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05/25/2018

5 Tips to get the most out of Microsoft Outlook

1 - Use Sticky Notes in Outlook
If you have a collage of many coloured post it notes around your screen to remind you of important dates, numbers etc., then this one’s for you.

As it turns out: Outlook includes a built-in sticky notes feature. Press Ctrl+Shift+N from anywhere in the Outlook interface to create a new note, which can be dragged and positioned anywhere on screen. By default, notes appear in pale yellow, but if you want to get creative with colour, you can assign them to categories, which causes them to switch colour.

What’s more: Click on the Note icon at the bottom of the View pane to manage your notes. From here you can copy, organise and print notes, and also search, via the field at the top-right of the window, for notes containing specific text.

2 - Remove emails not addressed to you from your Inbox
You probably also get cc’d into an email chain that continues for some time. As a result your inbox gets weighed down by the mass of messages. One of the best tips is to use a special “Inbox – CC” folder to gather all the emails that aren’t sent directly to you; that way, the inbox is focused on only the most important emails.

To set this up, go to Rules > Create Rule…. Then click the “Advanced Options” button. In the Rules Wizard, select “where my name is not in the To box” and then in the next screen, “move it to the specified folder.”

3 - Add additional time zones to Outlook Calendar
If you work with international clients or colleagues, this trick is invaluable. You can add a second time zone to your Outlook calendar, so you can easily schedule calls or video conferences and ensure your there at the right time.

This detailed post from How-To Geek details how you can do this.
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4 - Learn Outlook’s keyboard shortcuts 
Like Microsoft Word, Excel, and other Office apps, Outlook has unique keyboard shortcuts so you don’t have to waste time moving your mouse around or drilling down through menus. Learn the ones you use most and you’ll speed through your Outlook tasks. MakeUseOf has a handy Outlook keyboard shortcuts cheat sheet you can download or print out. Among the most useful:
Ctrl+R: reply to email
Alt+R: reply to all in email or switch to the work week calendar view
Alt+W: forward email or switch to the weekly calendar view
Ctrl+M: F9 to Send/Receive all
Alt+S: Send email
Ctrl+G: open the “Go to date” dialog to jump to any date in the calendar
You can also switch between mail, calendar, contacts, and other items in the navigation pane by hitting Ctrl + [the place number of the item], e.g.:
 

5 - Take advantage of Outlook’s Quick Steps
For those unfamiliar, Quick Steps is the killer feature Microsoft introduced with Outlook 2010. They’re shortcuts to any multi-step action you can think of, such as moving emails to a specific folder and marking them as read or forwarding an email to your team and flagging it at the same time. It makes short work of repetitive tasks, and you can create your own Quick Step actions.
See this Microsoft Article for more info.
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Willie Strydom - 04:49:24 @ IT Support, Microsoft Office, How-To | 2 comments