Functions such as QuickSteps or the Bcc field of Microsoft Outlook do not make it easier to work everyday? These tips and tricks for Outlook provide a more efficient and productive way of working. For those who work with Outlook daily in the office or mobile with the Outlook app, should not only enjoy the advantage of a clear, unified structure with e-mails, calendars, contact and folders, but also sufficient use the functions of the e-mail and calendar service to ensure a higher level of work organisation.
#TIP 1. Automating processes with QuickSteps
With quick steps in Microsoft Outlook, users who are constantly performing the same tasks can easily automate and summarize the processes. For example, if e-mails are to be placed in a defined folder and marked as read, this can be done with QuickSteps. To create the new QuickStep, right-click on an email in the “Quick Steps” window and select the “Rebuild” step. In order to move the e-mails, “Move to Folder” is clicked and a name for the QuickStep is assigned. The folder to which you want to move the e-mail is determined. Under “Add actions”, you can select the additional action that automatically marks the e-mail as read. You can add as many actions as you want to be done automatically. Each Windows user can optionally assign the QuickSteps to certain keyboard shortcuts. If you also want to see a description when the mouse hovers over the QuickStep in the context menu, you can specify this in ToolTip text. The created QuickStep is accessed from the context menu of a mail, via the specified key combination or from the menu bar under Quick steps.
#TIP 2. Forward multiple messages to a recipient
To keep colleagues informed about the content of multiple emails, Microsoft Outlook can attach all e-mail messages together to a message. To do this, the message with the highest priority, possibly the youngest, is opened for forwarding and added to the e-mail attachments. In the open e-mail, click on “Forward” and select the Outlook components of the desired e-mail under “Element”. If you press the CTRL key, you can attach multiple messages at the same time. The choice is to attach the attachments as plain text or as a complete message. Not only e-mails are forwarded in this way, but also calendar entries or tasks.
#TIP 3. The Bcc field for hidden recipients
Messages are often sent to many contacts, but they do not always want to see who is in the mailing list. In this case, the Bcc field is used. To do this, the Bcc button is selected in a new email under “Options” and then automatically displayed under the CC field. Any number of contacts can now be entered, but do not see which persons the message was left with. The field is also deleted with this step.
#TIP 4. Delete obsolete addresses from auto-completion
Auto-completion of the addresses of the recipients is then practical if only those shown are valid. They are no longer valid and thus interfere and can easily be deleted from the list. The deletion is done by entering the first letter on the receiver line and auto-completion automatically displays all addresses with that initial letters. By clicking on the X on the right side, the desired address will be removed.
#TIP 5. Close all emails and windows at the same time
In the course of a working day, many applications such as news, appointments in the calendar, tasks, contacts are opened in various Microsoft Outlook Windows. In the menu under “View” and the “Close all elements” item, all windows can be closed quickly and directly. Applications that are subject to change and have not yet been saved are displayed in a dialog box. This quickens a successful working day.
Want to make your workload even more easier? In addition to Microsoft Outlook, IPD now offers many clever IT solutions for rent.