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Using Outlook To Increase Your Productivity

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Olga Mihaela

Using Outlook to increase your productivity Kris provides 10 tips for using Outlook more productively: 1. Use keyboard shortcuts and the mouse wheel to change font sizes. 2. Set reminders to follow up on important emails. 3. Quickly find related emails using the "Related" button. 4. Reuse content using Quick Parts. 5. Defer sending emails to proofread or change delivery times. 6. Use proper email etiquette like subject line tags. 7. Prevent overuse of "Reply All" by disabling the option. 8. Automatically create appointments, contacts and notes from emails. 9. Use Rules to organize emails into subfolders automatically.

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Using Outlook To Increase Your Productivity

Uploaded by

Olga Mihaela
35 views12 pages
Using Outlook to increase your productivity Kris provides 10 tips for using Outlook more productively: 1. Use keyboard shortcuts and the mouse wheel to change font sizes. 2. Set reminders to follow up on important emails. 3. Quickly find related emails using the "Related" button. 4. Reuse content using Quick Parts. 5. Defer sending emails to proofread or change delivery times. 6. Use proper email etiquette like subject line tags. 7. Prevent overuse of "Reply All" by disabling the option. 8. Automatically create appointments, contacts and notes from emails. 9. Use Rules to organize emails into subfolders automatically.

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Using Outlook

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Using Outlook to increase your productivity Kris provides 10 tips for using Outlook more productively: 1. Use keyboard shortcuts and the mouse wheel to change font sizes. 2. Set reminders to follow up on important emails. 3. Quickly find related emails using the "Related" button. 4. Reuse content using Quick Parts. 5. Defer sending emails to proofread or change delivery times. 6. Use proper email etiquette like subject line tags. 7. Prevent overuse of "Reply All" by disabling the option. 8. Automatically create appointments, contacts and notes from emails. 9. Use Rules to organize emails into subfolders automatically.

Copyright:

Attribution Non-Commercial (BY-NC)
Download as PPTX, PDF, TXT or read online from Scribd
Download as pptx, pdf, or txt
35 views12 pages

Using Outlook To Increase Your Productivity

Uploaded by

Olga Mihaela
Using Outlook to increase your productivity Kris provides 10 tips for using Outlook more productively: 1. Use keyboard shortcuts and the mouse wheel to change font sizes. 2. Set reminders to follow up on important emails. 3. Quickly find related emails using the "Related" button. 4. Reuse content using Quick Parts. 5. Defer sending emails to proofread or change delivery times. 6. Use proper email etiquette like subject line tags. 7. Prevent overuse of "Reply All" by disabling the option. 8. Automatically create appointments, contacts and notes from emails. 9. Use Rules to organize emails into subfolders automatically.

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Using Outlook to increase your

productivity
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 reuse
5 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
Increase font size of messages
• Open the message you
would like to read.  Hold
down Ctrl button and
scroll the wheel on your
mouse up. 
• Alternatively, you can
increase font size under
Other Actions->Zoom.
Who doesn’t love to use the
mouse wheel?
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.
Quickly Find Related Messages
• Open a message and click the Related button
in the Find box.
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.
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
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
– <EOM> : End of Message
• Use the “To” line ONLY when assigning action items to
recipients
• Use “CC” line if no action required (equivalent to FYI-
REF)
• Enable Outlook to always check spelling before you send
Foil the reply-all nazis
• Create a No Reply All template on your computer
• Click Tool, Forms and Design Form and open the message form 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.
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.
Use Rules to carve up the fire hose
If everything sits in your inbox you are
not leveraging technology to help you.

• Create subfolders and filter messages


automatically based on rules you define
– Example rules:
• Move messages from X to a subfolder. X
being a person, a distribution group, etc.
• Move messages about a certain subject to a
subfolder
• Move all CC messages to a subfolder
Use custom views to highlight certain messages
• Customize the main outlook message view by
using automatic formatting.
• Click on View -> Current View -> Customize
Current View
• Use criteria like “make all messages sent only
to me appear Blue”

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