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Top 8 Time-Saving Tips & Tricks for Microsoft Outlook
Are you struggling to manage your email on Microsoft Outlook? Discover the top 8 time-saving tips to improve your productivity when working with your Outlook email.
Watch our latest video to learn more on the top Microsoft Outlook time-saving tips:
What Are the Top Tips You can use to Speed up your work in Microsoft Outlook?
Rules: These are guidelines that use personalized actions and criteria to process your messages automatically. Because they allow you to manage many of the actions you perform manually easily, Rules allow you to convert Outlook into your personal assistant. For instance, rules can delete or forward a message, assign a category, move a message into a folder, and much more. To create a rule, navigate to a message, right-click, choose Rules, followed by Create Rule, and finalize the details.
Favorite Folders: Do you have an Outlook folder with emails that you’d like to take a second look at? In that case, then it probably takes you double clicks to get there. Outlook allows you to use favorites to move to your desired folder as quickly as possible. To add a folder to favorites, simply drag and drop it or right-click on it and select Add to Favorites. Favorite folders show up above your navigation.
Convert Emails to Tasks: Do you still use your inbox as a to-do list? With Microsoft Outlook, you can now turn your emails into items on your to-do list. Simply hover above the message, and right-click on the red flag on the right side to set a reminder. This generates to-do items that will also remind you to follow up. Or you could just drag-and-drop the email into your tasks.
Convert email to an Appointment: Microsoft Outlook enables you to turn email content into meetings or appointments. To do this, hover above the message, right-click, drag-and-drop it in your calendar in your navigation. To turn an appointment into a meeting, simply invite attendees.
Read Aloud: This Outlook feature enables you to listen to the email content while following the text. It’s called Read Aloud in Outlook desktop and the Immersive Reader in the web application. To switch it on, move to File, select Options, then Ease of Access, and click on Show Read Aloud. Once you’ve enabled it, open an email and click Read Aloud on the message tab to use this feature.
Dictation: With this feature, you can create content with speech to text. However, this Outlook feature is only accessible to users with the desktop app. To insert punctuation when drafting a new email or reply, say it explicitly and make any necessary corrections using your keyboard.
Delay Delivery: How often do you work in the evenings or even during weekends? To avoid bothering your co-workers after work hours, Outlook allows you to remove items from your to-do list by creating an email with delayed delivery. To do this, you need to draft a new message or reply to an existing email, go to Options, then More Options, and choose Delay Delivery. Set the Do Not Deliver Before date and time on the window that appears.
Quick Steps: These enable you to use a single click to apply several actions to a message. There are multiple default quick steps on Outlook, such as creating a team message or moving to a folder. Quick steps differ from rules in that they aren’t always on, meaning you decide when to use them. Additionally, you can create and delete your own as you wish. You can find quicksteps on the Ribbon or the home tab.
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