Work your Outlook like a Pro – 5 handy tips

If you are spending a significant amount of time on Outlook, try adopting these 5 handy features to make Outlook do the hard work for you.

Everyone is busy – and let’s face it Outlook is the center of all communication.

Even clients are preferring email to phone. Keeping up with the customer emails can become overwhelming but Outlook 2013 has several options you can set that help you automate and simplify your email experience.

Here they are:

1. Rule your emails!

Stay Organised – use rules to help you file and follow up on messages. For example, you can create a rule that contains specific words in the “Subject” line, from specific “Sender”, to be flagged for follow up, or moved to a corresponding folder.

TIP – The easiest way to create a rule is to right-click on an unopened but existing email message and highlight “Rules” and then click on “Create Rule”. A number of basic rule settings will be presented or you can click on “”Advanced Options…” to see the full list of options.

2. Show as Conversations

Seems a simple solution, but many are not using this handy feature. Email messages can be sorted by date and arranged by “Conversation” which in basic terms means the same subject heading. Particularly useful when there are group conversations.

This feature is very simple to activate. Go to the Outlook “View” Tab and activate/select the ‘Show as Conversations‘ check box.

3. Set a Future Delivery Date for Messages

This feature is quite useful if like me, you find yourself catching up on your emails out of work hours (e.g. 9pm at night or on the weekend) but you don’t wish to send or reply to your email until the following day. This feature allows you to write a email message and have Outlook send it at a future time and date instead of sending it right then and there.

Here’s how: When the email message is open, click the “Options” tab. Click “More Options” in the bottom-right corner. Click “Do not deliver before” and select a date. Click “Close.”

Note: Make sure you leave Outlook open to ensure the message is sent while you are away.

4. Managing Font Size When Sending & Reading Emails

We might be showing our age here, but Outlook does let you enlarge (or reduce) the text when reading your emails.

An easy shortcut to enlarge an email is to open your email and hold the Ctrl key on your keyboard. With the Ctrl key pressed, scroll up on the mouse scroll wheel. The font size is increased as you scroll. You can also use this method to make the font smaller.

You can also set the default font appearance when composing new messages and replying or forwarding messages. To do this, click on File, and then Options. In the Outlook Options window, click on “Mail” in the left hand side menu and then click on the “Stationery and Fonts…” button, Click on the “Font…” under “New mail messages” or “Replying or forwarding messages” to modify the default font settings such as font family, style, size, and color.

5. Minimise Outlook to the System Tray

What does this mean? The translation is instead of minimising your taskbar, you can minimise the system tray. Which means, if you have several programs open at the one time it is more convenient to have an icon in the system tray rather than take up space in the Windows taskbar. Outlook will still send new email notifications, and you can instantly open new messages directly from the system tray. Right-click the Outlook 2013 icon in the notification area in your Windows taskbar. Click “Hide When Minimized” in the menu. The next time you minimize Outlook, it will set an icon in the Windows system tray.


We can help you!

In case you’re still unsure about the process or if you need further assistance, feel free to give us a call or drop us an email. Our team of experts will be sure to offer a helping hand.

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