TOP 10 Outlook Tips Professional

1. Add sports schedule or TV shows to your Outlook calendar: Did you know that you can add your favorite sports team’s schedule or TV shows to your Outlook calendar? Simply go to office.com, sign in, select Outlook, and open your calendar. Then click on “Add Calendar” and select NBA or TV. You can add the schedule of your favorite team or show by using the filter to find them. This way, you can stay on top of your favorite events and never miss a game or show again.”

The article explains a useful feature for Outlook users, which is the ability to add sports schedules or TV shows to their calendar. The article starts by introducing the idea that many people miss their favorite games or TV shows due to forgetfulness or lack of organization. It then goes on to provide a solution to this problem by explaining how users can add their favorite team’s schedules or TV shows to their Outlook calendar.

The first step is to go to office.com and sign in to access the Outlook calendar. Once signed in, users can click on “Add Calendar” and select either NBA or TV. This will bring up a filter that allows users to search for their favorite team or show. Once the desired team or show is found, users can add the schedule to their calendar by clicking on the “Add” button.

By adding sports schedules or TV shows to their Outlook calendar, users can stay organized and ensure that they never miss an important game or show again. This feature is particularly useful for people who have busy schedules or who are prone to forgetfulness.

Overall, the article provides a clear and concise explanation of how to add sports schedules or TV shows to an Outlook calendar. It highlights the benefits of using this feature and provides step-by-step instructions for users to follow. By following these instructions, users can easily stay on top of their favorite events and never miss a game or show again.

Click here>>>More Tips and Tricks<<<

2.  Color code your calendar: You can make your Outlook calendar more visually appealing and easier to read by using conditional formatting to color code your appointments and meetings. For example, you can turn all meetings with your boss red or show meetings in a different location in yellow. To do this, go to the “View” tab, select “View Settings,” then click on “Conditional Formatting” and add a new rule.”

The article explains a useful feature for Outlook users, which is the ability to color code their calendar appointments and meetings using conditional formatting. By doing this, users can make their calendar more visually appealing and easier to read.

The article starts by introducing the idea that many people have busy schedules and find it challenging to keep track of their appointments and meetings. It then goes on to provide a solution to this problem by explaining how users can color code their calendar using conditional formatting.

To use this feature, users need to go to the “View” tab in Outlook and select “View Settings.” From there, they can click on “Conditional Formatting” and add a new rule. They can then choose the conditions under which they want to apply the formatting, such as the category of the appointment or the location of the meeting. Finally, they can choose the color they want to use for that specific condition.

By color coding their calendar, users can easily identify appointments and meetings at a glance. For example, they can turn all meetings with their boss red or show meetings in a different location in yellow. This can help users prioritize their time and plan their day more efficiently.

Overall, the article provides a clear and concise explanation of how to color code a calendar using conditional formatting in Outlook. It highlights the benefits of using this feature and provides step-by-step instructions for users to follow. By following these instructions, users can easily make their calendar more visually appealing and easier to read, helping them stay organized and on top of their schedule.

Click here>>>More Tips and Tricks<<<

3.  Email your calendar: Instead of emailing back and forth to find a time that works for a meeting, you can simply email your calendar to the other person. To do this, create a new email, click on “Insert,” and select “Calendar.” You can select the date range and amount of details you want to share.

The article introduces a useful feature for Outlook users, which is the ability to email their calendar to others instead of engaging in lengthy back-and-forth emails to schedule a meeting. The article explains that users can simply email their calendar to the other person to find a time that works for both parties.

To use this feature, users need to create a new email in Outlook, click on “Insert,” and select “Calendar.” From there, they can select the date range they want to share and choose how much detail they want to provide, such as showing the meeting subject, location, and attendee list. Users can also choose to show their calendar as a daily, weekly, or monthly view.

By sharing their calendar through email, users can save time and avoid the hassle of scheduling a meeting through a series of back-and-forth emails. This feature can also help to ensure that both parties are aware of the meeting details and have them scheduled in their own calendar.

