Outlook: Tips and Tricks

Get tips and time-saving shortcuts to make you an Outlook power user.

Introduction

• Become an Outlook power user

1. Top 10 Tips and Tricks (+ 1)

• Get an advanced look at features
• Find a contact in seconds
• View Outlook in multiple windows
• Peek into another app
• Add people to Favorites
• Flag messages for the To-Do List
• Create new items with drag and drop
• Listen to your emails
• Enter natural language dates
• Create a group
• Extend Outlook with add-ins

2. Organize Your Inbox

• View your inbox your way
• View by conversation
• Work with folders and subfolders
• Delete old messages
• Archive messages

3. Manage Incoming Messages

• Speed read your email
• Use Quick Steps
• Color-code important messages
• Automate rules for incoming messages
• Make use of Favorites
• Find an email
• Use search folders

4. Send and Reply to Messages

• Set your default address book
• Skip attachments with OneDrive links
• Make great use of your Drafts folder
• Add a hyperlink to an email
• Check and address accessibility issues
• Flag a message for the recipient

5. Stay On Task

• Seven ways to create a new task
• View the tasks list and edit tasks
• Set task reminders

6. Tips and Tricks for Calendars

• Display a custom range with the Date Navigator
• Assign categories
• Reschedule appointments and meetings
• Clone an appointment
• Change the time scale
• Show three time zones
• Show time zones in an appointment or meeting

7. Tips for Working with Contacts

• Add a photo to a contact
• Map a contact address
• Share contacts with colleagues
• Make personal contacts private
• Create a contact group
• Connect to contacts on LinkedIn
• Set up Outlook for mail merge with Word

8. More Tips and Tricks

• Work offline
• Customize the folder (navigation) pane
• Customize the Quick Access Toolbar
• Reuse frequently used text with Quick Parts
• Reply automatically with a specific message

Conclusion

• Next steps