TIPS TO MAXIMIZE MS-

OUTLOOK PRODUCTIVITY
& EFFICIENCY

@nazli | 20.09.2019 | #Outlook | #TEDTalk

What is MS-Outlook?

■ Microsoft Outlook is a personal information

manager available as part of MS-Office suite
■ Although often used mainly as an email
application, it also include a calendar, task
manager, contact manager & note taking
Our Goals

■ Efficient time management, let Outlook work for you

■ Integrate emails, calendar, tasks, contacts
■ Inbox ZERO
 Tips
1) Sign Off In Style

On the ribbon, select Select

1
Open a
new message. 2 Signature, then 3 New and name your
Signatures. signature.
 Tips
2) Get Attention With A Mention ‘@’
@ symbol is the key for your email gets noticed. Plus, it’s an easy way to add people to the To line.

Type

before a person’s Everyone you @mention is automatically added

name anywhere in to the To line. Outlook will show the @ symbol
the body of the email. in their message list in their inbox to get their attention.
 Tips
3) Recall Email That You Sent
With message recall, a message that you sent is retrieved from the mailboxes of the recipients who haven’t yet opened it.

From “Sent Items” folder > open the message that you want to recall. Double-click to open the message. Selecting
1 the message so it appears in the reading pane won't allow you to recall the message.

2 From the “Message” tab, select Actions > Recall This Message.
 Tips
4) Create Quick Parts for Frequently Used Email
Quick Parts is a gallery of reusable pieces of content that you can quickly insert into your email messages, as "building blocks".

Within the "Insert" menu, click "Quick Parts," and select

2 "Save Selection to Quick Part Gallery."

Highlight the text you want to save

1 in the email, and click the "Insert"
tab.

Give your new Quick Part a

3 descriptive name, and click "OK."

With Quick Part saved, you can now add that

4 text to any email by:
- click "Insert" tab > “Quick Parts” > select the
saved Quick Part you want to insert
- The prewritten text will automatically appear
in the body of your email
 Tips
5) Display emails as conversations.
This feature helps to make those long email threads a little easier to digest by showing all connected messages in one
conversation view. To activate - click View > Show as Conversations.
 Tips
6) Don’t Forget A Thing With Reminders

Flag time-sensitive messages to remind you to follow up, reply, call, and more.

Select the flag icon Right-click the flag and Set your reminder options.
in the message list. select Add reminder.
 Tips
7) Move Non-critical Emails Into A “To-do”, “Follow Up” & “Someday” Folders
Use these folders to organise messy Inbox & overcome email overload.
• Inbox – Emails that you should answer immediately, either urgent or can be handled quickly (in <= 3 minutes).
• To Do – Non-urgent emails that will require > 3 minutes response. You’ll follow up on these items later, but moving them
immediately keeps your inbox empty while you process the emails.
• Follow Up – Emails that are put on hold. Things like replies you're waiting to get or tasks that you've delegated.
• Someday – Emails don’t require a response, things you’d like read/review one day when you have time.
After processing your email, schedule time on your calendar every day to review and handle the items in your To-Do folder.

Right-click your
Title the folder "To Do." Repeat to create a "Follow Up" & “Someday”
1 "Inbox" folder, and 2 3 subfolders under Inbox folder.
select "New Folder."
 Tips
8) Use Task List Instead of Clogging Your inbox
To make sure that you have a reminder to take care of “To-Do” emails before a deadline.

Create a reminder by adding these emails to Outlook’s task list:

Drag the email and drop
1 it on Outlook’s task list
icon.
Hover your cursor over the task list icon to see a quick
3 view of your task list, organized by due date. Click on
the task list icon to open your to-do list and review the
respective tasks. If you set a reminder, the task will pop up like
4 a meeting reminder at the specified time.

Once the task is

5 complete, mark it as
such to remove the
task from your to-do
Add a due date and set a date and time to receive a reminder. list.
2 Save the task.
 Tips
9) Block Emails From Specific Senders

Click Home > Junk email options, then in the new window that
1 opens you can identify which senders you want to block as spam.
 Tips
10) Filter One Sender's Mail to a Certain Folder
1 Open an email from the sender whose messages
you want to filter.
2 Go to Message and select Rules > Create
Rule

3 In the Create Rule dialog box, select the From [sender] check box.

4 In the Do the following section, select the Move the item to folder check box..

5 In the Rules and Alerts dialog box, choose the folder where incoming messages from the
sender will be moved.
 Tips
11) Have Questions? Ask “Tell Me…”
Use the “Tell me what you want to do” box to learn more about all the things you can do in
Outlook.

Type an
action,
for example,
unread.

Then select one of

the search results or
select Get Help.
 Quiz Time 
1. Besides email application, name three other applications included
in MS-Outlook.
– Calendar, Task Manager, Contact Manager, Note Taking
2. If you got stuck, where should you go?
– Ask “Tell me what you want to do”
3. What term is used to describe the usefulness of quick flagging?
A. Follow up
B. Personalization
C. Notification
D. Recognition