Microsoft Outlook is Microsoft’s email platform. It’s reported that over 1 billion people use the service to send and receive emails and it’s one we have a lot of experience with here at Superfast IT. Part of the Office 365 software the application can seem daunting with a plethora of menus and options.
Save yourself some time and boost your productivity with these five tips for Microsoft Outlook.
Create post-it notes
Do your screen and desk have 50 different post-it notes stuck around them constantly getting in your way? Did you know you can actually create post-it notes in the Outlook application and move them anywhere on the screen?
In the application press, Ctrl+Shift+N and you will see the note appear.
You can then jot down your note. All notes are time-stamped, and you can customise them further by assigning them a category to change the colour of the note. To do this click the note icon in the top left of the note itself.
To view all your notes, use the navigation option at the bottom left of the application.
Use Quick Parts if you say the same thing over and over
Do you get the same question ten times a day in your inbox? Annoying, right? Well with Quick Parts in Outlook you can have custom messages saved ready to insert into an email.
Type out the text you want to have available quickly in a new email, highlight the text and go to Insert > Quick Parts > Save selection to text box gallery. Give it a memorable name and brief description and save it.
The next time you need to insert the text into an email simply navigate to Quick Parts, and you’ll be able to click and insert the text straight into your email. No longer will you type out the same things one hundred times a day!
Use the Outlook desktop icon for quick access
When you have the Outlook application open on your computer the application icon will be in the taskbar. If you right click on the icon you get a host of quick access items to save you that little bit of time.
You can create a new email, appointment, meeting, contact or task with just two clicks.
Mention people with the @ symbol
When writing an email if you use the @ symbol in the text followed by the name of somebody in your contacts it will add them into the ‘To’ section of the email.
Not only will it do this but it will highlight their name where you mentioned them in email and put the ‘@’ symbol next to the email in their inbox, so they know it’s important.
Request read recipients on your emails
Wouldn’t it be great to know when somebody looked at your email? When sending an email from Outlook, you can request that the person receiving the email sends you a read receipt. To do this when creating a new email go to Options > tick 'request a read receipt'.
It’s worth noting this is only a request, and the receiver of the email doesn’t HAVE to send a read receipt although some people have an option turned on to automatically send them upon request.
We hope this guide has introduced you to some new tips you can apply while using Microsoft Outlook. For more Office 365 tips and hints, check out our Learning Centre.