A few largely overlooked or under-utilized Microsoft Outlook tools, tips and tricks (and also one secret most have never used)

1. OUTLOOK: 10 TIPS & TRICKS
(AND 1 SECRET)

2. #1: QUICK PARTS
1. After you have opened a new
email and typed out something
you frequently use,
2. Select that phrase or sentence
or text block,
3. In the upper left corner of that
email window, click on the
INSERT tab,
4. Click on the QUICK PARTS and
then SAVE SELECTION TO
GALLERY
That “Quick Part” will now be
available at any time AND will pop
up as auto-text if it recognizes it as
Do you find yourself typing some of the same phrases, sentences or even
paragraphs frequently? Or the same thing multiple times but slightly different?

3. #2: DELIVERY OPTIONS
After creating a new
email…
• Delivery Notification
• ‘Read’ Notification
• Voting Buttons
• Delay Delivery
• Redirect Replies

4. #3: CONVERSATIONS
Any folder/subfolder
can be set to collapse
conversation threads
that are cluttering up
your email.
1. Select a folder
2. Click on the VIEW tab
3. Select ‘Show as
Conversations’

5. #4: DELEGATE ACCESS &
PERMISSIONS
Send/respon
d Emails &
Meetings on
behalf
Permission to
view, print,
create

6. #5: RECOVERING EMAILS
Even if you have deleted emails or
emptied your deleted folder, there is
still a good chance you can get them
back!
1. Click on your ‘Deleted Items’
folder.
2. Click on the FOLDER tab.

7. #6: RECALL EMAILS
You may be able to retrieve or
replace an email BEFORE the
recipient has opened it.
1. Open your sent folder and
open the email in question.
2. Click on the FILE tab.
3. Click on the Resend/Recall
button.
This depends on the recipients
server and/or Outlook folder
settings though.
You will be notified if the email
was retrievable, replaceable OR

8. #7: VIRTUAL POST-ITS?
Control + Shift + N

9. #8: WRANGLING THAT INBOX
HERE IS JUST ONE OF MANY METHODS TO ORGANIZE YOUR INCOMING
EMAIL…
RIGHT-CLICK & CREATE THESE SUBFOLDERS UNDER YOUR INBOX:
• To Do – Drag non-urgent emails and emails that will require
more than a three-minute response into your to-do folder. You’ll
follow up on these items later, but moving them immediately keeps
your inbox empty while you process the emails.
• Follow Up – Move emails to this folder that are put on hold.
Things like replies you're waiting to get or tasks that you've
delegated.
• Someday – Some emails don’t require a response. Instead,
they’re things you’d like read/review one day when you have time.
Drag those into the someday folder to review at some point in the
future when work slows down and you need something to do.

10. #9: DRAG & DROP…ANYTHING!
YOU CAN DRAG JUST ABOUT ANY MICROSOFT OFFICE ITEM AND DROP IT
WITHIN OUTLOOK TO CREATE NEW ITEMS!
DROP AN EMAIL ON YOUR CALENDAR CREATES A NEW APPOINTMENT
W/TEXT
DROP AN EMAIL TO YOUR TASKS CREATES A TASK BASED ON THAT
EMAIL
DROP AN EMAIL TO YOUR CONTACTS CREATES A NEW CONTACT FROM
THE SENDER

11. #10: ROBO-ORGANIZE

12. SECRET: DELAY ‘READING’