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8 Outlook Hints Everyone Should Know

8 Outlook Hints Everyone Should Know

Outlook hints

While studying and teaching productivity habits, I’ve noticed that many people use Microsoft Outlook for their e-mail and calendar, but have no idea that this tool has many useful features built in. Here’s five hints that could improve your productivity when using Outlook.

1. Public Holidays

If you don’t want to miss public holidays, Outlook can automatically add them to your calendar and it has nearly 100 different locations to choose from!

You will not forget that October 2nd is Gandhi Jayanti in India while November 11th is Veteran’s Day in United States and Independence Day in Poland.

Outlook - Public Holidays

    To enable this, simply go to: Options (File – Options) – Calendar – Add Holidays, and choose the countries that you are working with.

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    Outlook - Public Holidays set

      They are added as All Day Events, so you can freely set reminders, apply colors and mark yourself as, Out of Office.

      2. Two Time Zones

      When you are working across multiple time zones, before you schedule any meeting it’s important to know the time on the other side to avoid setting up a meeting that might be too early or too late. Instead of fumbling around Google trying to figure it out, Outlook can help you by showing two time zones at the same time.

      Outlook - Two time zones

        To enable it, simply go to: Options – Calendar – Time zones – Show a second time zone.

        Outlook - Two time zones set

          3. Automatic Colors

          Your email and calendar can automatically apply colors to your emails and meetings based on pre-defined rules. For example, emails sent to you, when you are the only person on the “To” line, can be colored red. To do that, simply choose: View – View Settings – Conditional Formatting (or Automatic Formatting), and you can add a simple rule as shown below:

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          Outlook - Automatic Colors

            Your calendar and email have separate set of rules, but they are accessed the same way.

            4. Search Function

            A lot of people have used the search mechanism that’s available in Outlook but many people do not know how to use it effectively.

            Outlook - search

              There is a quick introduction how you could do this. It is a powerful mechanism that can save you hours and it’s definitely worth learning!

              5. Desktop Alert

              Your brain is unable to do two things at the same time effectively and every context switch costly. However, I still see many people using Desktop Alert, a distracting function that alerts you every time you receive a new email. This alert can make it hard to focus on your tasks and prevent you from working efficiently. I strongly suggest switching this off and reading more about the Pomodoro Technique.

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              To disable Desktop Alert in Outlook, simply go to: Options – Mail – disable “Display a Desktop Alert” option.

              Outlook - Disable Desktop Alert

                6. Manual Mark as Read

                By default, Outlook marks items as read when your selection changes. Often times, you can get lost in what you did or did not read which can be really annoying, because you want to keep track of the things you’ve already processed. I strongly recommend disabling that feature by going to: Options – Mail – Reading Pane – disable “Mark item as read when selection changes”.

                When you are done and want to manually mark the item as read, use Ctrl+Q.

                Outlook - Auto mark as read

                  7. Sharing Calendars

                  When you are working in a team, especially when you are not sitting close to each other, scheduling a meeting can be hard. When choosing a time, you can only see if someone is busy or not, but you will not see any meeting details. This can be solved by sharing your Outlook calendar. You may ask the whole team to do this.

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                  Outlook - Share calendar

                    After your calendar was shared, everyone will be able to access all the meetings details you have in it. If you want to prevent it for showing certain meetings and events, simply use “Private” flag and only you will be able to access it.

                    Outlook - Private Meeting combined

                      8. Keeping a Declined Meeting

                      Sometimes you want to “decline” a meeting, but still have it in your calendar. To quickly solve this problem, you may copy&paste this meeting (Ctrl+C, Ctrl+V), decline the original meeting and keep the copy.

                      Summary

                      When used effectively, Microsoft Outlook many useful features that will enable you to do your work seamlessly and as efficiently as possible.

                      What are your best hints and tricks when using Outlook? – share them with me!

                      More by this author

                      Piotr Nabielec

                      Author, CEO, Consultant

                      How to Really Achieve Goals 8 Outlook Hints Everyone Should Know 7 Things Smart Learners Do Differently 10 Ways To Have Quality Sleep That You Probably Don’t Know 9 Things You Can Do To Completely Unleash Your Potentials

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                      Last Updated on July 10, 2019

                      11 Brain Training Apps to Train Your Mind and Improve Memory

                      11 Brain Training Apps to Train Your Mind and Improve Memory

                      Whether at work or at school, people these days are under tremendous pressure to perform, perform and perform! Stress and pressure can have adverse affects on the well-being of a person, and need to be controlled.

