Outlook Tips & Tricks

Outlook is a powerful tool that the majority of us use on a daily basis but may not be aware of all the tools Outlook has to offer. While Outlook is used primarily as an email client, it also includes a variety of functions such as contact managing, task managing, calendaring, and much more!

This article goes through some of Outlook’s hidden tips and tricks to make your life a little bit easier.

1. To mitigate sending an email without the attachment, with grammar mistakes, or to the wrong recipient, in a few steps, it is possible to configure a rule that will delay the delivery of an email providing the sender time to review or delete the email before it is sent. The steps are as follows:

• Click on File and then on the right-hand side click 'Manage Rules & Alerts'

• A new window will open > Click 'New Rule'

• The Rules Wizard will open > click 'Apply rule on messages I send' and then 'Next' and then 'Next' again

• Outlook will ask you if you want to apply this rule to all your messages > click Yes'

• The next window will be divided into 2 steps:

  • Step 1 click the option'Defer delivery by a number of minutes'

  • Step 2 section click the 'Number of minutes' option

• A new dialogue box will show up, select how many minutes to delay your messages

• After selecting the number of minutes, click 'Next' and then'Next' again

• Another window will open to name the rule. Type a descriptive name such as"1 minute delay"

• Click 'Finish'

Click 'OK' on the next message, then 'Apply' and 'OK' again

That’s it! A quick and easy method to create a rule to mitigate errors and save you from some embarrassments.

2. Another customizable tool is the Quick Actions function. Quick Actions are buttons that appear in all emails in an inbox that enable the email to be deleted

or flagged quickly. To apply this tool the steps are as follows:

• Right click on any email and select 'Set Quick Actions'

• A new window will pop up showing the Quick Actions that are already configured

• Outlook allows two Quick Actions to be configured both of which can be customizable

• As an example below the first quick action is set to 'Move' and the second one as'Mark as Read/Unread'

• To apply your selection, click 'OK'

Done! Now your messages will display the Quick Actions you have selected.

3. Working with multiple peoples calendars is a challenge, especially when scheduling

meetings with people outside your organization. Rather than sending a series of

emails confirming availability Outlook provides the option to share your calendar

with people outside your organization and show only available time slots. To share your calendar

• When writing a message or replying to an email click the'Insert' tab

• In the 'Insert' menu click'Calendar'

• A new window will pop up and you’ll be able to make some selections

1. You can select a specific date or a range of date, e.g., next 7 days, next 30 days, or a particular date

2. On the Detail option you can select what you want to share. You have the option to share your entire calendar with details, or the option to keep your information private to share only the times you are available. After making your selection, select 'OK'.

• Your calendar will be automatically included on the body of your email. The times you are not available will simply be shown as 'Busy' and your free time will be exhibited as 'Free'.

Now your client and coworkers know what times you are available!