Archive for the ‘Time & Email Management for MS Outlook©’ Category

Tools That Make MS Outlook Super-Easy to Use!

Tools That Make MS Outlook Super-Easy to Use!

You probably use Microsoft Outlook for email and calendar management, but little do you know that there are actually features that are designed for the ease of users to access their emails and manage their schedules on Outlook.

I want to share this article on Puryear-it by CEO Dustin Puryear, who has written about the little-known Outlook hacks to help users save time while using Microsoft Outlook for everyday work. Here are some of the tricks:

  1. Set inbox to show only unread emails to make it easier to manage their unread emails as the inbox clutter may cause one to lose track of emails.
  2. Keyboard shortcuts that will save users time
  3. Microsoft Outlook Quick steps to create automated set of actions for easier accessibility
  4. Manage your emails manually with ‘inbox CC’
  5. Friendly Microsoft Outlook templates
  6. Create a folder for your mails

Learn about the hidden tricks here:

10 Tricks for Working More Efficiently in Microsoft Outlook

10 Tricks for Working More Efficiently in Microsoft Outlook

Microsoft Outlook has many powerful features that you may not have discovered…yet! These tricks will be useful for all Microsoft Outlook users that make managing emails and contacts way easier.

Recently, I came across this article on TechRepublic written by Susan Harkins, which I think is an article that all Microsoft Outlook users should read to learn about different options that Outlook has to offer to easily manage your emails. Here are the tricks that would help one easily manage their emails on Microsoft outlook:

  1. Save a few keystrokes when entering dates
  2. Control how you print notes
  3. Print e-mail when it arrives
  4. Store sent mail efficiently
  5. Create a Flags toolbar
  6. Modify the scope of your Calendar work week
  7. Use colour to identify messages from specific senders
  8. Distinguish incoming mail from existing mail
  9. Force replies to reach multiple recipients
  10. Create a temporary work week in the Calendar

Read the rest of the article here:

25 Keyboard Shortcuts on Microsoft Outlook to Save You 15 Minutes a Day!

25 Keyboard Shortcuts on Microsoft Outlook to Save You 15 Minutes a Day!

Do you use Microsoft Outlook to handle your email? Here are 25 keyboard shortcuts that will save you time. It’s a great idea to learn about these new tricks so you can easily handle your emails, contacts and calendars on Outlook.

Blogger Cambria Davies, author of the article on Hubspot has compiled the best Outlook shortcuts that would save users the hassle and time when accessing your Outlook email.

Here are the keyboard shortcuts:

  1. Open a new message: (Ctrl + Shift)
  2. Open a received message: (Ctrl + O)
  3. Send and receive all: (F9)
  4. Select all: (Ctrl + A)
  5. Delete item: (Ctrl + D)
  6. Mark selected message as read: (Ctrl + Q)
  7. Mark selected message as unread: (Ctrl + U)
  8. Flag message for follow up: (Ctrl + Shift + G)
  9. Open a new task: (Ctrl + Shift + K)
  10. Switch to the inbox/outbox: (Ctrl + Shift + I)
  11. Go to the Search box: ((F3)
  12. Reply: (Ctrl + R)
  13. Reply all: (Ctrl + Shift + R)
  14. Forward: (Ctrl + F)
  15. Mute Thread: (Ctrl + Delete + Click Ignore)
  16. Switch to next message: (Ctrl + .)
  17. Switch to previous message: (Ctrl + ,)
  18. Send: (Alt + S)
  19. Save as draft: (Ctrl + S)
  20. Insert bulleted list: (Ctrl + Shift + L)
  21. Insert a hyperlink: (Ctrl + K)
  22. Left/ center/ right align text: (Ctrl + L) , (Ctrl + E), (Ctrl + R)
  23. Spellcheck: (F7)
  24. Move to the Subject field: (Alt + J)
  25. Close the active window: (Alt + F4)

Read the full article here:


How to Send Emails on Outlook without Using Mouse?

How to Send Emails on Outlook without Using Mouse?

Did you know that you can send an email using Outlook without using your mouse?

Emails are a part of our everyday work. Every day, there are millions of emails sent out from organisations to customers and employees to each other during work. Wouldn’t it be easier if you can just send your emails with just a few keyboard shortcuts?

To all Microsoft Outlook users, this is a time-saving tool that you should try. Tech blogger, Gina Trapani has written an article about the useful keyboard shortcuts that Outlook users can learn about sending emails without the need to do any clicking!

Learn how to send emails with just a few keyboard shortcuts that would save you a few clicks.

1. Use Alt+Tab to switch to Outlook.

2. If you’re looking at anything other than one of your mail folders (like your Calendar or Contacts), hit Ctrl+Shift+M to open a new mail message, otherwise just hit Ctrl+N.

3. Hit Ctrl+K to type the name of the recipient

4. Use the TAB key to navigate between CC:, BCC: and Subject fields

5. Hit TAB to enter the main text area of the email, type the body of your message.

6. Invoke the SpellCheck utility using the F7 key. Use the TAB key to navigate, making changes as needed.

7. Once you’re ready to send, hit Ctrl+Enter.

 Read the full article here:

Related Article: Are You Using Outlook’s Keyboard Shortcuts?

8 Useful Features of Microsoft Outlook that You Should Try!

8 Useful Features of Microsoft Outlook that You Should Try!

Many people have no idea that Microsoft Outlook has a lot of features built in that would make it easier for users to use it. Today, I came across this article on the Lifehack website, from  Piotr Nabielec that I think would be helpful in improving your productivity.

