Outlook Tips and Tricks

Using Rules on Outlook.com by Kelly Lynn

  If you use Outlook.com for your email, you should consider trying its rules to customize the way the service manages your emails. How do rules work on Outlook? In Outlook, rules are a way to set preferences for the ways in which your email is handled. You get to specify how the program is to act under specific circumstances. Rules on Outlook can be set in two areas: You can organize your emails : Several Outlook rules allow you automatically categorize and file emails in different folders based on a number of parameters tat you set -- the name of the sender, the presence of a keyword and so on. Notifications : Whatever emails you receive, you can get Outlook to send notifications to your mobile device based on … Continue reading

Sending Bulk Email in Outlook by Kelly Lynn

  Not everyone who sends out thousands of emails each day is a spammer. Legitimate reasons to be a bulk emailer include newsletter writing, sending due reminders to customers or sending service notifications. While many bulk emailing services do offer simple and affordable solutions for these needs, nothing is as cheap or as accessible as the tool that's already on your computer -- Outlook. Outlook 2013 makes use of the Mail Merge function in Word to allow the creation of bulk emails Here's how you use it. Make a contact list To open the contact list in Outlook, hit the P eople icon (it depicts two individuals) on the navigation panel at the bottom left corner of the window. You should click to select each contact that you wish to … Continue reading

Five Outlook Tips for Better Productivity and Workflow by Kelly Lynn

  If Outlook in Microsoft Office is your primary email tool, every tip or trick that you learn will help you become more productive. Try the five tips on this list. Be ready with canned passages with Quick Parts If you often use set passages of text in your emails, Outlook comes with a feature called Quick Parts that gives you a way to save them for repeated use. To save a passage of text, highlight it, go to the Insert tab on the Ribbon and look on the drop-down menu for Quick Parts . Pick Save selection to Quick Parts gallery . The next time you need to use that passage, you'll see the full canned passage pop up when you type the first few words of the passage … Continue reading

Reading Emails in Plain Text by Kelly Lynn

  By default, most email clients will deliver your emails in HTML mode. Of course, there are times when you may want to read your missives in plain text. Whether it’s because you’re concerned about security or you simply want to see how your letter reads in a plain text version, here’s how to read your emails in plain text in different email clients. (Please note, Yahoo Mail no longer comes with the option to view your mail in plain text.) Thunderbird Thunderbird is probably one of the easiest email clients when it comes to converting your messages to plain text. All you need to do is go to View and then Message Body As from the Menu bar. From there, select Plain Text, and your emails will all appear … Continue reading

Mastering Email Using Quick Steps in Outlook by Kelly Lynn

  Making use of Quick Steps in Outlook is a great way for users to automate actions that are common to particular types of messages. Learning to use them effectively can greatly improve your ability to manage your email efficiently and effectively, reducing often complex series of actions to a single mouse click or keyboard shortcut. As an example, many email messages come with a request that the recipient take some form of action, necessitating the creation of a task. If handled individually, the user must first perform actions like assigning a category, flagging the message as a task so that it is listed in the user’s task list, and then moving it to a folder. Creating a Quick Step to perform all of those functions allow them to be … Continue reading

Create @ACTION Folders in Outlook for Getting Things Done by Kelly Lynn

  Managing email effectively and efficiently is becoming an increasingly more important skill in today’s workplace, and finding a good time management system, such as the extremely popular Getting Things Done® by David Allen, can be a matter of survival. The sheer volume of messages received on a daily basis can be overwhelming, and it is not uncommon to find users with hundreds and even thousands of messages cluttering up their Inboxes. With all that clutter, it is usually just a matter of time before important messages are lost or forgotten until it is too late to act. Many otherwise effective professionals and knowledge workers can find their work — and their careers — hopelessly bogged down by the demands for their time and for their attention that are delivered … Continue reading

5 Tips to Better Search, Store and Sort Your Outlook Email by Kelly Lynn

  Tracing its origins back to the Morse code messages of the 1800’s, today’s email has become an invaluable productivity tool for both business and personal use. Unfortunately, this reliance on electronic mail can often lead to overly cluttered inboxes that actually end up impeding efficiency instead. Luckily, for those using Microsoft Outlook for their email needs, there are some simple tips and tricks to incorporate into your email routine that can actually help you sort and organize your mail in meaningful, easy-to-use ways. Sort Messages by Conversation One of the best features to come with Outlook 2010 is the ability to arrange messages by conversation. When you use this feature, messages that share the same subject appear as a Conversation, which can then be viewed, expanded and collapsed by … Continue reading

Tips for Making the Most of Your Outlook Mail by Kelly Lynn

  Part of the Microsoft Office suite, Outlook is a personal information manager. With an integrated task manager, calendar, contact manager, note taker, journal and web browser, Outlook is a versatile office tool, but it’s probably most well known (and most often used) for email. But are you getting the most out of your Outlook email? Here are some tips and tricks for being as productive as possible with Outlook: Set a reminder to reply to a message To remind yourself to reply to a specific message by a specific day, simply right click the message you want to reply to. From there, click on Follow Up, and then Add Reminder. A Due By list will come up. Here, you can pick the deadline date you have to reply to … Continue reading