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Managing your inbox sometimes could be a real struggle. Which is evidently affecting your productivity both at home and in the office. So, what is the best way to organize your emails to stay always tuned and avert all the distractions?
Here are some useful Outlook tips and tricks that will definitely improve your office administration and boost the productivity.
1. Learn keyboard shortcuts to use Outlook effectively.
Like many other email services, Outlook has certain keyboard shortcuts that allow you to navigate through the program and ease your email communication. Here are the most common ones:
- Ctrl+R: reply to email
- Alt+W: forward email or switch to the weekly calendar view
- Shift+Ctrl+M: create a new email
- Ctrl+M: F9 to Send/Receive all
- Alt+S: Send email
- Ctrl+Q: mark selected email as read
- Ctrl+U: mark selected email unread
- Ctrl+F: forward email
- Shift+Ctrl+B: open the Address book
Once you remember these shortcuts, using Outlook will become more straightforward and save you a few minutes of scrolling down through the menu options.
2. Set desktop notifications only for important email.
Notifications about every single email you get, can be super distracting. But at the same time, you don’t want to miss anything serious. It might be a good idea to adjust the Outlook settings to your needs and these are couple of simple steps to make it work:
- Go to File -> Options -> Mail Options
- Create a custom rule to receive notifications on emails from specific contacts.
3. Ignore conversations.
At some point we all have our inboxes jammed with irrelevant conversations. Did you know they can be avoided easily? Select the email, then click Home -> Ignore -> Ignore Conversation. To restore an ignored email, go to the Deleted Items folder, then choose Ignore > Stop Ignoring Conversation.
4. Set up Outlook rules.
One of the best ways to organize emails in Outlook is by using rules. Designing them will help you to automate most of the manual actions to save a significant amount of time. Outlook rules are created with Rules Wizard, that has some handy templates and allows you to craft your own.
For instance, you could sort out your emails to a particular assigned folder.
If you want to keep your business team updated, you can set the rule to automatically forward them the emails you want.
5. Clean up your inbox in one click.
There is one simple but very practical function that instantly shorten the number of unnecessary emails. The clean-up button removes all the individual messages allowing you to read a clean original conversation. To clean up your inbox in a single moment, click on the “Clean Up” and select “Clean Up Folder”. Confirm the action in the pop-up window.
Such option is refined and completely safe, so you don’t have to worry about losing an important email.
6. Use quick parts to add frequent answer
Don’t type the same answer twice. Save your time and energy by generating “Quick Parts” to retain the text you use over and over again. Type the fragment you wish to add to the email, highlight it and within the Insert menu go to “Quick Parts” and select "Save Selection to Quick Part Gallery."
When it’s done, you need only couple of clicks to add that specific text to any of your emails.
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8. Tag mentioned people
To ease the communication and approach a specific person in a thread, use the @Mention function. Simply add the ‘@’ symbol combined with the first and the last name of a person and he/she will be notified about it.
9. Schedule an email for later
Whenever you need to send an email on a special occasion or simply prevent forgetting an important follow-up; Outlook helps you to schedule an email to send on a specific date and time. Click the Options tab, select the “Delay Delivery” option and set the task that suits you the most. This Outlook productivity tool will save your time and free your mind for the more important tasks.
It is crucial to know how to use Outlook efficiently to enhance the general productivity of the users. Outlook email management tips are aimed at making your office administration easier and more convenient. If Outlook is already your email client or you’re just starting to use it; you definitely have a chance to make it your favorite one.