Five Top Tips for Making the Most out of Outlook

1. Organize your emails
With Outlook 365, you can store your emails in folders. Lots of users employ this feature to archive their emails, yet very few people tap into its potential to help clear the inbox and prioritize tasks. To use this functionality, simply right-click on “Inbox,” select “New folder” and name it, and create a set of folders covering all your requirements; e.g., “Urgent,” “Non-urgent,” “Information only.” You can then move new emails to the appropriate folder. Review your folders regularly, and you’ll have a tidier inbox and a better-organized schedule!

2. Organize your tasks
When you don’t have to answer an email immediately, you can move it out of your inbox but still be reminded of it. Simply drag the email onto the task list icon in Outlook, set the date by which it needs to be dealt with and a reminder date. You can then put the email in your to-do folder, confident that Outlook will remind you to take action when required.

3. One-Click cleaning
When you’ve been away from your desk, you may find a daunting buildup of emails waiting. With Outlook, you can reduce this without losing any information: simply click on the “Clean Up” button and “Clean Up Folder”. Outlook will automatically delete all emails in a thread except the last, which will, of course, contain all the emails in one place.

4. Don’t keep repeating yourself
You may find you frequently type the same thing in emails. In Outlook, you can save yourself this labor using the Quick Parts functionality. Next time you type a phrase you use regularly, highlight it, click “Insert” then “Quick Parts” and “Save Selection to Quick Part Gallery.” Name your phrase and click “OK”. Next time you need that phrase, click “Insert”, “Quick Parts”, select the phrase, and it will be pasted into your email with minimal effort.

5. Speed up with Quick Steps
If you regularly perform the same task, Quick Steps save you time. Say you have a regular weekly email that you forward to your associate before arranging a meeting regarding the contents. Quick Steps can do this more efficiently: Click on “Create New” in “Quick Steps”, name the Quick Step and select “Forward” as the action. Enter your associate’s email, then add, “Create a task with attachment” and click “Finish.” Every time you receive that email, select that Quick Step and Outlook will open the functionality you need to forward the email and set a due date and reminder for your meeting with the associate.