Out of the Box Solutions Blog

Tip of the Week: Outlook’s Tools

Tip of the Week: Outlook’s Tools

Email is commonplace in offices all over the world, but it can be difficult to keep all of the information sent your way organized. Users of Microsoft Outlook 2016 will find that the program has many tools to take advantage of for improved communications and organization. This week’s tip will explore some of them.

Search Folders
Anyone who works in an office surely receives more messages than they can possibly handle all at once. Of course, there are also many emails that you can’t miss out on, as your daily work duties depend on them being read and acknowledged. Outlook 2016 provides a way to make sure important emails aren’t forgotten with its Search Folder function.

Search Folders are an easy way to automate your inbox organization. There are options to sort by conversations with specific people, mail that’s been flagged for follow-up, or messages that contain specific words into their own folders. This helps you customize the way you view your inbox, minimizing the number of messages you have to sift through to find what you’re looking for. You can further customize the search criteria by right-clicking on Search Folders in the side panel and select New Search Folder. You can then assign options as you see fit.

In the bottom-left corner of your Outlook window, you will see five small icons. These icons are Peeks. They prevent you from flipping between applications to keep yourself on track. The first one is your mailbox, which is what you’ll see when you first open Outlook. The others will give more utility to your Outlook inbox. For example, you can connect your mail to your Microsoft Calendar, as well as your Contacts and To-Do List for your Tasks. Outlook takes this functionality one step further by giving you the ability to click-and-drag specific emails over these icons. You can drag an email over the People icon to create a contact, and you can drag an actionable email over to your Task button to create an event. These tasks can be seen in your View tab, as well as on your Daily Task List on your calendar.

Delete Unneeded Addresses from Auto-Complete
Auto-Complete can save you countless moments throughout the workday, but only if the email address is readily available. Unneeded addresses can add up over time, and if you don’t take time to delete them once in a while, they can make it difficult to find the right addresses. If you have addresses that you don’t want to be there anymore, just start typing a name and click on the x that appears next to it. This removes the name.

If you want to turn off Auto-Complete in general, you can do so by navigating to File > Options > Mail > Send messages. You can wipe the list by clicking on the Empty Auto-Complete, or disable it by unchecking the Use Auto-Complete option.

How can your business use these Outlook features to improve operations? Find out by contacting Out of the Box Solutions at 800-750-4OBS (4627).

How the Internet of Things Helps B2B and B2C Both
7 Critical Factors to Consider When Choosing IT So...


No comments made yet. Be the first to submit a comment
Already Registered? Login Here
Monday, July 22 2019

Captcha Image

Mobile? Grab this Article!

Qr Code

Tag Cloud

Tip of the Week Security Technology Best Practices Business Computing Network Security Productivity User Tips Malware Communication Privacy Data Efficiency Microsoft Internet Tech Term Google Smartphones Hardware Mobile Device Computer Innovation Ransomware Hackers Windows 10 IT Support Users Email Android Cybersecurity Business Management Network Managed IT Services Browser Passwords Small Business Software Mobile Devices Business Cloud Communications Outsourced IT Workplace Tips Collaboration IT Services Applications Backup Smartphone Saving Money Social Media Cloud Computing Managed IT services Information Data recovery Internet of Things Employer-Employee Relationship Apps Wi-Fi VoIp Bandwidth Data Backup Wireless Hosted Solutions Holiday Laptop Miscellaneous Microsoft Office Upgrade Business Intelligence Networking Value Blockchain Managed Service Gmail Marketing Gadgets Save Money Managed IT Service Remote Monitoring and Management Paperless Office Patch Management Artificial Intelligence G Suite Remote Computing BDR Virtual Assistant Password RAM Analytics Wireless Charging Processor Office Access Control Medical IT Office 365 Virtualization Chrome Cortana Connectivity VPN Telephony Company Culture Healthcare Data Management Facebook Mobility Computers Cost Management Data Security Tech Terms Compliance Net Neutrality Voice over Internet Protocol Automation Lead Generation Network Attached Storage Inventory Unified Communications Security Cameras Staff Websites Internet Explorer Human Resources Tablet Battery Backup and Disaster Recovery Downloads Business Continuity Updates Conferencing Cybercrime Microsoft Office 365 Windows 7 Business Technology Profitability OneNote Processors e-waste Storage E-Commerce eCommerce Sports Data Protection Reporting Word Safety Threat Employee-Employer Relationship Employees Excel Hard Drives Trends Digital Data loss Tactics Time Management Amazon Eliminating Downtime Windows Server 2008 R2 Vulnerability Machine Learning disposal Bring Your Own Device Dark Web Payment Telecommuting Online Shopping Mobile Security Microsoft Teams Wearables Tip of the week Printing Electronic Health Records Solid State Drive Knowledge IT Management SSD A.I. Analysis Certification Display Content Filtering Spam Authentication Phishing BYOD Taskbar Comparison Spyware Hybrid Cloud Error instant Messaging WannaCry Server Management Operating System SaaS User Tip Big Data Dongle Paper Troubleshooting Health Hard Disk Drive Server Movies Benchmarks Edge Virus Maintenance Authorization Chrome OS Data Breach Technology Tips Plug-In Wireless Internet National Security Specifications HP Cables Vulnerabilities Workers Settings Video Voice over IP HIPAA Managing Stress GDPR Ink Update Twitter Training Antivirus Router Sales IT budget Streaming Media Proactive IT Help Desk Windows Document Management Telecommute Database Touchscreen Cryptocurrency Millennials Customer Service Hard Drive Environment Personal Information Physical Security Government PowerPoint Outlook Regulation Disaster Recovery Printers Alert Risk Management Quick Tips