Transcription
Hi, I’m Adriana Linares, San Diego County bar associations, technology and practice management advisor. Don’t forget that as a member you can always make an appointment to meet with me to have your questions answered about technology, case management, practice management, little bit of marketing, and sometimes I can answer some basic questions about accounting and finance.
Today’s tip is going to be about Outlook. Microsoft has delivered a new outlook to our desktops. Whether you’re on a PC or a Mac. So, let’s take a look at the difference between the two and when you would want to use one or the other or switch between.
I’m going to Click to open outlook on my desktop. This is the outlook version that most of you are probably most familiar with. It’s classic. It’s an application that we downloaded, installed, and it runs locally on our computers again, whether it’s a PC or a Mac.
This should look familiar one way or another, you might have a version that’s a little bit older. But for the most part, I think everyone has caught up to the latest version of Outlook that has come out over the past couple of years.
Before I go any further though, I do want to make note of a third version of Outlook. So today we’re going to talk about Outlook desktop, old Outlook desktop new, and then of course, there’s outlook for the web. So, I’m going to minimize my desktop program here. I’m going to go to Microsoft Edge. Some of you might use Chrome or Safari or some alternative browser. But of course, if you have a Microsoft 365 account, you’d be able to go to office.com and run outlook on the web. It’s always obvious when you’re in Outlook for the web because you are in your web browser.
And it will be loaded as a tab, likely among your other 40 or 50 tabs that you have open. So the outlook Web app looks a lot like what the new Outlook app for our desktop is going to look like when I show you, here in a moment. Take a quick look at this screen. We’ll come back to it.
Outlook for the web that I am running through my favorite or chosen web browser. I’m going to minimize that, come back to the Desktop.
On the desktop app, you’ll see all the things you’re familiar with. How to launch a new e-mail, switching to your calendar. Going to your contacts, maybe you’re using Microsoft to do and it’s over here on the left hand side.
You’ll notice the ribbon you’re familiar with it, and the important part here kind of an important part of today’s conversation is if you use third party programs like Grammarly or case management system like Cleo or a task management system like Trello or even Zoom and you see these apps in your ribbon — you might want to take note of what happens to some. Not all of them.
When we switch to the new outlook. OK, how do you switch to new outlook and maybe you have and if you haven’t encountered any issues, no problems. Where has this gone? I can’t find this thing. Then just stay where you are. Don’t make any changes for the sake of change. We’re just going through a quick explanation about what’s upcoming and going to be in our futures when it comes to Outlook.
So I hope you’ve noticed that. Try the new outlook button in the top right-hand corner again, whether on a Mac or a PC, you’re going to see this button, and maybe you’ve gotten crazy and wild and you said, OK, well, you know what, let’s see what the new outlook looks like. I’m going to go ahead and click the slider so that outlook will switch to its new version. I’m going to click switch. Outlook will close but don’t worry, it’s going to come back and it’s going to come back and basically the web version. Remember a moment ago we looked at the web version of Outlook.
On my browser you’ll notice now that the new outlook has opened my icon down here at the bottom has changed. It actually has the word new on it. It’s very, very tiny, but you’ll notice it and so now I’m in the new outlook and it looks a lot like. Let’s switch back over.
The web version of Outlook has a simplified ribbon along the top.
And remember, I’m on my web version so I’ve got tabs up here. I’m in Chrome or edge. Let’s minimize it and you’ll notice that the new outlook on your desktop looks very similar. Of course it’s a little bit magnifying because it takes up a little bit more screen real estate.
So, here what you’re going to notice first and foremost is that my ribbon is collapsed. You can always come to the very, very edge underneath that new outlook, but click the drop down and open up a classic ribbon. When you do that, it expands the ribbon, shows you bigger buttons, but you’ll notice that they’re a little more cartoon like they’re simplified, but now this ribbon.
Might look a little more familiar because again, it looks like the classic outlook ribbon, but there’s a lot missing from here. You’ll notice those add-ons that I had for Trello and for Cleo are gone, and that’s because this is a transitional version of Outlook and many of our third-party programs that we use may not have yet developed for the new outlook. So if this is causing you a problem and you don’t have access to a lot of the features and programs that you’re used to, you’re just going to turn the new outlook right back off. You’re going to slide that off.
You’re going to get asked for some feedback. Why are you leaving? You can just click skip feedback. Or if you’d really like to let them know, it’s because perhaps in this case, in my scenario it’s missing functionality, but for the most part you can just click skip feedback.
And it’s going to close the new outlook and bring back the old one.
Don’t be afraid to switch between the two as you need them like them or want to use them. What I tend to do is desktop version of Outlook open. But also really quickly and flexibly always switch into the outlook on the web if I’m looking for that sort of more streamlined experience or I’m really just sending and receiving emails, I hope this tip was helpful. And don’t forget to make an appointment if you can use my help!