When asked “What do you want to do with the message? Click defer delivery by a number of minutes. If you are ever worried you will send an email out with errors or to the wrong person, it is a great idea to delay all your emails by a minute to give you the time to realise your error before it is too late.įor this you must create a rule, click File, Manage Rules and Alerts, New Rule, Apply Rule on messages I send, click Next, then Yes. Avoid embarrassing mistakes with Delayed Delivery To use this feature, when you go to set up a meeting and add the attendees and location, click the Scheduling Assistant tab and it will show what times are available. If you have to setup conference rooms, scheduling assistant xan also do this for you. Scheduling assistant helps reduce the amount of time it takes to book meetings as it suggests times that colleagues are free. A rule can be created by clicking File, Manage Rules and Alerts Easily set up meetings with Scheduling Assistant Constant notifications from emails and having to sort these emails into folders manually will reduce productivity. In Outlook you can set rules for sorting email and notification settings. Set rules to organise emails and notifications In the date field you are able to type phrases such as ‘next Monday’ or ‘2 weeks from now’. You can create calendar invites without even scrolling through your calendar. Create calendar events with phrases rather than dates You can schedule emails by clicking Options, More Options, Delay Delivery. You can schedule emails to be sent at the start of a business day, sometimes you may draft an email out of hours and not want to send it then, so this can be a very helpful tool. In here choose your preferred time and date and check the box for Do not deliver before. You can schedule the email to be sent at the start of the business day by clicking Options, More Options, Delay Delivery. Sometimes you might draft an email ready to send, but it is outside of work hours, and you don’t want to be emailing someone on their weekend or time off. Each folder can be named, and rules can be created so emails can automatically be sorted and moved to folders. To create a folder, right click the inbox and click ‘New Folder’. If you spend time organising your emails into folders it will save you so much time in the future. Here are 10 tips to help you work smarter in Outlook. Although it is such a popular application, there are many features that lots of people dont know about that can increase productivity. Outlook has gone through many changes and is now one of the Microsoft applications that most people use daily. To get started, head to the menu bar of your inbox and click “Sweep” and “Sweep Up Folder.” A dialog box appears where you must hit “Clean Up Folder.” And that is how easy it is to organize in terms of cleaning the clutter.What Outlook tips and tricks can you use? To clean the clutter, duplicate emails are deleted and conversations would be grouped into one thread only. Outlook has a clean-up feature so you never have to organize multiple unread emails while you were gone for a long vacation or rest. Tap “New category” if you need to add an extra category, and don’t forget to choose a color code per category. Next, choose “All Categories.” Select any category and you can rename each category name too. Head to your Outlook inbox and click “Category” from the ribbon. Just pick a message or a bunch of emails and click “Archive.” Then, view your flagged messages when you click “Filter Email” and “Flagged.” Moving forward, maintain a clear inbox without having to delete emails by archiving. You can flag an email for follow-up when you click an email and tap “Follow up.” Then, you can flag messages for today, tomorrow, this week, next week, or any other option.
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