7 Microsoft Outlook Tips and Tricks To Help You Save Time
Outlook streamlines your contacts, email, tasks, calendar, and much more. You can do all these in one place. There are tips and tricks to boost your productivity using Microsoft Outlook. Here are some ways to effectively use Outlook.
You can use rules to turn your outlook into a personal assistant. Rules are instructions that process your messages automatically using customized actions. With rules, you can delete a message, forward a message, or assign a category. There are various ways to create a rule. First, you can right-click and choose the option to create rules. You can also create a rule by going to the home tab.
2. Favorite folders
You can organize your email into folders. It’ll make more sense when you use a folder system in your email. You don’t have to spend hours searching for an email. The favorite folder is above the navigation. There are different options you can use to add a folder to favorites. The first option would be to drag the folder. The next option is to right-click the folder and add to favorites. You can also go to the folder tab in the ribbon and you’ll see the choice add to favorites. You can rearrange your favorites. If you no longer need a folder, just right-click on it and remove it. Once you have created a folder, simply click and drag to move the message to the folder.
3. Converting an email to a task
Instead of using your email as your to-do list, you can convert the messages into tasks. Hover over a message and then right-click next to the message and set it for reading another time. You can also create a reminder to ensure you don’t forget to read that message. In your messages, under the message tab go to follow up. The other way to convert your message into a task is by dragging down the message and drag it down to your task at the bottom of your navigation. Once in the task, you can set a start date and reminder.
4. Converting email into an appointment
You can move the email into an appointment. Hold down your right mouse and drag the email down to your calendar in the navigation and let go of the mouse. You can choose to move the message and create an appointment with the attachment. You can also have a shortcut to the original message.
5. Read aloud
You can listen to your emails on the go. Go to file options and choose ease of access and select show read aloud. Once you have opened a message, you want to read aloud, go to the message tab and choose read aloud. There is an easy-to-use toolbar that allows you to play, pause, move ahead, move back or go to the beginning. To start your read aloud from a specific location, go to that word and choose play.
With dictation, you use speech to text to create content. However, the feature is only available to Microsoft 365 subscribers. You can use dictation from a new message or reply. Go to the message tab of the ribbon, and you’ll find dictate. You can use dictation in the subject line or the body of the message. If you want to enter punctuation, you have to say it explicitly. Use your keyboard to fix any mistakes.
7. Delay delivery
You can take items off your to-do list by creating a message with delayed delivery. Start by creating a new email message or reply to an existing message. If you need to send a message next week, you can use the delay in the delivery.
The above are some ways you can use Microsoft Outlook effectively. If you need help with IT services and Microsoft solutions, please contact us.