Tip 1 Avoid Duplicating Emails, Use Outlook Templates
Ever find yourself writing the same email over and over? A quotation for a customer, a supplier enquiry, a feedback request? If so, you should be using Outlook templates. When you create a template in Outlook, standard text and even attachments are stored so that they can be easily re-used at a point in the future. Here's how...
Tip 2 My Fave 3 Find Features
Tip 3 - Create an Outlook Item from your Clipboard
Copy any text to your clipboard, then in Outlook press Ctrl-V. Outlook creates a new message (or note or whatever item, depending on the folder you're viewing) with the text already pasted.
So instead of creating a new item in Outlook, and then copying and pasting text in, you do both in one step.
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Tip 4 - Turn off Email Conversations (Grouping of Emails)
I don’t like Conversation View and how it groups emails together as it requires additional clicks to get to a specific message within a conversation. It's particularly common if you're using the web app version of Outlook.
Also, it makes it difficult to find a message. I couldn't find a message which I received last week and then discovered it under “Yesterday” under a different “From” name of someone who replied later! I'll show you here different ways to de-activate this and how to do the same on your I-Phone too.
In Outlook on the Web, you’ll find a drop down link at the top right of your message list. When you click on this link, you can select various filters and sorting methods.
At the bottom of this list, you’ll find a section where you can choose between “Messages” and “Conversations”. Select “Messages” to turn off Conversation View. The screen shot below shows Outlook 2013 which is similar.
How to Turn Off Threads in Mail on the iPhone 6
Tip 5 - Group and Sort
To quickly sort by a column click on its heading to sort ascending and then again to sort descending. You can also remove a column by dragging it away from the title row and Arrange By to group emails together.
Tip 6 - My Favourite Outlook Shortcut Keys
Tip 7 - Outlook Notifications
If you receive a lot of messages or are easily distracted by the notification sound that plays for incoming messages, you may wish to turn off the following options:
In File, Options, Mail under the Message Arrival section untick 'Display a desktop alert' and any or all of the other options shown below.
Tip 8 - Advanced Search
A really useful button to add to the quick access toolbar in Outlook is the Advanced Find button. A normal search in Outlook will only search the email subject by default so if you want to search the message body or search against other criteria such as importance, from etc you'll need to add this button.
Tip 9 - Add an Email address to Your Contacts List
The next time you receive an email from someone and you want to add them to your contacts...