The article emphasizes the convenience and efficiency of this feature, highlighting that it can be particularly useful for those with busy schedules or who frequently schedule meetings with multiple attendees. Additionally, the article notes that this feature can be customized to suit individual preferences and needs, such as sharing only specific time slots or showing more detailed information.

Overall, the article provides a clear and concise explanation of how to email a calendar in Outlook. It highlights the benefits of using this feature and provides step-by-step instructions for users to follow. By following these instructions, users can easily save time and streamline their meeting scheduling process.

Click here>>>More Tips and Tricks<<<

4. Show the total number of items in an Outlook folder: By default, Outlook shows the number of unread items in a folder, but you can change it to show the total number of items instead. Simply right-click on the folder, select “Properties,” and choose “Show total number of items.”

The article explains a quick and easy way to change the default setting in Outlook that shows the number of unread items in a folder to the total number of items in the folder. The article highlights that this can be a useful feature for users who want to keep track of the total number of items in their folders, rather than just the number of unread items.

To change this setting in Outlook, users need to right-click on the folder they want to change, select “Properties,” and choose “Show total number of items.” This will change the default setting in the folder to show the total number of items instead of just the number of unread items.

The article emphasizes the simplicity of this feature, noting that it only takes a few seconds to make the change. Additionally, the article highlights the usefulness of this feature for users who have a large number of items in their folders and want to keep track of the total number.

Overall, the article provides a clear and concise explanation of how to change the default setting in Outlook to show the total number of items in a folder. It highlights the benefits of using this feature and provides step-by-step instructions for users to follow. By following these instructions, users can easily keep track of the total number of items in their Outlook folders and improve their organization and productivity.

Click here>>>More Tips and Tricks<<<

5.  Add quick action buttons: You can add quick action buttons to your emails to help you manage them more efficiently. For example, you can add an “Archive” button to quickly move an email to a designated folder. To do this, go to the “Follow Up” tab and select “Set Quick Actions.”

The article explains how to add quick action buttons to emails in Outlook to help users manage their emails more efficiently. Quick action buttons are customizable buttons that can be added to the toolbar of an email to allow for quick and easy access to common email tasks.

To add a quick action button, users can go to the “Follow Up” tab in Outlook and select “Set Quick Actions.” From there, they can choose which action they want to add as a button, such as “Archive,” “Reply,” “Forward,” or “Flag.” They can also customize the text of the button and choose where to place it on the toolbar.

The article emphasizes the usefulness of this feature for users who want to streamline their email management process and save time. By adding quick action buttons, users can perform common email tasks with just one click, rather than having to navigate through multiple menus and options.

The article also notes that this feature is customizable to suit individual preferences and needs. Users can choose which actions to add as buttons and can rearrange the buttons on the toolbar to prioritize the most frequently used actions.

Overall, the article provides a clear and concise explanation of how to add quick action buttons to emails in Outlook. It highlights the benefits of using this feature and provides step-by-step instructions for users to follow. By following these instructions, users can easily customize their Outlook toolbar to include quick action buttons that will help them manage their emails more efficiently.

Click here>>>More Tips and Tricks<<<

6.  Use keyboard shortcuts: Using keyboard shortcuts can save you a lot of time when navigating Outlook. For example, you can press “Ctrl + 1” to go to your email, “Ctrl + 2” to go to your calendar, and “Ctrl + Shift + M” to create a new email.

The article explains how to use keyboard shortcuts to navigate Outlook more efficiently. Keyboard shortcuts are combinations of keys that perform a specific action in Outlook, such as opening a folder, creating a new email, or forwarding a message.

To use keyboard shortcuts in Outlook, users can press a combination of keys to perform a specific action. For example, “Ctrl + 1” takes users to their email, “Ctrl + 2” takes users to their calendar, and “Ctrl + Shift + M” creates a new email.

