7 Issues You Did not Know You Might Do in Outlook


Chances are high you’ve probably used Microsoft Outlook a technique or one other for sending an e mail or scheduling a gathering. However whereas these are the most typical duties you could get achieved in Outlook, there are some tips you could leverage to enhance your expertise.

Recalling an e mail is one which we’ve coated earlier than, however there may be additionally color-coding emails or setting completely different time zones. We’ve spent a while digging by the menus for you, and take a look in any respect that, and a few extra.

With out additional ado, listed here are 7 belongings you didn’t know you would do in Outlook on the desktop, and Outlook on the internet.

Set two time zones

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We’ll begin first with time zones, as a result of time is all the pieces! This primary factor is beneficial in case you’re based mostly in a distinct location out of your job — say you’re in New York, and your job relies in Portland, Oregon. To assist hold your emails on the identical web page, and keep away from being late to conferences, you may set a number of time zones within the Outlook desktop app.

This is among the best issues you may configure in Outlook. All it is advisable to do is head into your Calendar potion of the Outlook desktop app, then go to the File menu. From there, click on Choices after which click on on Calendar. You’ll then wish to search for the Time Zones choice. It is best to see a test field for Present a Second Time zone. Click on the test field, after which select your required second or third Time Zone. You’ll now see this throughout Outlook.

Set colours for emails from sure individuals

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Need your emails to look a bit completely different so your inbox is fancier or simpler to learn? Outlook has your again with what’s generally known as conditional formatting. This characteristic is a technique to make messages that meet your individual defines circumstances stand out within the message checklist through the use of shade, fonts, and types. It lands at quantity 2 on our checklist.

You’ll be able to inform Outlook to vary the colour of sure messages based mostly on a sender’s title or e mail deal with. Say, if you wish to make all emails out of your boss seem in purple.

To arrange a conditional formatting rule, toggle to your inbox, within the Outlook desktop app and go to the View tab. From there, choose the Present View setting. Then, after that, choose View Settings. You’ll then wish to click on within the Superior View Settings dialog field and choose Conditional Formatting. Microsoft has an inventory of steps you may observe right here, however we’re specializing in how one can make messages from sure individuals seem in a sure shade.

To perform this, click on Add after which enter in a reputation for the rule. Choose Font, after which beneath Colour select a shade that you really want after which click on OK. After that, choose Situation and select a Situation. Within the From field, sort out the contact or sender title you wish to see seem in a distinct shade in your inbox. Then, in Filter, Conditional Formatting, and Superior View Settings dialog bins, choose OK.

Use the Outlook hotkeys

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You’re in all probability aware of keyboard shortcuts like CTRL+C and CTRL+V, however do you know that the Outlook desktop app additionally has a set of hotkeys you should use? These keys can assist you save time throughout your busy day, by avoiding having to pull your mouse over icons and menus to do frequent duties like composing, replying, or forwarding messages.  We collected our favourite Outlook hotkeys for quantity three on our checklist. Remember these are for Home windows 10.

Keyboard Shortcut Process
CTRL + Shift + M Create a brand new message
CTRL + R Open the reply Window
CTRL + F Opens the Ahead window
CTRL+ Shift+ R Open the reply window, to answer to a complete group
CTRL+Okay Insert hyperlinks into emails
CTRL+ Shift+ G Flag a message
F4 Seek for textual content in an e mail
CTRL+ 3 Opens the contacts checklist
CTRL+ 2 Opens Outlook calendar

Once more, we simply collected among the most typical hotkeys. Microsoft has a full checklist on its web site, overlaying the Outlook shortcuts for MacOS, in addition to the Net. Their checklist is a little more complete, overlaying dictation, folders, studying pang, printing, and extra.

Resize your recordsdata to ship giant image attachments

Arif Bacchus/Digital Developments

A typical roadblock you may face when sending emails with pictures is that the recordsdata you may want the recipient to obtain are a bit too huge for the boundaries of the online. When this occurs, you may attempt to resize your picture attachments by the Outlook desktop app in order that they’re not too giant.

You’ll be able to resize your picture attachments in just a few steps. When you composed a contemporary message, you will need to first try to connect all the photographs you wish to ship. You’ll probably get an error message, however don’t fear. Simply head into the File tab of that e mail, after which search for the error message on the highest. Select the choice that claims Resize giant pictures after I ship this message.

Outlook will try and mail out the message by compressing your pictures right down to a smaller measurement. Within the occasion that the message nonetheless doesn’t undergo, then you may attempt Zipping your recordsdata in Home windows 10 or MacOS to make them smaller after which attaching the ZIP file in an e mail message.

Begin Groups Conferences, Open Sticky Notes, and OneNote proper from Outlook on the internet

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Although we’ve targeted on the Outlook desktop app, Outlook on the internet has some secrets and techniques, too. When you’re in all probability already spending time sorting by your Calendar or your emails in Outlook on the internet, Microsoft did plug in some integrations with Sticky Notes, in addition to OneNote there, too.

With the mixing, in case you register with the identical Microsoft 365 e mail you utilize for work (or perhaps a private Microsoft account e mail) on Sticky Notes in Home windows 10, or within the OneNote app, you’ll have fast entry to the identical issues with that account Outlook on the internet. This is called the OneNote feed.

You’ll be able to toggle to this at any time by heading up prime and clicking the OneNote icon on the precise aspect of the display screen. This works with each private Microsoft Accounts, in addition to work Microsoft 365 accounts. So, give it a try to take notes whereas emailing!

We additionally wish to be aware the power to “Meet Now.”  This selection exhibits on the prime of your inbox in Outlook on the internet. In the event you click on this, you’ll have the ability to immediately begin a Groups assembly (with work accounts) or a Skype assembly (with private accounts.) It’s a fast technique to bounce by some hoops and never should undergo quite a lot of menus to get into a gathering immediately.

Get to inbox zero with dialog cleanup

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In case your inbox is stuffed with messages, you then may wish to attempt the Dialog Cleanup characteristic in Outlook. It’s yet one more characteristic that you just presumably won’t have recognized existed.

As Microsoft explains, the Dialog Clear Up characteristic in Outlook is designed that will help you cut back the variety of messages in your folders. Redundant messages all through a dialog which might be cleaned up are moved to the Deleted Objects folder. Simply take into accout that is for conversations in an e mail thread or a set of messages.

You need to use dialog cleanup by going to your Outlook inbox in your desktop after which click on the House tab. From there, you may select the Delete group after which select Clear up.

You’ll be able to select to Clear up the Dialog to scrub up the present dialog. Then, select to Clear up Folder to scrub up a complete folder, with the redundant messages being deleted. You can also decide to Clear Up Folder & Subfolders. With this selection, all conversations within the chosen folder and any folder that it incorporates are reviewed, and redundant messages are deleted.

Set guidelines to maneuver, flag, and reply to e mail messages robotically

Whereas dialog cleanup is one technique to get to a clear inbox, setting guidelines is one other. You’ll be able to transfer, flag, and reply to emails robotically in case you set guidelines in your Outlook desktop app. These guidelines may even be used to play particular sounds once you get messages, too.

To arrange a rule, all it is advisable to do is right-click on a message in your inbox and choose Guidelines From there, you may choose one of many choices.  Outlook will robotically counsel making a rule based mostly on the sender and the recipients. If you wish to create extra guidelines, you may right-click it and select Create Rule.

Comply with the on-screen prompts, and within the Create Rule dialog field, choose a number of of the primary three checkboxes. Microsoft has a whole information on Outlook guidelines right here in case you want additional help.

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