In this article, we've compiled some of the best Microsoft Outlook time-saving hacks to help you work more efficiently.
1. Make use of Keyboard Shortcut Keys.
Outlook has certain keyboard keys that will help you navigate through the program and ease communication.
Below are the most common ones:
Other useful keyboard shortcuts:
2. Organise your emails into specific folders or Automate Mailbox Rules.
It would be of great help if you will organise your emails into a folder system that is easy to navigate. You can create multiple folders so you can store your emails received from a specific email address. Automating your inbox with Mailbox Rules is also a very helpful tool. A rule is an action that Outlook for Windows runs automatically on incoming and outgoing messages. You choose what triggers the rule as well as the actions the rules takes. For example, you can create a rule to move all messages from your manager to a folder or delete all messages with the subject "Buy Now!".
Follow the steps below on how to do this.
Steps to make a new folder:
- Go to your inbox and right click on it, then choose New Folder.
- Next, right-click on the new folder, select "Apply Rule" and then click on 'Edit Rules"
- You can set to store emails from a specific email address to the new folder that you just created with your preferred conditions from the options.
How to Create a Rule in your Inbox
- Choose Rules > Manage Rules & Alerts from the ribbon or choose the File tab and then choose Manage Rules & Alerts
- In the Rules and Alerts dialog box, on the E-mail Rules tab, choose New Rule.
- In the Rules Wizard, under Step 1: Select a template, pick one of the default templates under Stay Organised , Stay Up to Date, or Start from a blank rule.
3. Create a digital Sticky or "Post-it" Notes for quick reminders.
Outlook has a built-in sticky notes feature. You can press Ctrl+Shift+N from anywhere in the Outlook interface or go to "New Items" and click "Notes" to create a new note, which can be dragged and positioned anywhere on the screen. The nice thing about digital notes is that it won't peel off and get lost.
This is how it will look like. You can drag and position it anywhere on the screen.
To manage your notes, click on the note icon at the bottom of the view pane. From here you can copy, organise, print notes and also search via the field at the top right of the windows, for notes that contain specific text.
4. Use email templates.
You can compose and save a message as a template and you can reuse it whenever you need it in the future. New information can be added to the template before it is sent as an email message. Follow the steps below to make one.
Steps to create an email template:
- First, create a new email with a subject and body.
- Go to the File button at the top left corner.
- Click on Save as a template
- Type the name of your template in the file name box and hit on save.
5. Use Follow up "Flags" to keep track of email responses.
By flagging email messages, you can track responses to messages that you have sent. You can also make sure to follow up on messages that you receive.
- Before you send an email, find the "Follow Up" button in the Message Ribbon.
- Select a default flag for follow up or set a custom date or time and reminder.
6. Schedule a Message for Future Delivery
One of the most useful tricks in Outlook is you can schedule an email for future delivery. To use this tip, create the email as you normally would. Instead of sending it right away, choose the "Send Later" button and choose your preferred date and time.
7. Webinar or Conference Integration
Web Conferencing tools like Teams can be integrated directly into Outlook and can offer video and audio conference calls, screen sharing, display presentations and so much more.
How to Create Teams Meeting:
From your Outlook Calendar, click New Teams Meeting located on the Home ribbon.