                      Now, this doesn’t mean you make a dash to your nearest therapist. There are a number of wonderful and smart apps that you can use on your phone. These brain training apps have been scientifically designed to target specific areas of the human mind and control harmful emotions such as anxiety, as well as to improve memory and sharpness of the brain.

                      Here are 11 iPhone apps that you will not only enjoy but also find useful in keeping your mental health balanced at all times.

                      1. Lumosity

                      This app consists of games that focus on improving the user’s memory, problem-solving capability, attention span, and thinking. There are three games in each session, and they challenge the brain by changing every time. The user has to complete the games while playing against a clock.

                      Free of trial. $15 per month for the full version.

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                      Luminosity Mind training apps-Lifehack

                        2. Fit Brains Trainer

                        This brain training app has 10 sets of games that work on different areas of the brain and improve memory as well as concentration. A user is required to finish a particular task from each category on a daily basis and the app tracks the progress by a color coded graph.

                        Free.

                        Fit Brains Trainer Mind training apps-Lifehack

                          3. CogniFit Brain Fitness

                          Developed with the help of neuroscientists, this fun app improves a person’s cognitive abilities, which includes memory and concentration. The progress made by the user over a period of time can be tracked. Users can also play challenge rounds with their friends. The app also modifies the difficulty level to suit the profile of the user and provide recommendations based on the results. Spending 20–30 minutes a few times every week can give measurable improvement in the performance of a user.

                          First four games free, then $13 a month.

                          cognifit-Mind Training Apps-Lifehack

                            4. Brain Fitness Pro

                            The makers of this app claim that it can improve the IQ of a user, and improve intelligence and memory. The app is fun and is user friendly, and 30 minutes a day can fetch you results in less than three weeks.

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                            Buy for $3.99.

                            5. Happify

                            If nothing else makes you happy in life, this app will. Well, this is what the developers claim at least. This app comes loaded with lots of quizzes, polls and gratitude journals, which work on the fundamentals of positive psychology. The app also helps to control stress and emotions to make you feel better.

                            Free to use.

                            Happify-Mind Training Apps-Lifehack

                              6. Clockwork Brain

                              You will like the little gold robot that comes in every time to explain the next game you are going to play. While the games are not much different to those offered in apps such as Luminosity, the look and feel reminds me of a workshop from old times.

                              Free.

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                              Clockwork Trsin-Mind Training Apps-Lifehack

                                7. ReliefLink

                                Initially created as an app for suicide prevention, it has found its use as a great app for tracking the mood of the user by taking measure of all things relevant to the user’s mental health. In case the user experiences high emotional stress, the app has a coping mechanism that includes voice-recorded mindfulness, exercises and music for relaxation. There is also a map that informs the user of the nearest therapist and medical facilities for mental health treatment.

                                Relief Link - Mind Training Apps - Lifehack

                                  8. Eidetic

                                  Eidetic is a memory enhancement app and uses a ‘spaced repetition’ technique to help users memorize information such as important phone numbers, words, credit card details or passwords. It also notifies you when it’s time to take a test to see what you remember, so that you retain information in your long-term memory.

                                  Eidetic - Mind Training Apps - Lifehack

                                    9. Braingle

                                    Braingle helps to maintain the sharpness of the brain and improve the reasoning ability of a person through riddles and optical illusions. It is different from other brain training apps that employ memory and reaction based tests. You can also compete with your friends and family members in figuring out the fun riddles.

                                    Free.

                                    Briangle- Mind Training Apps-LIfehack

                                      10. Not The Hole Story

                                      If you have a penchant for solving hard riddles, then this app is a must-have for you. Filled with exclusive riddles along with a simple-to-use interface, the app gives you riddles that you have to solve through a book. You will be given hints along the way, and when you give up, the answers will be revealed. This app will encourage you to broaden your thinking and put your mind to a challenging test.

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                                      Free.

                                      Not the hole story - Mind Training Apps - Lifehack

                                        11. Personal Zen

                                        This fun brain training app follows the journey of two animated characters who travel through a field of grass. Personal Zen is a nice app meant for reducing anxiety and trains the brain to focus on the positive aspects. The developer’s advice is to use the app for 10 minutes a day to see the best results.

                                        Free.

                                        personal zen- mind training apps - lifehack

                                          Featured photo credit: NeONBRAND via unsplash.com

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