Outlook: Tips and tricks thread

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Nokkie

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This thread is all about learning new tips and tricks from Outlook:

First order of business. Why does Outlook differ on each machine?

Tip: You can send/receive files by pressing F9


...and did you know you can send up to max of 2GB per file on Outlook?
 
Rules for incoming mail are mighty useful - you can automagically route different messages into different folders which helps with organising all your mails neatly.
 
1.Depending on which role you occupy, you can add an additional time zone into calendar.
2.Outlook 2013 up, supports pulling weather information from Bing which can be viewed in the calendar.
3.You can configure manager and team shortcuts, instead of relying on an Exchange group to quickly send email. (known as Quick Steps).
 
If an email has been sitting in your Inbox for more than 2 weeks. Safe to assume you can move it to file 13. If you haven't sorted it out within 2 weeks... Its either too complicated for you - Or the sender has forgotten about it :D

Before we close for the Dec holidays I ALWAYS clear my inbox. And by "clear" I'm referring to actually sorting out every single pending issue. Nothing worse than coming back in January to 140 issues. Currently at 22. But will have that down to 0 within 9 days.
 
skeptic_SA said:
If an email has been sitting in your Inbox for more than 2 weeks. Safe to assume you can move it to file 13. If you haven't sorted it out within 2 weeks... Its either too complicated for you - Or the sender has forgotten about it :D

Before we close for the Dec holidays I ALWAYS clear my inbox. And by "clear" I'm referring to actually sorting out every single pending issue. Nothing worse than coming back in January to 140 issues. Currently at 22. But will have that down to 0 within 9 days.
Click to expand...

Good advice.

What do you do about emails that don't get a response until the next year?
 
In a business environment when you set an 'Out of office reply' remember to add an alternative e-mail address where people could send important mail too.

Rules and alerts can also be use to accomplish the task.
 
Necropolis said:
Rules for incoming mail are mighty useful - you can automagically route different messages into different folders which helps with organising all your mails neatly.
Click to expand...

But sometimes, you don't get a notification for the mails that get routed.
Sometimes, the number of unread mails does not display next to the folder.
 
LaraC said:
In a business environment when you set an 'Out of office reply' remember to add an alternative e-mail address where people could send important mail too.

Rules and alerts can also be use to accomplish the task.
Click to expand...

I will never do that. :p

I do not want to be thinking of work when I am out of office.
 
CamiKaze said:
I will never do that. :p

I do not want to be thinking of work when I am out of office.
Click to expand...
I was actually referring to an e-mail address of someone who will be responsible for your work while you are away. :o
 
Uppercase words and words containing numbers are ignored by the spell checker. It can be included easily by unchecking the option under spelling and grammar.
 
1. If a mail in the Outbox is not italicised it will not be sent. To make it sendable, open it and send.

2. Don't use the deleted items folder as a store! If you want to save mail, create a folder for it.
 
Press <CTRL> + <Enter> to send an email you've drafted (without having to move your hand to the mouse)
 
Quick Steps are magic to get to the elusive Inbox Zero. A few of my favourite rules/steps:

1. Done - moves the conversation to my archive folder and marks all items as read (useful for long email threads)
2. Reply & Done - for my <2 minute emails. Opens up a reply-all window and moves the conversation to my archive folder.
3. Defer - Moves to my "Defer" folder and creates a task with a due date of "this week".
4. Delegate - Opens up a Forward mail dialog, moves to my "Delegated" folder and creates a task for me with a due date of tomorrow.
 
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