In a previous post, I collected a few Microsoft Outlook tips that can help Outlook users get around hassles. Some of them were surprises for a few readers. In this post, I want to collect a few additional tips for Outlook, mainly focused on using Inbox-related parts of the application that aren’t immediately apparent.
Remember that research shows that the average e-mail user spends one hour and forty-seven minutes on e-mail every day. That’s why spending a few minutes with these tips can save you time.
Eject Serial Spammers. Dealing with spam is a big time sink. Many Outlook users, especially ones who assume the IT department is in charge of fighting junk mail, do nothing at all to curb serial spammers except wearily delete the daily dross that they receive. It’s actually very easy to get rid of spamming pests in Outlook. Just right-click the message title and select Junk Mail and click Add to Blocked Senders List. All messages from that sender will be removed from your Inbox from then on. Hah!
Use One Name for Your Team. Do you spend a lot of your day e-mailing back-and-forth with, say, four team members copied on the messages? If so, definitely set up a team distribution list for e-mails, so you don’t have to type their names in when sending to them. Hit Ctrl-Shift-L to pop up the Distribution List dialog. Type your team name under Name, use the Add New and Select Members buttons to add your team members, then click Save and Close. Easy.
Use Ctrl-Z to Retrace Steps. Outlook responds when you hold down the Ctrl and Z keys concurrently by undoing your last action, and if you hit Ctrl-Z repeatedly, it will serially undo your last several actions. This is useful when you need to do things like take a second look at a message you just sent to your Deleted Items folder.
Use Multiple Calendars. You can create a new calendar by going into Calendar, and clicking File, New, Folder. Pick a name, such as Special Calendar, and click OK. Special Calendar will now be in your Folder list, and you can use it for tasks like printing out a month of blank days for project planning purposes.
Postpone Non-Urgent E-mails. E-mails that don’t require your attention until later can easily be collected in one convenient folder. From the File menu, click on New, and then click Folder. In the Name box, type in Low Priority. In the Folder Contains box, click the type of folder you want. In the Select where to place the folder list, put it near your Inbox. Now, whenever any message arrives that you don’t need to deal with until later, you can just right-click on the message, select Move to Folder and select Low Priority. Make sure and review that folder regularly!
Add Holidays to Your Calendar. Holidays are not displayed by default in Outlook’s Calendar. To add them, click Tools, Options, Calendar Options. Click Add Holidays, and the United States checkbox if you are in the U.S.
Quickly Find All Mail From One Sender. To quickly view all messages you’ve received from a single sender, just right-click on a message from that sender, select Find All, and select Messages from Sender.
Do you have any good Outlook tips?