The article highlights the benefits of using keyboard shortcuts, including increased speed and efficiency when navigating Outlook. By using keyboard shortcuts, users can save time and avoid having to navigate through menus and options to perform common tasks.

The article also provides a list of some of the most commonly used keyboard shortcuts in Outlook, including shortcuts for creating new emails, replying to emails, and navigating through folders.

Overall, the article provides a clear and concise explanation of how to use keyboard shortcuts in Outlook. It highlights the benefits of using this feature and provides a list of commonly used shortcuts for users to reference. By using keyboard shortcuts, users can navigate Outlook more efficiently and save time.

Click here>>>More Tips and Tricks<<<

7.  Schedule emails to send later: If you want to write an email but send it later, you can schedule it to be sent at a specific time and date. To do this, compose your email, click on the “Options” tab, and select “Delay Delivery.”

In today’s digital world, email has become an essential part of our personal and professional communication. With the constant stream of emails that flood our inbox, it can be challenging to keep up with them and ensure timely responses. One way to manage this is by using the option to schedule emails to send later.  If you find yourself writing an email outside of regular working hours or when the recipient might be unavailable, you can compose the message and schedule it to send at a more appropriate time. This feature can be especially useful for busy professionals who want to ensure their emails are seen and responded to promptly, without interrupting the recipient’s schedule or working hours.

To schedule an email to be sent later, you can follow these simple steps:

Compose your email as you normally would, including the recipient, subject, and message.

Click on the “Options” tab at the top of the email composition window.

Select “Delay Delivery” from the drop-down menu.

Choose the date and time when you want the email to be sent.

Click “Close” to save the changes.

That’s it! Your email is now scheduled to be sent at the designated time and date. You can rest assured that your message will be delivered at a more suitable time, increasing the chances of it being seen and responded to promptly.

In addition to scheduling emails to send later, this feature also allows you to write emails in advance and schedule them to be sent at a later time. This can be particularly useful if you know you will be busy or unavailable in the future and want to ensure that important messages are still sent and responded to.

In conclusion, scheduling emails to send later is a convenient feature that can help you manage your email communication more effectively. By following the simple steps outlined above, you can ensure that your messages are delivered at the right time, increasing the chances of them being seen and responded to promptly.

Click here>>>More Tips and Tricks<<<

8.  Use Quick Steps: Quick Steps are like macros that allow you to perform multiple actions with a single click. For example, you can create a Quick Step to move an email to a specific folder and mark it as read. To create a Quick Step, go to the “Home” tab and select “Quick Steps.”

Quick Steps are an excellent productivity tool that can save you a lot of time and effort while managing your emails. Quick Steps are essentially automated actions that you can perform with a single click or keystroke. These actions can range from something as simple as marking an email as read to more complex actions, like forwarding an email to a specific person or moving it to a particular folder.

If you’re using Microsoft Outlook as your email client, you’ll find Quick Steps under the “Home” tab. Clicking on the Quick Steps option will give you a list of pre-configured Quick Steps, such as “Move to folder” or “Reply & Delete.” You can also create custom Quick Steps by clicking on the “Create New” option.

Creating a Quick Step is a simple process that involves selecting the action you want to perform, adding any necessary parameters, and giving the Quick Step a name. Once you’ve created a Quick Step, it will be available in the Quick Steps gallery, where you can access it with a single click.

Using Quick Steps can help you manage your emails more efficiently and reduce the time you spend on repetitive tasks. For example, if you receive a lot of emails that need to be moved to specific folders, you can create a Quick Step that does this automatically. Similarly, if you often need to forward emails to a particular person or group, you can create a Quick Step that does this with a single click.

Overall, Quick Steps are an excellent tool for anyone who wants to save time and effort while managing their emails. By automating repetitive tasks and streamlining your workflow, you can focus on more important tasks and be more productive throughout the day. So, next time you’re working with Microsoft Outlook, take advantage of Quick Steps and see how they can improve your email management experience.

