and date, the subject, and any additional pertinent information needed for the event.
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3 Pin emails
Pin important messages to the top
You might have essential emails you don’t have time to reply to or want to ensure you don’t forget certain ones. You can pin those messages to avoid getting lost in the shuffle. Pinned emails will appear at the top of your inbox so you can take care of them when you want. The most straightforward way is to click the Pin icon to the right of the subject line. You can also right-click an email and select the Pin option from the menu.
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2 Schedule emails
Send emails at the right time
You might need to spend some time composing the perfect email to your boss or clients, but not send it immediately. Remembering to email at the correct time is virtually impossible during your busy day. So, you can use the schedule feature in Outlook to ensure it’s delivered at the perfect time. Click the down arrow next to the Send button and choose Schedule send from the menu. Select the exact date and time to send out your message.
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1 Stop grouping conversations
Customize your inbox by deactivating email grouping
By default, the Outlook app groups emails with the same subject as conversations. This can be annoying and create confusion among multiple recipients. To change conversation grouping, head to Settings -> Mail -> Layout and scroll to the “Message organization” section. Select the Show emails as individual messages option to view each message separately.
Tracking individual replies can help avoid confusion with similar subject lines. It’s also worth noting that if you want to keep emails grouped by conversation, you can arrange them in the reading pane by showing the newest ones at the top or bottom.
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Get the most from the new Outlook app on Windows 11
The new Outlook app, rolling out to Windows 11 users, is full of helpful features that set it apart from the old Mail and Calendar app. The above tips can help you streamline your inbox and get the most from its features. It allows you to keep a clean inbox, reduce notification distractions, consolidate confusing email groups, recall emails, and more. These tips will help prevent an overcrowded inbox and manage critical daily communications.