5 tips for a more efficient way of working with Outlook



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.

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