Advertising
Advertising

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.

Advertising

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.

Advertising

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.

Advertising

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.

Advertising

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

More by this author

Abhay Jeet Mishra

Writer at Lifehack & Enterested.com

Best 5 Free Partition Management Software for Windows 10 How to Constantly Make Right Decisions When Life Is Full of Uncertainties 11 College Degrees That Can Make You Feel Easier in the Job Market How Anyone Can Be a Star Candidate and Impress an Employer in 9 Seconds I Love You: To Say, or Not to Say

Trending in Product & Gadget

1 Check Out These 5 Air Purifiers If You Want Your Home Smelling Fresh 2 Never Fall Asleep On The Wheel Again 3 Misplaced Your Items? Get This Search Party 4 8 Important Factors of Website Development and Designing 5 7 of the Best Marketplaces for Website Flipping

Read Next

Advertising
Advertising
Advertising

Last Updated on October 16, 2019

11 Meeting Scheduler Apps to Boost Your Productivity

11 Meeting Scheduler Apps to Boost Your Productivity

Automations are key to improving efficiency. Set the system up right from the beginning and you’ll reduce the amount of no-shows and cancellations.

Whatever your business is, with automations, meeting scheduler apps do more than just streamline appointment setting. They prime your workflow for maximum results.

Meeting scheduler apps are awesome if you use them right. Use them wrong and you can look like an arrogant elitist.

In this article, I will share with you 11 great meeting scheduler apps you can start using today to boost your productivity.

1. ScheduleOnce

    ScheduleOnce is an industry leader and robust solution. Whether you work alone or have a large team, ScheduleOnce can support you.

    ScheduleOnce allows you to create multiple users and multiple calendars. I use one calendar for booking podcast guests with automations set up to prep my guests for our interview. I use another calendar for strategy sessions and coaching calls.

    ScheduleOnce also has embeddable widgets so you can keep the scheduler inside your own website.

    Starting at $7 a month and a 14 day free trial, ScheduleOnce can fit a variety of needs in business.

    Available on Web

    2. Calendly

      Calendly stands out for its clean, easy to use interface. If you like clean design, Calendly might be your choice. It too has robust automations and integrations for individuals and teams alike.

      You can try Calendly free for 14 days. Their basic plan is free while their most robust plan is only $12 a month.

      Advertising

      Available on Web | Google Chrome Extension

      3. Assistant.to

        For those who use gmail, Assistant.to is a super simple solution.

        From inside an email, you click on the Assistant.to icon and pick times your free. Assistant.to embeds the times directly into the email so the recipient can quickly pick a time that works for them.

        While it doesn’t have all the bells and whistles of apps like Calendly or ScheduleOnce, Assistant.to is completely free.

        Available on Web

        4. Acuityscheduling

          Acuity is a robust meeting scheduler very similar to ScheduleOnce. It integrates with CRMs, Email Marketing platforms, Analytics tools and accounting software.

          It comes with a 14 day free trial. They have a free solo account but if you want the benefit of the integrations, you’ll start as low as $15 a month and can cost up to $50 a month.

          Available on Web | iOS | Android

          5. Pick

            Built for simplicity, Pick is direct and easy to use. You can create your own url extension like pick.co/yournamehere and it integrates with Google calendar and Office 365.

            At $3 a month, this is a great tool for quick scheduling.

            Advertising

            Available on Web

            6. X.ai

              For those who are early adopters of AI, this may be the solution for you. X.ai created two AI assistants they call Amy and Andrew Ingram. After setting up your account you simply CC them on your emails with the person you’re wanting to schedule and the AI assistants will email your guests from there until your appointment is set.

              This type of scheduler feels more personal because of the dialogue. There are stories on their site of people thinking Amy and Andrew are real people. X.ai integrates with Google, Office 365 and Outlook.

              Starting at $29 a month for an Individual account and $39 a month per user for a Team account, Amy and Andrew are ready to schedule meetings for you. Want to try it out first? They do have a free trial.

