Favorite Tips And Tricks For Office 365: Outlook

Whether you’re a student at an academic institution, an employee at a corporation , or simply the typical person with a Gmail account, email is probably going to be an enormous a part of your day. So, to avoid being trapped during a mess of messages, it's always best to use some kind of software to assist manage your inbox.

Microsoft Outlook with great care happens to be one among the foremost popular desktop solutions for just that, and it's included for free of charge with Office 365 subscriptions. during this guide, we’ll take a better check out a number of the ideas and tricks in Outlook that you simply can leverage to manage and send emails with the utmost efficiency and productivity.

Use Outlook hotkeys

During your busy day, you would possibly not always have the time to tug your mouse over icons to accomplish common tasks like composing, replying, or forwarding messages. Luckily, a bit like in Microsoft Teams, there are several Outlook hotkeys that you simply can use. These hotkeys can prevent time by skipping menus. We’ve gathered a couple of of our favorites below.

CTRL + Shift + M: Creates a replacement message

CTRL + R: Opens the reply window

CTRL + F Opens the Forward window

CTRL+ Shift+ R: Opens the reply window, to reply to a whole group

CTRL+K: are often wont to insert hyperlinks into emails

CTRL+ Shift+ G: Flag a message

F4: look for text in an email

CTRL+ 3: Opens the contacts list

CTRL+ 2: Opens Outlook calendar

Our list is simply the beginning of the shortcuts. Microsoft features a deep dive into more Outlook hotkeys right here, so be happy to see it out.

Using Outlook resize tool to send large picture files

One of the pains of emails (and Outlook) is that there's a 20MB limit for once you want to send pictures or files in your messages. No got to worry though, as there's a workaround to the present . Outlook has an automatic resizing feature which will be wont to hamper on image sizes before sending your emails out.

After you’ve composed your new message and attached all of your photos, you'll find the choice by heading to the “File” tab on the highest left side of the window. you'll then click the yellow box that says “Image Attachments” Finally, you'll choose “Resize large images once I send this message.” Typically, this may reduce files from MB to smaller sizes in KB. confine mind though, that this feature will only work if you’ve attached the photos by using the Insert files button. Images embedded directly within the email won’t be resized together with his method.

If all else fails, you'll always send your attachments as a zipper file.

Combine the facility of OneNote with Outlook, or save emails as PDF

Outlook is great on its own for managing emails, but it can also be paired with the facility of the note taking app OneNote. as an example , once you note and plan items in OneNote 2016, you'll transfer it over as an Outlook task. to try to to this in OneNote, highlight the words that you simply want as a task, then within the menu that shows up, click the arrow next to the “Outlook Tasks” button to settle on a reminder.

You also can transfer any email from Outlook right into OneNote to assist you price the e-mail , and even schedule tasks. to urge started with this feature, select the “Home” Tab on your Outlook inbox, then click on the e-mail you’d wish to send to OneNote. Then, click the “Send To OneNote” icon. If you’re signed into OneNote with an equivalent account, this may open up a version of the e-mail OneNote Microsoft Store desktop app, allowing you to edit it as you please.

As an alternate method, another good way to markup emails would be to save lots of it as a PDF file, you'll do that by getting to the “Print” menu, choosing Microsoft Print to PDF, picking a folder, then pressing “Save.” you'll then navigate to seek out the PDF file, and open it in Microsoft Edge and write all the notes as you please.

Backup your emails to avoid accidents

When you’re managing your email accounts across various devices, things can sometimes fail . you would possibly accidentally delete a crucial message, or a message are often misplaced. Well, you'll easily copy your emails in Outlook to avoid such embarrassing situations.

One of the simplest ways to copy important emails in Outlook on Windows 10 is to easily highlight the message then drag it into a File Explorer window. this may cause it to point out up as an Outlook Item, and if you double click it, the message will still open in Outlook, regardless if it had been deleted from the server or inbox.

You also can export your entire mailbox as a .PST file manually on a daily basis. you'll do that by heading to your inbox, clicking “File,” then “Open and Export.” Next, you'll click on the “Import/Export” button and choose the “Export to file” button. Complete the wizard by choosing .PST, then clicking the folder you’d wish to export (in this case, the Inbox.) you'll then choose where you would like to save lots of then click finish. If you would like , you'll password protect it, but this is often optional.

Opening and importing back the .PST file into Outlook is straightforward , simply head back to the “File” menu, click “Open and Export,” and choose “Open Outlook file .” Once you open the PST file, this may create a replacement area on the left panel referred to as Outlook Data. That’s the new home to your protected messages.

Use the pack up tool to purge messages

Nothing is more annoying than a full inbox, but Outlook features a built-in tool to assist you purge all the unwanted messages. To use this tool, right-click on an email conversation you’d wish to pack up . Outlook will then offer you a warning prompt and can send all redundant messages over to the Deleted Items folder. Outlook considers an item redundant if it appears quite once within a message thread. this is often especially useful for cleaning up long email conversations.

You also can use an equivalent tool to wash up folders, simply visit the folder you would like to wash up, and click on on the “Home” tab, then click on the icon of an envelope with an “X” over it under the “Delete” group.

…And that’s just the beginning!

We’ve only highlighted five tips and tricks in Outlook, but there’s plenty more that you simply can do. you'll secure your Outlook data with a password, found out professional-looking email signatures, found out rules for your inbox, schedule messages, and many more. Will you be checking any of those out? allow us to know within the comments below if you've got the other Outlook tips and tricks.

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