While Outlook is undoubtedly a great bit of software, it’s huge number of in-depth menus can make it quite an intimidating place for the average non-tech savvy individual. In this article, we’re going to take a look at some of the top 10 tips to get a bit more out of your e-mail client.
1. Sometimes, when receiving mail you don’t want to reply straight away. You can set a reminder to reply to any message later by right clicking the message you want the reminder for, mouseover on ‘follow up’ and then click ‘add reminder’. In the list where it says ‘due by’, select the time and date when you need to send the message by and click on okay.
2. On some occasions, you might have a number of follow-up flags in your inbox that you may not necessarily all remember. You can add custom notes to the individual flags by clicking on them and then entering the text into the box.
3. Sometimes you want to send a message to multiple people but don’t want all recipient to see the e-mail addresses of the carbon copies (or CC) in the sending information. People often miss the fact that BCC stands for ‘blind carbon copy’ and can be used to hide everybody’s e-mail address apart from the recipients. This is the feature the PR companies use regularly when sending out press releases for example.
4. It can be useful to know when the public and national holidays are coming up and Outlook can add these automatically. Simply click on ‘tools’ followed by ‘options’ followed by ‘calendar options and then select add holidays’.
5. Often is the time you may need to contact specifically the attendees of a pending meeting. You can do this by opening the original request for the meeting, under the ‘actions’ menu you can click on ‘new message to attendees’, saving you adding all of them individually in the precipitant field.
6. People don’t often used the ‘tasks’ features as they can appear time-consuming. However, there is a quick way to use them. For example, you can quickly mark a task as complete by right clicking on that task followed by clicking ‘mark complete’ on the shortcut menu that appears.
7. Likewise, you can also quickly assign a task by right clicking on it followed by clicking assign task on the shortcut menu followed by adding the name in the recipient field.
8. Finally on the subject of tasks, you can remove the names assigned to quickly alter who any given task has been marked down as belonging to by right clicking and selecting on ‘remove name’. Follow the step above to quickly reassign a task and keep on top of your delegation.
9. Time zone adjustment is one great example of customizability in Outlook. If you travel regularly between multiple time zones, you can add a second by clicking on ‘swap time zones’ in the ‘time zone dialogue box’ which can be found in the ‘tools’ menu dialogue box followed by ‘calendar options’.
10. If you find that your inbox is not necessarily your first port of call when opening Outlook in the morning, you can change the folder that Outlook opens in by default. In the ‘tools’ menu, click on ‘options’ followed by ‘other’ tab. Go to the ‘advanced options’ dialogue box and here you can select the folder that you want outward to start up in.
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