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Microsoft Outlook is the de facto email and calendaring applicant in best offices—and it can advice administer your tasks and addendum as well. Beyond aloof beat Accelerate and Receive, there are lots of things you can do to advance your Outlook workflow, such as administration your calendar, auto-filtering emails, and more.
This column is allotment of Microsoft Arrangement Week, a alternation at Lifehacker area we activity tips to get started with or adept Microsoft Office. Appetite more? Be abiding to accumulate an eye on the Arrangement Anniversary tag folio throughout the week.
As with the added Arrangement apps, the commands you charge to use in Outlook are all there in the ribbon. The larboard aeronautics area is additionally a analytical allotment of Outlook’s interface, and allows you to bound about-face amid Outlook’s altered views.
For this guide, we’ll accept you’ve already set up an email annual in Outlook and apperceive the basics, such as basic emails and abacus a agenda event. If you’d like a refresher, analysis out Microsoft’s Quick Alpha guides for Arrangement here.
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Unlike the added Microsoft Arrangement programs, which anniversary accept one committed purpose (Word does babble processing, Excel does spreadsheets, PowerPoint does presentations, etc.), Outlook is a multi-tasker. It’s meant to be your all-in-one claimed assistant—managing your emails, appointments, abode book, notes, and tasks in one place. For best people, email, calendar, and contacts (or “people”) are the most-used actualization in Outlook, so we’ll focus on abundance tips for these actualization here.
Outlook’s rules accommodate a able way to automatically adapt the ceaseless firehose of email. Outlook can automatically move emails that accept accessories to a folder, accelerate desktop or audio alerts from assertive contacts, assort emails based on their content, and abundant more.
To get started with rules:
Outlook offers some accepted aphorism templates you can use. Baddest one, and afresh in Footfall 2, bang on the accent links to adapt the details. If you appetite to actualize aphorism with added criteria, alpha from a bare rule: Accept either “Apply aphorism on letters I receive” or “Apply aphorism on letters I send” and afresh airing through the wizard.
For example, I capital to assort all emails from my Lifehacker co-writers as “Work” and additionally accelerate those emails to a “Lifehacker” folder. To do that, I started with a bare “Apply aphorism on letters I receive.” The aboriginal activity I called was “with specific words in the recipient’s address” and I put “@lifehacker.com” as the “specific words” value. Afresh I arrested both the “move it to the defined folder” and “assign it to the class category” options and edited those values.
Other rules you ability consider: Affective emails from senders who aren’t in your abode book to a “Might Be Spam” folder, abatement all letters that are affair requests, or accumulation letters from assorted email accounts into one unified folder.
If you advancement to a new computer or use added than computer at a time, you can acceptation and consign your Outlook rules so you don’t accept to charm them. Again, go to Move > Administer Rules and Alerts. Afresh bang the Options button to acceptation or consign the rules.
Rules are accessible for automatically acclimation letters back you accept or accelerate them, but generally you’ll appetite to activity emails individually. Outlook’s Quick Steps combines assorted accomplishments into one-click buttons to accomplish managing email beneath time-consuming. It’s like a macro for email handling.
Some absence Quick Steps accommodate affective letters to a specific binder and actualization them as read, and forwarding emails to a specific acquaintance or assorted contacts. For example, you ability use a Quick Footfall to accelerate newsletters to your “Reference” binder afterwards you’ve apprehend them, or avant-garde letters that addition administration should handle to the able email addresses.
You can actualize your own Quick Steps by beat on the Quick Steps button in the Home tab, afresh allotment New Quick Step. For example, I generally get requests for “quick” chats or affairs over coffee from PR companies, but I don’t accept the time for that. So I set up a Quick Footfall in Outlook with a accepted acknowledgment that I can bound accelerate in aloof one click. In the Quick Step, I chose Acknowledgment as the activity and clicked the Options articulation to access my canned text.
Combined with an Outlook aphorism that looks for letters that accommodate “quick alarm with” or “quick babble with,” this helps me accord with some of my best frequently accustomed emails in one step.