Click here>>>More Tips and Tricks<<<

9. Use the Focused Inbox: The Focused Inbox automatically sorts your emails into two tabs: “Focused” and “Other.” The “Focused” tab shows you the most important emails, while the “Other” tab shows you everything else. You can customize the Focused Inbox to suit your preferences by going to the “View” tab and selecting “Show Focused Inbox.”

In today’s fast-paced world, email has become an integral part of our daily lives. It is a primary means of communication in both personal and professional settings. However, as email traffic continues to increase, it can be overwhelming to manage the large volume of messages we receive. Fortunately, email providers such as Outlook and Gmail have introduced features that can help us stay organized and focused. One such feature is the Focused Inbox.

The Focused Inbox is a feature offered by Microsoft Outlook that automatically sorts your emails into two tabs: “Focused” and “Other.” The “Focused” tab shows you the most important emails, while the “Other” tab shows you everything else. The algorithm that sorts the emails uses machine learning to analyze your past behavior and prioritize the messages that are most likely to be important to you.

By default, the Focused Inbox is turned on for all Outlook users. However, if you prefer to see all your emails in one place, you can turn it off. To do this, simply go to the “View” tab in the Outlook menu, and uncheck the “Show Focused Inbox” option.

If you decide to keep the Focused Inbox, you can customize it to suit your preferences. For example, if an important email ends up in the “Other” tab, you can right-click on the email and select “Move to Focused Inbox.” Conversely, if an unimportant email appears in the “Focused” tab, you can right-click on it and select “Move to Other.”

The Focused Inbox also allows you to set up rules for specific senders or domains. For example, if you frequently receive important emails from a particular sender, you can set up a rule that automatically sends their messages to the “Focused” tab. Conversely, if you receive a lot of promotional emails from a certain domain, you can set up a rule that sends those messages to the “Other” tab.

In summary, the Focused Inbox is a helpful feature for managing your email inbox. It allows you to prioritize your most important messages while still keeping everything organized. By customizing the Focused Inbox to suit your preferences, you can save time and stay focused on the emails that matter most.

Click here>>>More Tips and Tricks<<<

10. Create a search folder: If you frequently search for specific types of emails, you can create a search folder to make the process faster and easier. Simply go to the “Folder” tab, select “New Search Folder,” and choose the criteria you want to search for.

In today’s digital age, email has become an essential mode of communication. However, with the constant influx of messages, it can be challenging to keep track of important emails. Fortunately, email providers such as Microsoft Outlook offer several features to help you stay organized and efficient. One such feature is the ability to create a search folder.

If you frequently search for specific types of emails, creating a search folder can make the process faster and easier. A search folder is a virtual folder that displays all the messages that meet specific criteria. For example, you can create a search folder that shows all emails from a specific sender, all emails with a certain keyword in the subject line, or all emails received within a specific date range.

To create a search folder in Microsoft Outlook, start by selecting the “Folder” tab in the ribbon at the top of the screen. From there, click on “New Search Folder.” This will open a dialog box that allows you to choose the criteria for your search folder.

There are several pre-defined search folders you can choose from, such as “Unread Mail,” “Flagged Items,” and “Large Mail.” If none of these fit your needs, you can also create a custom search folder. To do this, select “Create a custom Search Folder,” and then click on “Choose” to select the criteria for your search.

Once you’ve selected your search criteria, click on “OK” to create the search folder. The search folder will now appear in your mailbox, along with your other folders. When you click on the search folder, it will display all the messages that meet the criteria you specified.

You can further customize your search folder by right-clicking on it and selecting “Customize this search folder.” This will allow you to add or remove search criteria, change the display name, and more.

Creating a search folder in Outlook can save you time and help you stay organized. Instead of manually searching for specific types of emails, you can simply open your search folder and find everything you need in one place. Whether you’re looking for emails from a specific sender, emails with certain keywords, or emails received within a particular time frame, creating a search folder can make the process faster and more efficient.

Click here>>>More Tips and Tricks<<<