Ways To Save Time When Using Microsoft Outlook

You probably spend a lot of time managing your email on Microsoft Outlook. Luckily, there are ways you can save time in Outlook. Here are ways you can save time working with your Outlook email.

Ways To Save Time When Using Microsoft Outlook

You probably spend a lot of time managing your email on Microsoft Outlook. Luckily, there are ways you can save time in Outlook. Here are ways you can save time working with your Outlook email.

Rules

Rules allow you to turn your Outlook into a personal assistant. Rules are simply instructions that process your messages using customized actions. To create a rule, right-click and choose rules then create a rule. You can also find rules under the Home tab.

Favorite folders

Going back to a folder in Outlook takes plenty of time. What you can do is take advantage of favorites to move a folder. The favorites’ folder is above the navigation. You can add a folder to favorites using different options such as dragging it or choosing the folder you want from folder tab in ribbon.

Convert an email to an appointment

You can also save time by moving your email to an appointment. To do that, hold the right mouse button, drag down to your calendar in the navigation, and release the mouse. You have the option to move the message and create an appointment with the attachment, copy it, or have a shortcut to the original message.

Read aloud

You can hear the text of the email by using the read-aloud feature. To enable the feature, go to file > options and choose ease of access. Select show read aloud.

Dictation

You can use speech-to-text to create content. However, the feature is only available to Microsoft 365 subscribers with the outlook desktop app. You can use dictation from a new message or reply. You’ll find it under the message tab of the ribbon.

Delay delivery

You can take items off your to-do list by creating a message with delayed delivery. In the more options group chose delay delivery.

Quick steps

Use quick steps in Outlook to apply multiple actions to a message with one click. You’ll find quick steps in the Home tab ribbon. The default quick steps in Outlook include moving to a folder and creating a message to a team.

Quick parts

Use quick parts to store and reuse boilerplate text and content you want to use on an ongoing basis. To create a quick part, open up a new message, and type the text you want to reuse. Highlight text you want to store as a quick part, go to insert in the ribbon tab, and on the right-hand side, you’ll see quick parts.

Quick access toolbar

You’ll find the quick access toolbar above the ribbon tab. It has some preset options that include send, receive, and undo. To use the quick parts, look for the drop-down arrow to the right-hand side. You’ll see commonly used actions in Outlook such as to reply and reply all.

Now you know ways to save time by managing email in Microsoft Outlook. If you need support with Microsoft Technologies, feel free to contact us.