Practical and straightforward to implement, the advice in this article will allow you to get the most out of your Microsoft Outlook email account. More information may be found in the following paragraphs.
There are many people who prefer to communicate through email. In the office, the ability to multitask may be a useful professional talent, in addition, it might be time and energy-consuming. There are several ways in which you may save even a little bit of time each day by not checking your email.
If your company uses Microsoft Outlook, developing excellent Outlook skills will be essential to your professional development since these abilities will allow you to easily organize meetings with your colleagues and send emails. In your new employment, you will be able to impress your colleagues and boss since you have these traits.
Use the tools at your disposal to increase your workplace productivity:
- Respond promptly to every message.
- Clicking the “unsubscribe” button in an email is all it takes.
- Sort your email inbox in seconds.
- Save typical emails as templates.
- Sending emails later may be scheduled.
- Use your Outlook calendar professionally.
Optimize the way you handle emails
When dealing with an overflowing Outlook inbox, the most efficient method is to organize it. Outlook allows you to categorize your emails into folders, making it easier for you to find what you’re looking for. You’ll be more likely to deal with incoming mail if you have a system in place that makes it easy to sort through unread messages as you go about your day.
If you want to deal with certain emails differently than others, you may separate your email into categories. There are other methods to organize messages, including “most important,” “to-do-later,” “external mail,” or “invitations to meetings.” When you get an email, Outlook will automatically sort it into the appropriate folder for the kind of message it is. Once the “meeting invitations” folder has been created, you may create a rule to move each invitation into that specific location on your computer. Make careful to sync Mail from the folders you make on your mobile device so you don’t miss a message.
Simply double-click on the email you wish to retrieve in your Sent folder. Then choose “Actions” and then “Recall This Message.” A recall box will appear, enabling you to delete or update unread emails. Your recipient’s message recall success or failure may be reported.
The main disadvantage is that you can’t recall an email after it’s been opened. Then choose “Actions” and then “Recall This Message.” A recall box will appear, enabling you to delete or update unread emails. Your recipient’s message recall success or failure may be reported. If you forget to include anything or make a mistake after sending, you may still halt it or amend it. In Outlook, choose “Manage Rules and Alerts” from the file menu. Start with a “Blank Rule” in “New Rule”. Leave outgoing message conditions. Step 1: Select “Delay delivery by several minutes” and input the number of minutes for each message.
With a simple click, you can clean your inbox in seconds
An automatic restricted access message will gently inform them that you won’t be responding quickly and may delegate important duties to a colleague. This saves time scanning and going through unread messages by allowing you to examine a single, clean email thread rather than numerous emails from a chain. Initially intimidating, this application will not erase any message that is not repeated in a thread. Every communication is also saved in the “Deleted Items” folder.
Create email templates
For emails that you send or make often, Outlook may construct email templates for you. Using Outlook’s “Quick Parts” tool may save you time typing or copying and pasting text. Next time you type anything you’ll likely repeat, highlight it and select the “Insert” tab. Select “Save Selection to Quick Part Gallery” under “Insert.” Give the text a meaningful name, then click “Ok.”
Now the template is saved, click the “Enter” tab, then “Quick Parts” and choose the text you want to enter. It’ll appear in the body of your draft email. If necessary, you may also rewrite the message.
Prepare emails for future use
Outlook’s “Future Delivery” function lets you schedule email delivery. Before sending the email, select “Options” and then “Delay Delivery.” The “Properties” dialog box will then display. Check the box next to “Do not deliver before” under “Delivery Options” to enable this function. You may then pick the day and time you want the email sent. Close the box and send the email as normal. Notify me of updates to “Do not deliver before” dates and times.
Make the most out of your Outlook Calendar
Using the Outlook calendar eliminates the need to launch a separate program to check your availability or add anything to your schedule. You’ll be better organized in no time if you master your Outlook calendar. The calendar is set to “Month view” by default. The current date should be marked on a calendar month screen. From here, you should be able to choose different months. Instead of month, you may also configure the calendar to:
- The day setting displays one day’s activities.
- The workweek setting shows Monday through Friday.
- The Schedule View displays each day’s appointments as bars, making it easy to see overlaps and possible conflicts.