Outlook 2016: Tips and Tricks

Get tips, tricks, and keyboard shortcuts that will increase your efficiency with Outlook 2016.

Introduction

• Welcome

1. Top 10 Power Shortcuts

• Find a contact in seconds
• View Outlook in multiple windows
• Peek into another app
• Add people to Favorites
• Flag messages for a to-do list
• Create new items with drag and drop
• Color-code important messages
• Enter natural language dates
• Create a group
• Displaying a custom range with the Date Navigator

2. Organizing Your Inbox

• View your inbox your way
• View by group and by conversation
• Work with folders and subfolders
• Make use of Favorites
• Delete old messages
• Stay organized with shortcut keys

3. Managing Incoming Messages

• Speed read your email
• Change the Mark as Read setting
• Use Quick Steps
• Assign categories
• Automate rules for incoming messages
• Deal with junk mail
• Find an email
• Use search folders
• Archive a message (in Office 365)

4. Sending and Replying to Messages

• Shortcut keys for sending emails
• Use your address books
• Set your default address book
• Use Bcc, or not
• Quickly attach files
• Skip attachments altogether
• Set up signatures
• Make great use of your Drafts folder
• Add a hyperlink to an email
• Delay an email in the outbox

5. Creating Special Use Messages

• Share your calendar via email
• Flag a message for the recipient
• Insert a screenshot
• Conduct a vote via email
• Send business cards and contacts via email

6. Staying On Task

• Display the To Do bar
• Seven ways to create a new task
• Five ways to view and edit tasks
• Set task reminders

7. Tips and Tricks for Calendars

• Reschedule appointments and meetings
• Create recurring calendar items
• Clone an appointment
• Change the time scale
• Show two time zones
• Show time zones for an appointment or meeting
• Search the calendar
• Use calendar shortcut keys

8. Tips for Working with People

• Add a photo to a contact
• Map a contact address
• Share contacts with a colleague
• Making personal contacts private
• Create a contact group
• Views for contacts
• Link and unlink contacts
• Mail merge with Microsoft Word
• Work offline

9. More Tips and Tricks

• Customize the Navigation pane
• Customize the Quick Access toolbar
• Use Outlook Today
• Set start and exit options
• Reuse frequently used text with Quick Parts
• Reply automatically using a template

Conclusion

• Next steps