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Organizing Outlook Email - Microsoft Outlook 365/2019/2016

Tame the messages in your Microsoft Outlook 365 / 2019 or Outlook 2016 for Windows Inbox

“A practical guide to taming the messages that arrive in your Outlook 365/2019/2016 Inbox with step-by-step instructions and tips from people who’ve used Outlook since 1996.”   Fifth edition – 2021.

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Tame the messages in your Microsoft Outlook 365 for Windows and Outlook 2019 or 2016 Inbox

“A practical guide to taming the messages that arrive in your Outlook 365 or Outlook 2016 Inbox with step-by-step instructions and tips from people who’ve used Outlook since 1996.”

Organizing Outlook Email fourth edition helps you organize your email in Microsoft Outlook 365 for Windows, Outlook 2019 or 2016 for Windows 

The Fifth Edition, 2021, is totally updated and revised to cover Outlook 365 and Outlook 2019/2016 for Windows email management in detail.

  • Outlook 365 (Office 365) for Windows
  • Outlook 2019 for Windows
  • Outlook 2016 for Windows
  • Full Color
  • over 350 pages
  • Fast find, table of contents with links
  • PDF format compatible with Windows, Mac, Apple and Android tablets and pretty much anything else including, of course, iPads!

There are all sorts of features in Outlook to help you arrange your email, some obvious, others not so obvious.

We’ll take you through all the features available from simple moving of messages to adding Categories, Flags, Reminders and much more with examples and plenty of color images to illustrate.

” Your Email Basics and beyond chapter alone was worth the price of the whole book.  I thought I knew about email and Outlook until I read about the tricks and traps just in sending a message. ”   Doug J.  Bridgewater, Iowa.

Attachments – how to preview, open, manage and delete attachments.

Viewing and sorting messages in various views.

Searching is an important part of Outlook so we look at it in considerable detail.  There’s simple searches through to complex finds as well as the invaluable Search Folders.

There’s many anti-spam features in Outlook which changed in 2016.  Organizing Outlook Email looks at all the options (post Nov. 2016) with advice on which to use and, crucially, which to avoid.   The book explains how modern spam filters work with Microsoft Outlook  as just one part of the process.

We’ll show you how to get Outlook to do some of the arranging and management of messages for you.

Quick Steps let you create your own buttons to reduce multi-step tasks to a single click

Outlook Rules are very powerful and you’ll be able to harness that power with our step-by-step examples.

Email Everywhere

You can see your email not just on one copy of Outlook.  Email can be on multiple computers, smartphones and tablets .  We’ll show you how to do that cheaply, easily and probably with the software you already have.

Migrating Email

There’s an entire chapter on how to move your email accounts to another service like Gmail,, Microsoft Office 365/Exchange Server or Yahoo Mail.

How to keep a link and get messages from your old mail accounts.  It makes the migration to a new address a lot easier.

As with all the Office Watch ebooks and newsletters, we’ve tried to go beyond the standard software ‘how-to’ to give you practical advice and tips we’ve learnt from decades of computing experience.” said author and co-founder of Office Watch, Peter Deegan.

We’ve written a practical guide with plenty of ‘step by step’ instructions and color images (important when you’re talking about features like ‘color categories’).

Organizing Outlook Email, Fifth edition 2021 is for

  • Outlook 365 for Windows (Microsoft 365)
  • Outlook 2019 for Windows
  • Outlook 2016 for Windows


  • Arranging your Email
    • One Stop Email
    • Choosing a mail host
    • Migrating to a new mail account
    • Fetching mail from old accounts
    • Moving Existing Outlook data
    • Moving a PST to the cloud
    • Outlook to devices via cable

    Email Basics and Beyond

  • Email Organizing 
    • Moving to other folders
    • Moving emails to a folder
    • Folder shortcuts
    • Conversations
    • Flags
    • Reminders
    • Categories
    • High / Low Priority
    • Forwarding
    • Redirection
    • Resend
    • Drag to create
    • Edit a message
    • Outlook 2013 and the useless mail alert
    • Quick Tap Actions
    • Delay sending messages
      • Individually
      • Delay all outgoing msgs
    • Autocomplete in-depth
    • How big is your Outlook?
    • Mail Merge – the alternative to BCC
    • Fast Replies and common text
    • Winmail.dat
  • Office 365 extras
  • Attachments
    • Changes in Outlook 2016
  • Translation
  • Deleted Items
    • Recovering deleted items
    • ‘Permanent’ deletion
    • Truly deleting Outlook items
  • Preparing for an email breakdown
  • Fixing Outlook data files
  • Viewing and Finding messages
    • Sorting
    • Views
    • Social Connector
  • Search
    • Simple Search
    • Ribbon power
    • Indexing
    • Search Folders
  • Automatic Organization
    • Outlook Rules
    • Quick Steps
    • Clutter in Exchange Server/Outlook 2016
  • Spam Protection
  • How to Manage your Inbox
  • Signatures
  • Outlook on many machines with Remote Desktop