Microsoft Outlook is the most used Email Service in the Business World. If you have thousands of unread emails in your inbox, or cannot find old emails when needed, you might need to organize your Inbox! Here are some tips to help make using Microsoft Outlook an enjoyable experience for you!
1. Quick Parts
Do you always type some of the same verbiage in some of your emails? Cut off the time spent of typing all of it up by using Quick Parts! While drafting an email, go to the Insert Tab > Text Section > Quick Parts. In the drop down, you have the option to insert an already saved text, or you can save text to use. To save the text, highlight the chunk you wanted saved and click Quick Parts > Save Selection. You can save the formatting that you have, and how you want the text to be pasted in the future.
2. Folder Organization
Your email will always have a couple standard places you commonly use – Inbox, Outbox, Drafts, and Sent Items. You can expand that list and organize it by creating more folders! On your Home Page, go the Folder Tab and click New Folder. You can create a folder that will help you organize your emails so you can reference them faster. For example, try using a To-Do folder do you have short list of emails that require a task to be done, or an Important folder to hold emails you need to reference back to. After you have these folders, you can create rules for incoming emails to be filed away, but we’ll get to that later.
3. Clean Up
Many times, we get emails that are duplicates or redundant and can clog up your inbox. While in your inbox or in a folder, you have the option to use Clean Up. There are two ways to access this function. On the Home Tab > Delete Section > Clean Up, you can find the option to clean up the current email thread you are in. If you go to the Folder Tab > Clean Up Section, you can find multiple ways to help manage your inbox with a click of a button!
4. Email Rules
Did you know you could set up incoming email to be placed right into the folder you want it to go to? While viewing an email, in the Home tab, find the Move section and click Rules. Click Create Rule and then go through the prompts to complete the rule. You can have the rule set by the sender, or by the subject line. To manage your existing rules, click the same Rules drop down and click Manage Rules and Alerts.
5. Keyboard Shortcuts
Instead of clicking through endless menus to find what you need, use Keyboard Shortcuts to complete tasks quicker in Outlook! Here are some of the most commonly used shortcuts:
New Message: Ctrl + Shift + M
Send: Alt + S
Search: Ctrl + E
New Task: Ctrl + Shift + K
Additionally, pressing Alt + H while on the home page will give you a little guide of different shortcuts you can select:
Using these tools and tricks can make your Outlook inbox more manageable and efficient. Have fun cleaning up those inboxes!