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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 9, 2019

10 Best Calendar Apps to Stay on Track in 2020

10 Best Calendar Apps to Stay on Track in 2020

The success of our day is largely dependent on the quality of our planning. Not to miss out anything in their to-dos, some people prefer to make a list of upcoming tasks in a notebook, while others have long started using digital technology solutions.

Calendar applications are some of the main tools that are worth using to organize our life and plan your time carefully.

Many people have switched to specific tools; however, there are still some who do not use calendars on a daily basis. They may find some applications uncomfortable to use, non-functional, or expensive.

In this article, we are going to check out the best calendars apps to help you stay organized.

1. Cal Calendar

    Cal Calendar has recently appeared on the market of mobile applications (Android, iOS). It is the brainchild of the development team of Any.do that features impressive functionality and well-thought-out design.

    The application comes with many great features, including support for Exchange and Google Calendar, widgets, voice recording, and many more.

    Cal Calendar has direct integration with Any.Do To-Do List, which gives you a unique tandem of two applications.

    Apart from its extended functionality, Cal Calendar is easy to use. The creation of events is very simple and fast.

    What is more, depending on the name of the event, the application automatically adds contacts and geolocation data to the entry description. You can even import your lists and entries from Any.do.

    Cal Calendar is a great option for any type of user. It is very convenient and doesn’t overcomplicate the mode of display.

    Another good thing is that this tool is available for free, so you can use it without spending a dime for the software.

    Available for iOS and Android

    2. Google Calendar

      Google Calendar is the official calendar for Android devices that has been tested out by many users around the globe. If you are right now trying to get away from it, consider changing your mind.

      Since this application is installed on most Android devices by default, many users think that there is nothing special in this program. They are wrong.

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      Google has been updating its calendar for quite a few years, and now it comes in Material Design with advanced event features, direct integration into other Google services (for example, supports reminders and Google Now), and comes with Exchange support.

      The program is super easy and will not cost a dime for you. It is a good thing, right?

      Available for iOS and Android

      3. Jorte Calendar

        Jorte Calendar is one of the most popular calendar applications in the Google Play store.

        The program features a wide range of configuration options, with many design alternatives. You can adjust display mode to your needs and view calendar entries sorted by month, week, or day (by hours). It is convenient for quickly picking the desired date, using task bars, and setting reminders.

        Apart from its ordinary information storing function, this application can be a special cloud service, Jorte Cloud, allowing you to synchronize calendars, schedules, and task lists on multiple devices. The application also supports data importing from Google Calendar.

        For those paying attention to the program design, there is also Jorte Store, where you can buy styles and icons to personalize the calendar. This feature makes Jorte is one of the brightest calendar applications.

        A basic version of the app is free of charge, so if you do not want to spend money on a calendar application, it is a good option.

        Available for iOS and Android

        4. Business Calendar

          Business Calendar is geared towards people who use their calendar for work purposes and business task planning. It offers different modes with wide configuration capabilities.

          The application gives a default view mode by months, and events can be marked in different colors. Display modes/ sorting can be adjusted to your needs (by month, day, year, or events).

          You can also set a multi-day viewing mode to see how things look for the next few days. Scrolling up and down moves you by month, and if you check a few days, they will be shown in a more detailed form.

          The day display mode offers hourly scheduling, and the schedule mode provides a detailed schedule for a single event.

          Business Calendar is a great tool for planning/ scheduling cases, tasks, and events. There is a support for recurring events, which can be set up in just a few clicks.

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          Having purchased software, you can use it to import and export other calendars, delete, copy, or move several events at the same time.

          Android Business Calendar application may seem somewhat chaotic, but it works fine and is easy to work with if you play with it for a while.

          A full version of the application is available for $4.99, but you can also find a free version for the app test drive.

          Available for Android

          5. Calendar

            Calendar is a relatively new app. It works as a web app and for both iOS and Android devices. It is an intelligent app that learns your contacts, schedule and tasks. It also helps you schedule and arrange meetings according to your available time slots.

            A good thing about Calendar is that it allows you to sync up with other calendars you use such as Apple Calendar and Google Calendar. And so you can manage all the calendars you have in one place.

