Tips to use Outlook Efficiently



E-mail re-defined the mode of communication across industries and governments. Official communication was carried through letters, memos, brochures etc. Paper element was involves in all of it. Moreover, communication took much longer time to get delivered. Once E-mail caught the fancy of people, tasks became much easier. Microsoft has always been a pioneer in software technology. Therefore, E-mail was just a slight addition to its coveted product lines. Microsoft Outlook is a mail service that keeps one connected across devices. It has powerful organizational tools and a slew of Microsoft apps and services. Generally, it is used as email application. However, it also contains contact manager, task manager, note taking, web browsing and a journal.


Most of the features are quite easy to understand. An average user can start operating in a very short time. Still, below listed are some tips to use Outlook efficiently:

Future delivery of message: Messages that one wants to be delivered at future time can be done quite easily. After drafting mail, switch to options tab and click on delay delivery. A requester page will get open with a “do not deliver before”. Two fields containing required date and time need to be filled by the user. Clicking send button ensures that the message only get delivered at the filled date and time. In case of Exchange server, Outlook should be closed after the task.


Filter E-mails to find relevant message: Real time work often involves navigation of mails. It can be frustrating to search relevant mails during demanding times. One quick way to find specific mails is through filter e-mail dropdown at the far right of the home tab. Opting one menu options filters the concerned mails at a drop of hat. The chosen options could be flagged, important or attachments mails. Within the filtered mails, further filtering can be done using the search bar.


Instantly Create New mails and Appointments: Experienced Outlook users constantly switch back and forth between email and calendar modes. Irrespective of the applications being used, one can create new emails, contacts and appointments using new items dropdown on the home tab. Users not wanting to enter Outlook interface can right click on Outlook’s icon in Windows7 or Windows 8 taskbar to open direct shortcuts for any new item.


Sorting mail with rules and conditional formatting: Rules can be created and managed for automatic procession of message on arrival. Rules dropdown in the move section of home tab offers this facility. Selecting create rule provides option to set different sets of parameter to check for: Recipient, sender, date, size and more. One can choose the fate of matching mails. Conditional formatting is a similar feature found under view settings on the view tab. It displays emails matching specified parameters such as font or colours. This helps in instant recognition of message.


Encrypted mails: Text and attachments can be encrypted. This means only the recipients with whom the item is shared can read it. Encryption can be done easily. Opening the trust centre settings (Under file- options-trust centre) and clicking on Email security sets it up. Digital signing and encryption can be enabled by ticking the relevant boxes. However, digital Id needs to be created and imported if one does not have the same.

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