Using Outlook

8/7/2019 Using Outlook

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Using Outlook to increase your

productivity


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Kris Top Ten List of Outlook Tips

1 Use the power of the wheel - change font size of messages

2 Remind myself to reply to an Email

3 Quickly find related messages

4 Use Quick Parts for content reuse5 Procrastinate in a good way Defer sending Email

6 Use proper etiquette

7 Foil the reply-all nazis

8 Automatically create things from Email

9 Use Rules to carve up the fire hose

10 Use custom views to highlight certain types of messages


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Increase font size of messages

Open the message you

would like to read. Hold

down Ctrl button and

scroll the wheel on yourmouse up.

Alternatively, you can

increase font size under

Other Actions->Zoom.Who doesnt love to use the

mouse wheel?


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Remind myself to reply to an Email

Right-click the

important message,

select Follow Up, and

click Add Reminder.You can select the

follow up day or select a

custom reminder.


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Quickly Find Related Messages

Open a message and click the Related button

in the Find box.


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Use Quick Parts for content reuse

Highlight a section of your Email and click on the

Insert toolbar and Quickparts button. Select Save

Selection to Quick Part Gallery

To reuse simply select the section you want to reuse.


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Defer Email sending

Individual Emails or all Emails

Give you time to think/rethink

Control delivery time Use a rule to delay all Email by X minutes


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Use proper Email etiquette

Use subject line designators AR: Action Required

FYI-REF: FYI for your reference

FYI-DEL: FYI can be deleted NH: Need Help

: End of Message

Use the To line ONLYwhen assigning action

items to recipients Use CC line if no action required (equivalent to

FYI-REF)

Enable Outlook to always check spelling beforeyou send


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Foil the reply-all nazis

Create a No Reply All template on your computer

Click Tool, Forms and Design Form and open the messageform in the standard forms library.

Click on the action tab and double click the Reply All row to

edit it and uncheck enabled. Save and publish the form.

Hit the new dropdown and select form and find your form.


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Automatically create things from Email

Contacts Appointments Notes - requires OneNote

Drag and drop

messages to your

calendar on the To

Do bar. Hold the

Control key to create

a new copy.


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Use Rules to carve up the fire hose

Create subfolders and filter messagesautomatically based on rules youdefine

Example rules:

Move messages from X to a subfolder. Xbeing a person, a distribution group, etc.

Move messages about a certain subject toa subfolder

Move all CC messages to a subfolder

If everything sits in your inbox you are

not leveraging technology to help you.


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Documents

Using Outlook