Using Outlook to increase your productivity<br />
Kris’ Top Ten List of Outlook Tips<br />
Increase font size of messages<br />Open the message you would like to read.  Hold down Ctrl button and scroll the wheel o...
Remind myself to reply to an Email<br />Right-click the important message, select Follow Up, and click Add Reminder. You c...
Quickly Find Related Messages<br />Open a message and click the Related button in the Find box.<br />
Use Quick Parts for content reuse<br />Highlight a section of your Email and click on the Insert toolbar and Quickparts bu...
Defer Email sending<br />Individual Emails or all Emails<br />Give you time to think/rethink<br />Control delivery time<br...
Use proper Email etiquette<br />Use subject line designators<br />AR: Action Required<br />FYI-REF: FYI for your reference...
Foil the reply-all nazis<br />Create a No Reply All template on your computer<br />Click Tool, Forms and Design Form and o...
Automatically create things from Email<br />Contacts<br />Appointments<br />Notes - requires OneNote<br />Drag and drop me...
Use Rules to carve up the fire hose<br />If everything sits in your inbox you are not leveraging technology to help you.<b...
Use custom views to highlight certain messages<br />Customize the main outlook message view by using automatic formatting....
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Using Outlook To Increase Your Productivity

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10 quick tips to boost your productivity using Microsoft's Outlook tool.

Published in: Technology

Using Outlook To Increase Your Productivity

  1. 1. Using Outlook to increase your productivity<br />
  2. 2. Kris’ Top Ten List of Outlook Tips<br />
  3. 3. Increase font size of messages<br />Open the message you would like to read.  Hold down Ctrl button and scroll the wheel on your mouse up.  <br />Alternatively, you can increase font size under Other Actions-&gt;Zoom.<br />Who doesn’t love to use the mouse wheel?<br />
  4. 4. Remind myself to reply to an Email<br />Right-click the important message, select Follow Up, and click Add Reminder. You can select the follow up day or select a custom reminder.<br />
  5. 5. Quickly Find Related Messages<br />Open a message and click the Related button in the Find box.<br />
  6. 6. Use Quick Parts for content reuse<br />Highlight a section of your Email and click on the Insert toolbar and Quickparts button. Select “Save Selection to Quick Part Gallery”<br />To reuse simply select the section you want to reuse.<br />
  7. 7. Defer Email sending<br />Individual Emails or all Emails<br />Give you time to think/rethink<br />Control delivery time<br />Use a rule to delay all Email by X minutes<br />
  8. 8. Use proper Email etiquette<br />Use subject line designators<br />AR: Action Required<br />FYI-REF: FYI for your reference<br />FYI-DEL: FYI can be deleted<br />NH: Need Help<br />&lt;EOM&gt; : End of Message<br />Use the “To” line ONLY when assigning action items to recipients<br />Use “CC” line if no action required (equivalent to FYI-REF)<br />Enable Outlook to always check spelling before you send<br />
  9. 9. Foil the reply-all nazis<br />Create a No Reply All template on your computer<br />Click Tool, Forms and Design Form and open the message form in the standard forms library.<br />Click on the action tab and double click the Reply All row to edit it and uncheck “enabled”.<br />Save and publish the form.<br />Hit the new dropdown and select form and find your form.<br />
  10. 10. Automatically create things from Email<br />Contacts<br />Appointments<br />Notes - requires OneNote<br />Drag and drop messages to your calendar on the “To Do” bar. Hold the Control key to create a new copy.<br />
  11. 11. Use Rules to carve up the fire hose<br />If everything sits in your inbox you are not leveraging technology to help you.<br />Create subfolders and filter messages automatically based on rules you define<br />Example rules:<br />Move messages from X to a subfolder. X being a person, a distribution group, etc.<br />Move messages about a certain subject to a subfolder<br />Move all CC messages to a subfolder<br />
  12. 12. Use custom views to highlight certain messages<br />Customize the main outlook message view by using automatic formatting. <br />Click on View -&gt; Current View -&gt; Customize Current View<br />Use criteria like “make all messages sent only to me appear Blue”<br />
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