            Calendar also gives you analytics of your meetings, giving you a clear picture on how you can improve your time management.

            Available for Desktop, and iOS

            6. aCalendar

              aCalendar opens our collection of top 10 calendar applications available on the market today. With its appealing design, easy navigation, and great functionality, it is one of the most popular calendar apps in our list.

              Some of extra functions include color schemes for each case type (48 colors to choose from), different types of demonstrations, different widgets, moon phases, and much more.

              Taking into account it functionality, aCalendar is a reliable calendar application that has an easy-to-navigate interface with three display options. Scrolling from side to side allows you to switch between the display modes of the month, week and day.

              When scrolling down and up, you are moving through the calendar at intervals in accordance with the selected display mode.

              Apart from its time planning feature, aCalendar synchronizes photos from contact lists or social networks to remind you about birthdays, anniversaries, or any other special dates.

              The program also supports data transfer through NFC and full-screen widgets, which eases your work with any data.

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              The program is available for free, but you can also get even more features if you buy the extended version of software for $4.99.

              Available for Android

              7. DigiCal Calendar

                DigiCal Calendar is very similar to Cal Calendar in the fact that the application focuses on design more than on its functionality. However, this doesn’t mean that the application doesn’t serve the purpose.

                With this calendar application, you can synchronize all your calendars and view them in different ways.

                Along with the basic functions, this program comes with support for Google Calendar, Outlook, and includes some unique and interesting features. You can match keywords to the image or set up a dark theme.

                The app can even show you the weather forecast for three days. There are many other features that deserve the attention of people who really like to use calendar applications.

                Available for Android

                8. SolCalendar

                  SolCalendar can be called a universal application. It claims to be an all-in-one digital solution having a basic calendar functionality combined with some other advanced features, such as weather forecast for a specific day.

                  The application supports Google Calendar, as well as tasks, widgets, lunar calendar and even Foursquare.

                  Those searching for a calendar application to cover just everything in its functionality, SolCalendar is a program to consider. There are a lot of interesting things in this application; the program does an excellent job working in “all-in-one” mode.

                  Test SolCalendar – the application is available for free. You can test it out without purchasing the service.

                  Available for Android

                  9. Today Calendar

                    Today Calendar is one of the most hip and edgy calendars in our list. The solution was one of the first ones that really embraced Material Design and remains one of the few that adhere to the neat style.

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                    The calendar application offers bold colors, simple controls, and great functionality. This is not as heavy an application as many others; it will not eat all the memory of your device.

                    If you are not searching for something complicated and over-functional, Today Calendar is what you need. You can always test the application before paying for it – the program is available for free.

                    Available for Android

                    10. Calendar Widget: Month

                      Sometimes people do not need a heap of calendar applications. They would prefer to have one efficient calendar widget.

                      Calendar Widget: Month perfectly fills this niche and meets all the needs of a modern user. It has some features of an ordinary calendar, but the real great thing about this software is that it has 80 or more themes in its library.

                      The design of the application is great; the themes are perfectly tuned. There are options for almost any theme of your smartphone. The only drawback is the fact that the widget memory is not too large, and you should be ready for it.

                      This simple calendar widget was created in the image and semblance of widgets from Yahoo. The widget window displays one calendar month with the ability to go to the previous and move to the next one.

                      If you need a simple and affordable calendar to plan your tasks and affairs for one month, this widget is ideal for you. Calendar Widget: Month is so simple that it does not even have Google Calendar support.

                      At the moment, it does not have the function of connecting any third-party calendars and services. Developers allow the possibility of introducing support for Google service as an addition to the widget, if users request to have this opportunity.

                      Available for Android

                      Our Verdict

                      Searching for the right application to manage your various calendars and plan your busy day can sometimes turn into a streak of obstacles.

                      Most of us need flexible applications that can be easily used to manage our tough schedule. The application should have all necessary time planning functions and be intuitive.

                      Stylish design and limitless compatibility also matter. It is not always easy to find such a program.

                      The above digital calendar solutions fall under the category “worth” of being used. They are modern, multifunctional, easy, and easy. Pick the one you like!

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                      Featured photo credit: Unsplash via unsplash.com

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