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In this article, we’ll give you some of the best Outlook hacks for digital office management, along with some awesome Outlook tips and tricks featured in the program. I told my boss I’d like to give a (voluntary) company-wide training in something someday as a self-development goal and he suggested Outlook/inbox management. I don’t manage his inbox but I did help him get the Stack method set up and he’s blown away by how awesome it is, so now thinks I’m an Outlook wizard. I’m decent but certainly not an expert – so I figure before I actually lead a training I should brush up.
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And reading this article means you are probably one of its 400 million users worldwide. By having a single folder, you don’t have to think about which folder holds which messages, and you know that everything in this folder is something that you have looked at before and wanted to keep. To quickly mark a message as read, press the keyboard shortcut Ctrl+Q. If you are Fix Outlook Not Opening After Windows Update taking notes or minutes for the meeting, you can also use OneNote to insert meeting details from Outlook into your notes. After the meeting, you can send your notes to the attendees as a message.
View the calendar and inbox side by side
So we don’t file them into the A-Z folder system; instead, we keep them handy in the “Favorites” folder at the tip-top of the Outlook Navigation Pane. To apply the “Work Less” theory, have Outlook automatically file an email. Then you can read them all at one time without distraction. If you just want to remember a few related tasks, list them in the body of the task. If you have more than 20 items in your Inbox, process the last week of messages and then select the remaining messages and move them to your 1-Reference folder. As time goes on, you will likely receive more and more messages.
To change these settings, select the File button, select Options, and then select Mail. Without a doubt, this sync saves companies thousands of hours and money. Unfortunately, Outlook does not have a built-in synchronization feature that allows users to access company contacts in their phones’ contacts directory. In the U.S., around 47% of workers use Microsoft Office products, including Outlook.
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If you want to collaborate in a more ad hoc fashion, you can use OneNote to take notes together in a single notebook. If the notebook isn’t a shared notebook, send the notes in a message after the meeting. Otherwise, consider using an online meeting app such as Microsoft Teams or meeting by phone.
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By default, CiraSync will remove a contact from the targeted mailbox if it is removed from the Source. If you want to allow users to keep these obsolete items, check Retain disable faulty add-ins in Outlook obsolete items. Check Populate Outlook Auto-Complete List if you want these synced contacts to appear in the Outlook Auto-Complete list. CiraSync allows you to sync shared mailboxes at your company, shared mailboxes at another company, public folders, and Salesforce contacts. The third office file system is the “Perennial file” and I’m not talking about flowers here. These would be your Archive Folders at the bottom of the Navigation (Folder) Pane.
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You can’t read every message you receive — nor should you Troubleshoot Office 365 Sync and Login Issues try to. Rather, just read the messages that are important for you to read. Rules will help you prioritize important messages and minimize distractions.
Deal with your low-energy tasks, such as reading status messages, later in the day or whenever your energy is lower. By “bulk processing” your tasks, you will make progress on all of your projects simultaneously. Sometimes you receive a message that you don’t need to act upon, but which you might need at a future date.
- Whenever you find yourself doing the same thing repeatedly, try creating a Quick Step.
- As part of good time management, you need time to deal with your messages, manage your appointments and tasks, and reflect on what you have to do.
- Each additional person you invite to a meeting adds to the complexity of the meeting, making it harder to control.
- In the U.S., around 47% of workers use Microsoft Office products, including Outlook.
- Set a reminder by selecting a time frame from the “Reminder” dropdown menu.
File these messages in your reference folder (1-Reference) by selecting your Reference Quick Step. Adding a category will make the message easier to find later if you need it (for example, @Project). Once an item has been flagged, it will appear in the To-Do Bar. By flagging it and filing it into your reference folder, you have processed it, and now you can move it out of your view. But because it’s in your task list, you can move on to your next message, knowing that you will return to your flagged items later.