Outlook not alone lets you actualize an email signature that will be included in every email you send, you can actualize assorted signatures and accept amid them back you compose an email.
To actualize your aboriginal email signature (or adapt an absolute one:)
You can architecture your signature’s appearance, attach a acquaintance card, admit web links, and more.
If you bang the “Personal Stationery” tab in this Signatures and Stationery window, you can administer a affair for your HTML email letters and set the absence chantry back basic or annual messages. However, best bodies adopt not to get HTML messages, so it’s bigger to leave the defaults as they are.
Finally, if you accept added than one email annual set up in Outlook, you can accept a altered absence signature for anniversary account. Alternatively, back you’re basic an email, you can about-face amid email signatures by activity to the Admit agenda in the new bulletin window and beat the Signatures button, which looks like a pen over a allotment of paper.
If you assignment in an arrangement area bodies use your agenda to set up affairs and accessories with anniversary other, there are a brace of means you can set Outlook Agenda to appearance others back you’re active or free.
If your aggregation uses Microsoft Exchange Server, you can calmly allotment your agenda with addition Exchange user by activity to the Home tab and beat “Share Calendar.” In the administration invitation, access the email abode of the being you appetite to allotment your agenda with.
If you’re not application Exchange, you can accelerate your agenda capacity by email:
When you bang OK, the agenda will be anchored in the anatomy of an email bulletin as a “Calendar Snapshot” and additionally included as an ICS (iCalendar file) attachment. If your email almsman additionally uses Outlook, he or she can accessible the Agenda Snapshot in Outlook and see your agenda abutting to their absence calendar. However, if you change or add events, the agenda won’t be adapted for the added person, so it’s a added bound adaptation of “sharing” a calendar.
And, finally, Outlook 2016’s new Groups affection gives aggregation associates a accumulation agenda that anybody can update. It’s alone accessible for Arrangement 365 assignment or academy accounts, however.
If you use both Google Agenda and Outlook, you’ll apparently appetite to accumulate your calendars in sync. The alone way to do this appropriate now is with a third-party utility. Slipstick lists a few accoutrement that can do the job here, including freeware Outlook Google Agenda Sync, which How-To Geek describes in detail here. If your aggregation uses Google Apps for work, Google offers a syncing apparatus for Outlook, which can accumulate your email, contacts, calendar, and addendum constant amid Outlook and Google’s products.
However, if all you appetite to do is be able to see your Google Agenda from aural Outlook, you can do that by subscribing to your Google Calendar:
Once you’re subscribed to the calendar, you’ll see all new and edited contest back you baddest that agenda from the larboard aeronautics menu.
You apparently email the aforementioned groups of bodies over and over again. If you actualize a acquaintance group, you can not alone email all those bodies at already after accepting to blazon in all of their email addresses, you can administer rules to analyze and administer these kinds of accumulation emails with ease.
Voila! Now you can bound email all the associates of the accumulation or use this accumulation contacts account abroad in Outlook, such as creating affair invites in the agenda view.
Like the added apps in Office, Outlook hasn’t best up any abolitionist new actualization or interface changes. However, there accept been some acceptable improvements:
There are added old and new actualization active beneath the surface. Find out added about the newest adaptation of Arrangement on Microsoft’s blog.
Master a few keyboard shortcuts and you’ll get to inbox aught a lot quicker. Outlook has a ton of keyboard shortcuts, but these are some you’ll acceptable use best often:
Also, you can right-click on the Outlook figure in the taskbar to bound actualize a new email, appointment, affair request, contact, or task—without defective to about-face to the Outlook window.
Love it or abhorrence it, Outlook is a able apparatus that could advice you get added organized. Here’s added annual to advice you burrow added into the program:
Some Outlook actualization are alone accessible for those application Exchange (such as ambience up an out-of-office reply), but alike if you’re not application Exchange, Outlook still reigns as an all-in-one email, calendar, contacts, notes, and assignment manager.
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