When it comes to email services, Microsoft is a company that shows the flag of experience and optimization, as a product in which the giant from Redmond has always bet on and starting 20 years ago with Hotmail.
At present time, Outlook is the email service offered by Microsoft as a complete renewal from its predecessor, from which only the good things remained and even better functions were added over the years.
Since, Outlook as an email service is now facing a permanent and strong competition with other companies that were not around before, at least in terms of electronic mails as a product online; we are talking about Gmail and Yahoo Mail, being created by Google and Yahoo respectively and getting a great market share respecting this technology.
However, Outlook is still very strong on its field thanks to Microsoft and the interest on offering a better and more secure email platform, with all the advantages in terms of functions, security and customization in direct comparison to its competitors.
Today we will be explaining the different functions and purposes main folders have in Outlook, approaching the whole process by using the new Beta version offered by the platform, with a more minimalistic, faster and optimal functioning, as well as in relation to security and settings.
Signing in, signing up and switching to Beta version in Outlook
First things first, in order to be able to use Outlook and to know which functions have the main folders, you are in the need to sign in to the service or to sign up in the case you do not have an Outlook or Microsoft account. Like this, the user will enjoy a set of related services like Skype, XBOX, Office, Windows and more.
So, to log in all you need to do is visiting the URL www.login.live.com and then write you email address, phone or Skype account, depending on how you set your credentials to sign in on Outlook.
So, after writing your Outlook account, phone number or Skype address all you need to do clicking on the “Next” button for the platform to ask you for your password, so enter it and click on the “Sign in” button to finish the process and get logged in.
In the case you are using a proper device and you want to stay logged in permanently, make sure clicking on the “Keep me signed in” option.”
Remember, in the case you do not have a Microsoft account to use Outlook, you can create one by clicking in the option “No account? Create one”, starting the registration process to have your account and be able to enjoy Outlook and other useful and conjoined service platforms.
And last but not least, after you are logged in into Outlook and you can use the platform correctly, you should not forget to activate the Beta version and enjoy a more minimalistic and useful service, by clicking in the “Outlook Beta” switch located at the top right of the screen, as it is shown in the image.
Outlook main folders: functions and how to use them
When you use Outlook activating the Beta version, the general layout change with a simpler but functional approach, showing every function and option clearly and at just one-click away in every one of them.
Now, as any other email platform Outlook needs main folders to function in a proper way, acting as container for the received and sent emails, along with other kind of messages. For example, in the Outlook Beta version such folders can be easily spotted in a menu located at the left of the screen, being six in total and having different functions that we are going to address next.
With no doubt, the inbox has to be the main folder in any email platform, as the container receiving and filing all the new messages from our contacts, being its primary function and allowing to see every message we want to open.
When you use Outlook with the Beta version activated, the platform sorts of “split” the screen between three important and different sections: the folder panel to the left, the email list in the center and the reading message reading section to the right. Like this, you can open a specific email without losing the track of the others or the folders for that matter.
Another important function of the inbox is allowing to move any message to other folder or container, either a main one or another created by the user thanks to the customizable options. So, to move or work with a specific message you only need to click on it and choose an option from the enabled option panel at the top of the inbox, as shown in the image.
For example, in the new enabled option panel you can delete, archive, sweep, send to junk or Spam the selected message, as well as moving it to other location or folder or categorized it in colors, so they can be related to an event in the calendar or any other feature.
Junk email folder
Continuing, the second option in the folder panel in Outlook is the junk email container, as the deposit where all messages considered as Spam or trash are located, since the can be dangerous in terms of security with malware, as well as being emails with unnecessary or irrelevant content with ad purposes.
In the same way, the Junk folder can be used as any other and you can move messages from and to this container. Nevertheless, you have to consider that if an email is sent to junk folder automatically or by yourself, other messages from the same sender will be considered trash or junk emails to.
Also, you can block a specific address from sending you emails from the Junk Email folder. To do so, click on “Junk Mail” to go to the folder, then click on a message from the sender you want to block, and then click on the “Block” option in the option panel on top of the email listing. From that moment on, the messages from that sender will be blocked completely.
The third option in the folder panel is the Draft container, as the one storing all the messages you are writing or stop doing so for any reason, acting as a backup for all the emails you want to send later. For example, by clicking in “New message” and adding an email account as receipt, as well as a subject, such email will be automatically stored in the draft folder.
In the case you need to move other message as a received one in the inbox to the draft folder, the process is completely possible by following the steps before explained in the inbox section. Now, if you are writing a message and you do not want it to be stored in the draft folder, you just have to click on the “Discard” option to delete it permanently.
Sent items folder
When you send an email successfully, such message will be moved to the sent items folder as a record container, storing all the emails sent by the user in an unlimited period of time.
In case a message is not sent successfully it will stay in the draft folder, since the sent items deposit is just for messages that actually were sent to the receipts. As any other folder in Outlook, you can move, delete, categorize and archive any message from the sent items folder.
Deleted items folder
Included in the main folder section there is the deleted items container, as the one storing all the deleted messages and emails and acting as some sort of trash can or recycle bin in Windows. Like this, you will be able to recover any deleted message located in this folder.
Of course, in the case you have this folder full or you just want to delete all of these messages in a permanent way, you can click in the “Delete all” button available at the top of the folder.
And last but not least, there is the archive as the sixth option in the folder panel, as a multipurpose container in which you can save any type of message you need, as well as functioning as an automatic way to save all the conversation histories for the system platform.
Also, “Outbox” and “Pop” are two sub-folders located in the archive for storing messages using these types of email technologies.
Also, inside the archive folder you can create a whole new set of customizable proper containers for your emails, which can be stored by parameters and characteristics of your choice. To do so, just click in “New folder.”