File Name: outlook 2016 tips and tricks .zip
Outlook has long been a fixture of many organisation's email and scheduling workflows, and for good reason: it's solid, easy to use, and keeps everything — all your addresses, mails, appointments and tasks — in one place. That's something all the web-based email accounts in the world can't quite manage. We've scraped and scoured to dig up our favourite Outlook top tips — tricks which will make your email management faster, your scheduling more precise, and your working life a whole lot easier. The majority should work on earlier versions of Outlook, too, so don't be afraid to give them a try if you haven't had an Office upgrade yet. Launching a new product?
Outlook has long been a fixture of many organisation's email and scheduling workflows, and for good reason: it's solid, easy to use, and keeps everything — all your addresses, mails, appointments and tasks — in one place.
That's something all the web-based email accounts in the world can't quite manage. We've scraped and scoured to dig up our favourite Outlook top tips — tricks which will make your email management faster, your scheduling more precise, and your working life a whole lot easier. The majority should work on earlier versions of Outlook, too, so don't be afraid to give them a try if you haven't had an Office upgrade yet.
Launching a new product? Frequently giving out technical support? Tired of repeating yourself over and over again in emails? Make use of Outlook's Quick Parts to store frequently used phrases or paragraphs and you'll save a bunch of time. Outlook will offer a visual indication, and you can simply hit the Enter key to instantly add it to your message. That's convenience for you. That time you spend processing email during the day is often time that's better spent on more important activities.
Knowing Outlook's shortcuts is the best way to make more of the program and get things done quicker. As with the likes of Excel , Outlook lacks Word's shortcut customisation tools — although we'll explore a way you can set certain shortcuts later — but check the help file to find a host more shortcuts.
This is useful for timed releases, international communication, or just making it seem as if you're working at antisocial hours. Whatever your reason, it's easy to make this happen. Pop the date and time you'd like the message to be delivered in the appropriate filed — bear in mind this is your local time, so adjust for any international variations — then hit OK.
Sorting your inbox can be a task as long-winded and laborious as replying to that daily deluge of mail. But one particular feature of Outlook means you don't necessarily need to sort anything.
A search folder will automatically categorise your mails based on terms found within; perhaps 'purchase order' or 'invoice'. It's not infallible, but it's certainly useful. To create one, click the Search Folders heading beneath the inbox you'd like to manage and choose New Search Folder. There are various templates — mail marked for follow-up, unread mail, that sort of thing — but the bottom option allows you to create a search folder based on your exact specifications.
Dealing with unwanted email is an unfortunate part of the process, but you can do more than just blocking single senders. It's up to you how stringent you want to be on your account's access requirements. You can, for instance, whitelist senders from the Safe Senders tab and use the appropriate selection on the Options tab to automatically junk mail from all but those you've allowed. You can even use the International tab to block access from entire top-level domains.
While it does add an extra layer of hassle, the extra layer of security that email encryption offers could make the difference in a critical situation. It's not immediately apparent if Outlook even supports encryption, but it's straightforward when you know where to look. Click Email Security and click Get Digital ID to open a browser window which will point you towards various services that will provide you the relevant credentials to encrypt your mails.
Once you're all signed up, head back to the email security tab and switch on the appropriate encryption option — but make sure your recipient has the key, or your mail won't get through.
The Quick Steps section of the Home ribbon will, appropriately, help you dance around your emails with speed. By default it contains a number of commonly used actions — moving mails to folders, forwarding them to your manager and the like — but you can customise the menu to your precise specifications.
Start by expanding it to a window by clicking the icon on its bottom-right corner. Click New, select Custom, and use the drop-down box to select the action you'd like to automate. As much as we'd all like our days to be divided into neat thirty-minute chunks, that's not always the case. It's also very useful to combine your Tasks list with your calendar view for a good overall look at your day's business. Just open up the calendar, head to the View ribbon, and use the Daily Task List button to place it wherever suits you.
The status bar at the bottom of the screen can be tweaked to show exactly what you need to see. If you never use the zoom control, for example, it can be completely removed — and you can add a look at your remaining email quota if you're using an account with limited space. Just right click it to bring up the customise menu, and deactivate or activate the information you need. Here's an odd one that's been going on for years and somehow, inexplicably, it still is in the days of Outlook You send a mail, and certain recipients complain of getting a mysterious attachment — winmail.
Why do they get it? Because you're sending mail in RTF format, and that's Windows' way of packaging up all the fonts and attachments you've included. To stop this, either use plain text or HTML to send your messages. Please deactivate your ad blocker in order to see our subscription offer.
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Get to your inbox fast Just started up your computer and want to see your inbox right away? Try this. How is the presentation coming along? Hi there, just checking to see if you need any help before the meeting Stop hunting for attachments Recently worked on something? Dont search for it its likely already on the Attach File menu.
Love it or hate it, Microsoft Outlook is still the de facto email client at many offices. It's been a while since we took a look at good old Outlook, so here are some of our favorite tricks well worth revisiting to increase your productivity in this all-in-one email, calendar, tasks, and notes program. The instructions and details in this post are based on Outlook , but they should work with both earlier and later versions of Outlook, except where otherwise noted. The shortcuts below work across the whole program, so you can get more done whether you're reading emails or adding meeting events to your calendar.
The E-Book can be downloaded as a PDF here and is full of useful tips from how to find the Bcc field how to set up an automatic reply for your vacation. Other useful tips include how to turn a message into a meeting and how to add a personal signature to messages. Training is available for all major releases on Windows, Mac, iphone and ipad. Here are some very useful Outlook tutorials from Microsoft:. How to add an email account to Outlook — Learn how to add many different types of email accounts to Outlook, including Office , Gmail, Yahoo, iCloud, and Exchange accounts.
You launch a major project at work, complete a complex task on deadline, or find a solution to an ongoing problem, but none of those accomplishments feel quite as rewarding as that rare moment when your email inbox is empty. Take advantage of these sometimes-overlooked features in Outlook to better organize your emails and start focusing on more important tasks. In Outlook , you can create a structure of folders for organizing emails. Many people use the folder structure for archiving emails, but folders are also a great way to manage incoming emails as tasks and get them out of your inbox view.
Tips & Tricks Applies to Outlook for Windows When Outlook starts, press these keys to create a new email message: Did this eBook help you?