These tools will also be helpful for people who are working across multiple countries and on different time zones. You can learn about these tools on Outlook which include setting up an appointment with multiple time zones, searching for specific emails with keyboard shortcuts and many more. It’s a great idea to learn about these functions and benefit from them when using Outlook:

1. Add the public holidays to your calendar
Go to Options (File – Options) – Calendar – Add Holidays

2. Schedule a meeting that shows two different time zones at the same time
Go to Options – Calendar – Time zones – Show a second time zone

3. Apply colours to specific emails and meetings for easier access
View – View settings – Conditional Formatting (or Automatic Formatting)

4. Keyboard shortcuts to Search
Press (Ctrl + E)

5. Disable the ‘Desktop Alert’ that notifies you every time you get a new email
Go to Options – Mail – disable “Display a Desktop Alert” option

6. Manual Mark as Read
Go to Options – Mail – Reading Pane – disable “Mark item as read when selection changes”

7. Share calendars to let others have access to the details on your calendar
Right click on your calendar and click ‘Share Calendar’

8. Remove the rejected appointment/meeting on your calendar
Press (Ctrl + C, Ctrl + V)

Read the rest of the article here:

Should You Limit Your Desktop Notifications?

Should You Limit Your Desktop Notifications?

It’s very distracting when you see or hear the “you’ve got mail!” notification. However, what if you still want to only be reminded of a new email that you consider is important?

To do this, first you’ll turn off all desktop alerts under the Mail Options, then create an Outlook Rule to display alerts for messages from specific people sent only to you.

Make Sure You Use Outlook’s “Quick Steps”

Make Sure You Use Outlook’s “Quick Steps”

If you are unfamiliar with Quick Steps, Quick Steps is the fantastic feature Microsoft launched with Outlook 2010. Quick Steps are quick and easy shortcuts to any multi-step action. For example, you can instantly move any email in your inbox to a specific folder and mark the email as “read”. Or, you can quickly forward an email you have in your inbox to your manager, whilst flagging too. Quick Steps is easy to learn how to use and makes quick work of any laborious or repetitive tasks. And the best news; you can make your very own Quick Step actions.

Are You Using Outlook’s Keyboard Shortcuts?

Are You Using Outlook’s Keyboard Shortcuts?

One way to manage your email faster is to learn how to use the many keyboard shortcuts you’ll find Outlook has ready to go. Outlook has many specific keyboard shortcuts so you won’t need to spend time moving your mouse around through Outlook’s many menus. It’s a good idea to get to know the shortcuts that you use most and when you do, you’ll be blasting through your Outlook emails and tasks in no time at all.

Ctrl+R: reply to email

Alt+R: reply to all in email or switch to the work week calendar view

Alt+W: forward email or switch to the weekly calendar view

Ctrl+M: F9 to Send/Receive all

Alt+S: Send email

Ctrl+G: open the “Go to date” dialog to jump to any date in the calendar

Microsoft Outlook Training Seminar Course

E-mail overload is something facing most managers and employees in the workplace today. Without the right E-mail management strategies, managers and employees can manage a large inbox while focusing on the other important aspects of their daily work.

Email has become the most popular mode of business communication in Australia today. The conundrum we all face is that in addition to making communication easier, the sheer volume and immediacy of email has made it a source of stress for many managers and staff.

Are you or your people constantly facing growing inboxes of email that leaves you overwhelmed? Why was I sent this? Do I need to read that now? Am I to action this email now or later? Also, with the growing popularity of e-mail-enabled mobile devices like the Blackberry, these frustrations only follow people home…. after hours!

Would you like to have your managers and employees become better in using Microsoft Outlook? Did you know that we can bring this training seminar to your organisation as a customised Microsoft Outlook training seminar and professional development program in Melbourne, Sydney, Brisbane, Canberra, Adelaide and throughout Australia. Each of our Microsoft Outlook training programs is customised to your specific Microsoft Outlook training needs of your people.

During the training, your people will learn the following:

  • Save time and trouble by knowing when to use email—and when not to.
  • Improve email finding and filing by following our Outlook™ strategies.
  • How to action email for the many people who don’t read well on a screen.
  • Manage your in-box efficiently by using the power of Outlook™.

Today, 97% of knowledge workers in Australia use email on a daily basis.

What’s ironic is the rarity of training programs on how to use email properly. To make matters worse, many organisations don’t even offer their people printed information, training or instructions in approved email practices. And those that do have a set of simple guidelines often won’t explain the best methods for successful email management and email writing skills.

The one-day Zero Inbox!© seminar is designed to introduce managers and staff at all levels to the important aspects of skillful email management (using MS Outlook™), as well as learning the art of effective writing and responding to email. It’s important to remember that writing email doesn’t cancel the old rules of good writing etiquette.

In Zero Inbox!© seminar, we focus on what matters most in organising, sorting, writing and using email so that this ever-demanding and increasing communication medium works better for you and your organisation every day.

Through real-world e-mail writing exercises and a live demonstration of Outlook™, participants learn how to control their email more effectively and efficiently, while writing emails that get read and actioned.

To speak to a Success Institute consultant and to learn how this Microsoft Outlook training can be customised for your organisation and delivered in-house to any Australian city or regional area, please contact us today to learn more.