New Features of Outlook 2016

In Outlook 2013 probably nobody can fool you anymore. You are certainly familiar with all the positive and negative aspects of the software and can navigate easily through all functions. Several months have passed since the release of  Outlook 2016 and many users of the previous version now want to make the switch.

Since Outlook 2016 has some new features, you should familiarize yourself with the biggest changes in before making the switch. It may not be worth upgrading to Outlook 2016 because the latest features won’t help you much.

Attach files to emails

Not only can you attach attachments directly from the ribbon and by browsing your PC, but you can also access a number of recently used files. If you often attach the same attachments to your emails, this new Outlook 2016 feature can greatly simplify your daily work. Of course, you can also search in the classic way for files that you want to attach. It doesn’t matter whether they’re stored locally on your PC or in web locations like OneDrive, Dropbox, GoogleDrive, etc. With the latter, you can even grant the recipient rights that allow them to edit the attached document or just view it, provided that the service provider allows this.

Outlook 2016 Groups

Instead of distribution lists, Outlook 2016 allows you to create groups via “New Elements”. This enables smooth communication and collaboration with the respective group members via the Office 365 portal.

But the new groups of Outlook 2016 have even more advantages:

Creating a group is easy with just a few clicks. You can then divide the groups into different categories and name them individually. It is also possible to define the respective groups as “private” or “public”.

The Outlook 2016 groups allow various group-specific settings, including whether e-mails for the group end up in the individual inboxes or can only be read in the shared inbox.

In addition, each Outlook 2016 group has the display of the complete e-mail conversation that has taken place so far. It is also possible to react to group messages with “Like” to ensure fast communication if a written reply is not absolutely necessary.
The creation of individual team events and meetings rounds off the possibilities of the new group functions in Outlook 2016.

Outlook 2016 Search

Another new feature of Outlook 2016 is the improved search. It offers you person and keyword suggestions based on the contents of your mailbox. As you type in the search box, Outlook suggests possible search results. This not only facilitates the search, but also the quick finding of e-mails and files on your PC or in your inboxes.

The new “Clutter” feature

The Outlook 2016 “Clutter” feature helps you move low priority emails from your inbox to “Items of no importance”. “Clutter” learns from your moving behavior and applies these “rules” to future, supposedly unimportant messages. Fewer unimportant messages in your inbox also give you a better overview of your important emails.

You want

This new feature helps you find various features and help topics in Outlook 2016. In the “What do you want to do?” ribbon field, you can enter a question or just a term and receive a list of help. If, for example, you enter the word “Print”, a list opens that of course contains the “Print” command, but also the option of printing only selected attachments or forwarding them to texts that could help you with the topic.

Manage meetings more easily

Many of the new functions are particularly interesting for corporate customers. When entering meetings, meetings and events, Outlook makes smart suggestions for conference rooms faster: Even before typing them in, Outlook lists previously used and common rooms, such as “my office”. Microsoft writes that machine learning should make the suggestions better and better. For public places, Bing provides additional data, such as the address that Outlook stores in the calendar. These features will be available “soon in Outlook for Windows”.

Meetings that span multiple time zones, such as a video conference above the clouds, are more complicated. To ensure that appointments are not confused, the user can also specify the respective time zone for the start and end times of a meeting. In the main view, the calendar displays up to three time zones if desired (in the Mac version, it’s only one more time zone).

News in the mobile apps

The mobile apps are also getting some new functions that are aimed at companies: In the iOS app, Outlook now also displays information from the Azure Active Directory in the address book. Employees can better understand their company’s team structures and who is working with whom. If the user receives a mail as BCC under Windows, but accidentally replies to all recipients, Outlook warns them before sending it. It would be possible that the other recipients would rather not know that the user has also received the mail. All Outlook apps also support SOCKS proxies, which better protect internal company data.

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