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About this lesson

Learn to organize your emails into groups and control how you view conversations.

Lesson versions

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2016, 2019/365.

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Groups and Conversations.docx
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Quick reference

Groups and Conversations

The Group and Conversation features allow you to control how you FIND your information.

When to use

You will rarely be using the Arrangement and Conversation settings after you have it set up. Use this lesson to set your preferences.

Instructions

  1. Click the   ribbon and Locate the Arrangement section

     
  2. “Show In Groups” can be turned off or on. It is your preference.

     
  3. When on, the Group headings can be expanded or collapsed

     
  4. View, Show as Conversations

    Turn this feature on (optional) to see conversations link together in your Inbox. Review the “Conversation Settings” and select your preferences.
     

  5. And finally, the IGNORE and CLEAN UP features located on the Right Mouse click of any email (which is a conversation):


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  • 00:05 Hello, in this video I wanna talk to you about groups and conversations.
  • 00:09 Now, groups are displayed right here.
  • 00:11 This is my inbox.
  • 00:12 And you can see, it says date, last week, date, two weeks ago, date, last month.
  • 00:16 Those are groups.
  • 00:17 It's grouping it into dates for me.
  • 00:19 Now, I don't necessarily need that on.
  • 00:21 I can look over at the date itself, and kinda tell when it came in.
  • 00:26 But when you sort these, for instance, from From.
  • 00:28 Now it's grouping by who the email came from.
  • 00:31 Or by Subject, it's grouping by subject.
  • 00:34 Now it might look cluttered to you.
  • 00:36 You don't know why you have that.
  • 00:38 Well, all I have to do is on these little arrows off to the left hand side of these
  • 00:41 groups when I right-click, I can collapse all groups and
  • 00:44 all my subjects are together or all my froms are together.
  • 00:48 It's actually kinda nice if you like to work with that.
  • 00:50 If you don't want to work with it, well, you can remove it as well.
  • 00:54 On the view ribbon, right above,
  • 00:55 we have an arrangement, and then you have this box right here.
  • 00:59 Well, when you hit the drop-down arrow that box
  • 01:02 right down here we've got one that says Show in Groups.
  • 01:05 Also I have to do is just turn that off, and then my groups are gone.
  • 01:08 And it doesn't matter how I sort,
  • 01:10 I'm not gonna have them all divided up into smaller groups.
  • 01:13 Personal preference again.
  • 01:14 It depends on how you want to see it.
  • 01:17 All right, I've sorted these by receipt.
  • 01:18 Now I wanna show you conversations.
  • 01:20 Right up here again on the view ribbon I have an item that says show as
  • 01:24 conversations.
  • 01:25 So I'm gonna put a check mark in there, but
  • 01:26 I want you to observe something that's been happen in my emails.
  • 01:30 When I click, Show as Conversation.
  • 01:32 I can choose this folder or all All Mailboxes.
  • 01:34 I'll choose All Mailboxes.
  • 01:36 Look what happened over on the left of this top one.
  • 01:39 I got a little arrow again.
  • 01:41 Well, that looks similar to the group arrow cuz it did.
  • 01:44 It grouped the conversations in there.
  • 01:46 So I can turn that on right under Show as Conversations,
  • 01:50 I have Conversation Settings.
  • 01:51 I'm gonna open that up, and I'm gonna activate these bottom to Always Expand my
  • 01:55 Conversations, and the other one is Use Classic Indented View.
  • 02:00 Now look what happens, I can collapse this or expand it.
  • 02:04 When I expand it, it shows a conversation, an email that has to relate to this, but
  • 02:09 it is indented.
  • 02:10 Another thing happened with these two is they indented the subject, so
  • 02:15 they have to do with the conversation, but they're not necessarily connected, but
  • 02:18 it knows it had to do with conversation because it indented the subject as well.
  • 02:23 So just like that,
  • 02:24 again, on this arrow I can right-click and I can actually Clean Up the Conversation.
  • 02:29 Now when you clean up a conversation, what it does, is it looks through any redundant
  • 02:34 emails that has been forwarded, forwarded, forwarded, and it cleans off
  • 02:37 the redundant parts of the emails, so you don't have to keep rereading everything.
  • 02:42 Another item over here is Ignore.
  • 02:44 For instance, if someone hits Reply All, and
  • 02:47 suddenly you're swept up into this crazy email Reply All.
  • 02:52 You could just tell it, ignore this conversation, and
  • 02:55 it will throw it in the trash for you.
  • 02:57 Instead of you trying to figure out which ones to throw away.
  • 03:00 They're kind of nice little item.
  • 03:02 Practice with them on unimportant emails before you rely on them heavily.
  • 03:06 Make sure they work exactly the way you expect them too, but
  • 03:08 those are nice features about conversations.
  • 03:11 Again, the conversations you have to set it up by hitting the check mark,
  • 03:15 going to Conversations Settings, making sure all these are checked, and
  • 03:18 then just start using them and opening up and closing up your conversations.
  • 03:22 All right, thank you.

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