Here are a few MS Outlook tips that you may not know and which could enhance your email experience with Outlook 2007, 2010, and 2013:
Make Folders for Frequent Searches
Instead of using complicated search criteria, here is a simpler way to perform frequent searches. Under the Folder tab, simply click “New Search Folder” and create a shortcut to eliminate typing. This is great for locating your emails from a particular person or just finding the messages marked as important. With set search folders, all you have to do to find what you need is to click on the search folder icon on the left-hand side of your Outlook screen.
Quick Parts to Insert Chunks of Text
If there is a paragraph in your company’s bylaws or any other text chunk you find yourself frequently using in emails, Quick Parts can make your life much easier. Highlight the text you want to save, go to the Insert tab, and select “Save Selection to Quick Parts Gallery.” In the future, when you need to insert this text, you can start typing the very beginning and you will be prompted to add it or access it from the Quick Parts dropdown menu.
Automate with Quick Steps
Tasks you frequently perform in Outlook can be made easier with Quick Steps – anything from forwarding emails to sending group invitations. You can automate such steps from the Quick Steps menu, where a variety of useful presets exist or you can set the parameters for your own step by clicking on “Managing Quick Steps” and following the ensuing dialogue.
Limit Your Notifications
Notifications can either be a godsend or a gateway to insanity, and it is consequently important to manage your notifications properly, so you are not constantly distracted by sounds and pop-ups. To limit which notifications you receive, you can create rules. From the Home tab, go to Rules, then Manage Rules to access the Rule Wizard and ensure you only get notified about what you feel is important.
Categorize by Color
Outlook comes with built-in color categories that you can use to group emails. You can customize these categories into names that are tailor made for your needs, such as renaming them Read, Awaiting Reply, Urgent, and so on. This way, you can quickly find what emails need your attention at any particular moment and then move them into another category that shows them as resolved or delete them when they are complete.