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10 Unique Outlook Organisation Tips & Tricks for Outlook 2016 & Office 365

10 Unique Outlook Organisation Tips & Tricks for Outlook 2016 & Office 365

Many people use Microsoft Outlook to organize their emails and calendars, at home and at work. But people are not fully aware of its features. The following are a few tips which will help you to make appointments and email handling easier and quicker.

1. Avoid repeated typing

If you need to use the same text over and over again, you can save that as part of Quick Parts for insertion in emails. To do so, you need to highlight the text in the composer window, move to the Insert tab, click the Quick Parts dropdown then select Save selection to the Quick Parts gallery.

At a later time, when you start typing the phrase, you will see it as a pop up suggestion. Select it to insert it. You can select the text through the Quick Parts dropdown and right-click on the text for placing options or for editing and managing Quick Parts.

2. Group messages together or better yet, use MailSortr

If you are in a business where you receive a large number of emails, tracking down relevant messages can be a difficult task. Outlook can help in grouping emails into conversations so that a single click can show all related messages at one time. One can set this on a per-mailbox basis or globally by clicking the View tab and then Show as Conversations or by clicking the ‘Arrange by’ option at the top of the message list.

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A better solution is to use MailSortr to create a custom inbox and see only priority messages coming into your MailSortr Inbox. Without changing your Outlook setup, the MailSortr Inbox allows you to sort and filter important emails even if they are located in various folders so you don’t miss the important ones.

3. Automate recurring tasks and filing

If you are performing certain tasks regularly like inviting a group of recipients for meetings or forwarding incoming emails to a colleague, Quick Steps is there to the rescue which you can find as part of the Home tab. You can create a custom series of steps that can move, categorize, flag and delete messages with the single tap of the mouse.

MailSortr can also automatically file your emails for you. With the auto-response feature, email responses are set to automatically file to the folder of your choosing as soon as you send it out. This saves a lot of hours spent manual filing emails.

4. Deliver messages at a future date and time

If you want to share some news in the near future but not immediately then Outlook has a feature which lets you deliver emails at specific times. Type your email content, then select the Options tab and select Delay Delivery. This opens a dialogue box with a Do not deliver before option where the user can enter a time and date, then click Close.

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When you hit the Send button, your message will be held until the time specified by you for sending. In the Exchange server you can close Outlook but in case of IMAP or POP you have to keep the application open until the time specified for delivery.

5. Create search folders for commonly used searches

One can always search for anything in the current folder by typing in the search string in the search field above the messages. If you are looking for something in particular then you can simplify the task with a Search Folder. Create one by going to the Folder tab then click New Search Folder to create a new one. Choose from the available templates.

For example, there are ones such as mail marked as important, or finding mail from specific people, or even setting up your own search criteria using the Create a custom Search Folder option. The new search folder will appear in the folders list at the left-hand pane of the Outlook window. To view this folder, click on it to see emails meeting your selection criteria. The folder can be renamed by right clicking on it then selecting Rename Folder.

6. Block unwanted emails

If someone is spamming your inbox, one can block emails from such senders by clicking the Junk dropdown from the Home tab. After selecting Junk E-mail Options a new dialog box opens that will let you specify what is considered junk and what is not. One can even blacklist entire countries.

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If the sender is known but the conversation is irrelevant then click Ignore. The conversation and all future emails will be moved to the Deleted Items folder.

Alternatively, if the sender is known but the conversation is not urgent, then the ‘Mute’ feature in MailSortr will block that conversation from entering your inbox. Instead, you’ll get a notification of the emails that were Muted for you to view at a later time.

7. Filter emails to find relevant ones

Another way to find specific emails is to use the Filter Email dropdown option as part of the Home tab. Choose a menu option which instantly filters the mailbox displaying certain types of emails, such as within specific dates, with attachments, or just unread.

MailSortr is another tool that can help declutter your Outlook inbox and remove emails that do not require your immediate attention. By selecting the Remove and Remove Thread buttons, you can easily remove unimportant emails from the MailSortr Inbox in a few clicks.

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8. Create new appointments and emails instantly

One can create new appointments, emails, contacts using the New Items option on the Home tab. If one you want to open the Outlook interface, just right-click on Outlook’s icon to create any of these new items.

9. Send SMS texts from Outlook

One can send SMS text messages directly to contacts. One needs to register with a third-party messaging service. To use this option, click the New Items dropdown in the Home tab, then select Text Message. A new dialog box will open. Then click to find a text messaging service for your mobile operator.

10. Encrypt email messages

One can even encrypt the attachments and the text, so only recipients with a shared key can read them. To use this, go to the Trust Center Settings under FileàOptionsà Trust Center and select E-mail Security. Then enable encryption and digital signing by clicking the relevant check boxes. You will need to create a digital ID. Then click Get a Digital ID to see providers, which provide free email certificates.

These Outlook tips will be incredibly useful and help you control what matters to you. Combined with MailSortr, an important Outlook management tool, you can make your Outlook Inbox exactly the way you want it to be. You can keep track of important emails so that they aren’t missed and free yourself of unwanted emails. You will definitely be more productive because of it.

Featured photo credit: Bench Accounting via images.unsplash.com

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Abhay Jeet Mishra

Writer at Lifehack & Enterested.com

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Last Updated on December 18, 2020

Can Technology have Biases Like Humans?

Can Technology have Biases Like Humans?

Technology has taken a vantage leap in providing solutions for man. Before now, technology used to appear complex and would require a great deal of expertise to handle solutions available. Today, we have technology applicable in the simplest human activities as smart products with intelligent algorithms powering them as they make error-free judgments and provide intelligent and analytic solutions.

Does technology have all the answers?

This article from Credit Suisse, tells us that technology does not have all the answers because it has been found to exhibit “similar biases,” as humans. No one can discredit the impact of technology, but it is not totally free of human input and this is the reason we experience these biases in many areas we have technology holding foot.

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Creating technological solutions transparently

This article suggests that the process of creating technological solutions be made transparent and subject to contribution from many people who would end up as users of the product – male, female, young, old, learned, unlearned and all other preferences as we have them. It also underscores the importance of having women on product development teams. This approach is not sure to eliminate all forms of bias, but it is a good way to start in order to appraise the full benefits of technology.

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Technology as the connecting tool

Technology so far has been a major connecting tool amongst us humans. It is used and appreciated by all regardless of race, language and sex. In order to keep it less subjective to these arguments about human biases. I believe we should gather opinions on products and solutions before making them available to the public. This could be done by gathering input from intended target users and receiving feedback across the stages of production.

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“Recognizing the problem is a start…success will depend on inclusive technologies that meet this vast untapped market.” This cannot be more apt especially at a time when we look up to technology for solutions. We should not muzzle our progress with technology by battling algorithm bias. The first way to avoid this battle is by reading this article here.

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