5 tips for an organised day with Outlook

Microsoft Out­look is a free e-​mail and cal­en­dar ser­vice to sim­plify your daily life. With its clear, uni­form struc­ture com­pris­ing mail, cal­en­dar, con­tacts and fold­ers, Microsoft Out­look can help every user work more pro­duc­tively and with a more net­worked approach. Often, how­ever, peo­ple don’t make suf­fi­cient use of all of its func­tions designed to sim­plify daily office life or mobile work­ing using the Out­look app. These tips and tricks will help you organ­ise your work more effi­ciently.

#TIP 1. Save time with the right key­board short­cuts

You don’t always have to use the mouse to per­form a required step. Sim­ple key­board short­cuts make work­ing with Microsoft Out­look much eas­ier.
Ctrl + 1: E-​mail view
Ctrl + 2: Cal­en­dar view
Ctrl + 3: Con­tacts view
Ctrl + 4: Tasks view
Ctrl + S: Send an e-​mail
Ctrl + F: For­ward cur­rent e-​mail
Ctrl + R: Reply to cur­rent e-​mail
Ctrl + N: Open a new e-​mail win­dow

#TIP 2. Auto­mat­i­cally check spelling in every e-​mail

Who isn’t tired of check­ing every e-​mail for spelling mis­takes? Microsoft Outlook’s auto­matic spell check sim­pli­fies this impor­tant step. To acti­vate, click “File”, Options”, “Mail”. Then check “Always check spelling before send­ing”. Click OK to acti­vate the time-​saving fea­ture and Out­look will check the spelling in every e-​mail before send­ing.

#TIP 3. Sim­ply con­vert an e-​mail into an appoint­ment

Have you received infor­ma­tion about a meet­ing in an e-​mail that wasn’t sent as an appoint­ment? No prob­lem! To quickly add all infor­ma­tion to the Out­look appoint­ments cal­en­dar, sim­ply drag the e-​mail from your inbox to the Out­look cal­en­dar icon. You can then cre­ate an appoint­ment with the infor­ma­tion from the e-​mail in the form of a memo. As Out­look doesn’t auto­mat­i­cally incor­po­rate the infor­ma­tion about time and date, this must be man­u­ally input. The sub­ject line can also be revised.

#TIP 4. Eas­ily con­vert an e-​mail con­tact into an Out­look con­tact

On join­ing a com­pany, a new employee will gen­er­ally send an e-​mail with his con­tact details. Any­one receiv­ing such an e-​mail in his inbox no longer has to switch to the con­tacts list to cre­ate a new entry and incor­po­rate the new infor­ma­tion by copy­ing and past­ing. Just one mouse click will sim­plify this step. In the e-​mail, right-​click on the sender’s name and select “Add to Out­look con­tacts”. A new con­tact win­dow then opens which already con­tains the name and e-​mail address, so you just have to add the tele­phone num­ber.

#TIP 5. Delay e-​mail with a time buffer

Just one click and your e-​mail has been sent, pos­si­bly with an error. A use­ful fea­ture of Microsoft Out­look is the abil­ity to sched­ule in a buffer, allow­ing you time to change or add some­thing to your mail. You can cre­ate a new rule to apply this time buffer to all e-​mails you send. To do this, select “Home”, Rules”, then “Rules and Alerts”. The pre­vi­ous rules appear in a new win­dow and can be sup­ple­mented by click­ing “New rule” in the top left of the screen. Then select “Apply rule on mes­sages I send”. Addi­tional func­tions can be used in the next win­dow, but in this case you can skip them by click­ing “Next” and then con­firm in the sub­se­quent dia­log win­dow. Under the dif­fer­ent stip­u­la­tions, check “Defer deliv­ery by a num­ber of min­utes”. Then spec­ify the num­ber of min­utes for the delay in the lower por­tion of the win­dow. Finally, give the rule a name and from now on, every e-​mail will be sent with the selected time buffer.

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