              Available on Web

              7. YouCanBook.me

                is another competitive solution for scheduling meetings online. You can manage the calendars of your entire team, configure booking forms, and integrate with your calendar.

                They have a free account branded with their company name or you can have some control over your branding and appearance at $10 a month for all their features. Either way, this company is worth a look.

                Available on Web

                8. Doodle

                  Doodle is unique in the space of meeting schedulers because it helps groups of people find a time to meet that works for everyone.

                  It integrates with your calendar and allows you to send a poll to all invited. Once people vote on the poll you can see which time works best for everyone.

                  Advertising

                  You can also run polls for food preferences if you’re scheduling a lunch meeting or a section of town if people are coming from all over.

                  While there is a free account, you’ll unlock it’s potential starting at $39 per year.

                  Available on Web | iOS | Android

                  9. WhenAvailable

                    WhenAvailable is another scheduler that works for groups of people. You can use it to schedule a pickup game of basketball, decide on your next book club or book your family reunion.

                    Their free account allows up to 20 guests, unlimited events and one contact group. For $15 a year you unlock all the goodies including reminders and chat messages.

                    Available on Web

                    10. Rally

                      Like Doodle and WhenAvailable, Rallly is helpful for scheduling meetings and events with multiple people involved. You create a poll and everyone votes. It’s quick and easy.

                      Unlike Doodle, it doesn’t have as many features, but it’s entirely free.

                      Available on Web

                      11. NeedtoMeet

                        Finishing strong, NeedtoMeet is our last app that allows you to schedule meetings or events for multiple people. It has mobile apps, custom urls, easy polling, notifications and commenting.

                        Advertising

                        NeedtoMeet also allows 1:1 Meetings for things like performance reviews for your whole team. You send out the your calendar slots to your team and they can only pick 1 slot, minimizing the amount of emails and scheduling you have to coordinate.

                        While they have a free account, you can unlock all features for only $19 a year.

                        Available on Web

                        Bonus: Don’t Make These Common Mistakes When Using Meeting Schedulers

                        In the excitement of streamlining your scheduling process, it can be easy to forget the feelings of those you’re inviting to meet. I know. I’ve done this.

                        To say “Hey, schedule time on my calendar” feels colder than “Hey, here’s my calendar. To avoid all the back and forth, pick a time that works best for you.”

                        Always make sure to frame your invite with your scheduler app with the benefit to them and why we’re doing it this way rather than the old fashioned, personal way.

                        A little finesse goes a long way. Without it, you risk seeming transactional and cold.

                        Some meeting scheduler widgets you can embed in your site can take a couple seconds to load. If you go this route, make sure there’s text just above the widget that lets your guest know the calendar will appear below and to wait for it to load.

                        If you use an online meeting tool like Zoom, it’s also important to explicitly let them know the meeting will take place on Zoom and include the Zoom link in the email reminder. Many make the mistake of not clarifying where the meeting will actually take place which can create last minute chaos at the time of the meeting.

                        Should you require special settings, like ethernet, external mics or lighting, let your guests know that on your thank you page and reminder emails so they are prepared for the meeting and you end up with the best meeting possible.

                        With clear communication in your automation, your meeting scheduler tools can almost perform like a virtual assistant for a fraction of the cost, or free, depending on the app you choose.

                        The Bottom Line

                        Meeting scheduler apps are diverse in features and unique in design. Before committing to one and realizing it’s not a fit, I recommend exploring which 3 might best fit you and then doing a trial with each of them at the same time so that you can see how they feel as you use them side by side.

                        Scheduling meetings the old fashioned way can be tedious. Conversely, finding a scheduling app that works seamlessly in the background is heavenly.

                        Like cell phones, meeting scheduler apps are moving from a nice-to-have luxury to must-have necessity in the lives of productive people. As you explore your options, stay true to your brand and the tools that have worked well for you to this point and simply find a meeting scheduler app that plays well with what you have created.

                        Featured photo credit: rawpixel via unsplash.com

                        Read Next