New Outlook's Most Asked Questions!

Unlocking the New Outlook: 11 Essential Tips for a Smoother Experience

If you’ve recently switched to the new version of Outlook, you might have noticed a few changes that left you scratching your head. Why can’t I work offline? Where did my favourite file attachment options go? You’re not alone.

As the founder of Your 365 Coach, I’ve been fielding these questions from clients and colleagues alike. Today, I’m sharing practical answers and use cases to help you get the most out of the new Outlook.

1. Schedule Send: Take Control of Your Timing

Ever wanted to draft an email late at night but send it during business hours? With Schedule Send, you can. Just click the dropdown next to Send, pick your time, and relax knowing your message will land at the perfect moment. This is ideal for remote teams working across time zones or for those who like to get ahead without disturbing others outside of work hours.

2. Save Emails as MSG Files: Keep Your Records Straight

Need to upload an email to another system or archive it for compliance? You can now save emails as MSG files directly from Outlook. Click the three-dot menu, choose Save as, and select MSG. This is especially useful for legal, HR, or project documentation.

3. Download Attachments Locally: Your Files, Your Way

No more being forced into OneDrive. You can now save attachments straight to your local folders or shared drives. Just click the dropdown on the attachment and select Save as. This is perfect for marketing teams, finance, or anyone who needs to organise files in their own way.

4. Copy and Paste Attachments: Streamline Your Workflow

Copy an attachment from one email and paste it into another without saving it first. This is a real time-saver for customer support, project managers, or anyone who needs to forward documents quickly.

5. Drag and Drop Attachments: Fast File Management

Prefer to drag and drop? You can now move attachments from Outlook to your desktop or folders with a simple click and drag. This is handy for those who manage lots of files or need to upload documents to other platforms.

6. Out of Office Replies: More Than Just a Message

Setting up an out of office reply is now more flexible. You can block out your calendar, automatically decline meetings, and send different messages to internal and external contacts. This is great for anyone taking leave, ensuring your calendar stays tidy and your contacts are informed.

7. Disable Copilot: Stay in Control of AI

Not everyone wants AI drafting their emails. You can now turn off Copilot in Outlook settings. This is useful for those who prefer to write their own messages or have strict data privacy requirements.

8. Open Links in Your Preferred Browser

If you prefer Chrome or another browser over Edge, you can set Outlook to open links in your default browser. This is a small change that can make your workflow smoother, especially if you rely on browser extensions or specific setups.

9. Shared Mailboxes: Familiar and Flexible

Shared mailboxes now appear at the bottom of Outlook, just like before. You can favourite folders for quick access and check your permissions without calling IT. This is essential for teams managing group inboxes, like support or sales.

10. Collapse Folder Lists: Keep It Tidy

If your folder list is overwhelming, add your most-used folders to Favourites and collapse the rest. This keeps your workspace clean and helps you focus on what matters.

11. Track Meeting Responses: Know Who’s In

See at a glance who has accepted or declined your meeting invites, either from the email or directly in your calendar. This is invaluable for organisers who need to track attendance and follow up with non-responders.

Bonus: Offline Working Is Back

You can now work offline in the new Outlook. Make sure to adjust your settings to sync the right folders and attachments before you go offline. This is a must for anyone travelling or working in areas with unreliable internet.

Final Thoughts

The new Outlook is evolving, and while some features are still finding their feet, these updates are making it more powerful and user-friendly. For more information, check out the full YouTube tutorial.