Using Outlook: 23 time-saving tips

Content
  1. Save time every day in Outlook
  2. Send messages with one click
  3. Conversation Optimization
  4. Forward emails
  5. Keep Outlook files small and dynamic
  6. Set up an auto-reply when you’re away from work or on vacation
  7. Quickly move email to any folder
  8. Create and use email templates
  9. Change Outlook default font and size
  10. Delete and mute a conversation
  11. Automatically filter email from one sender to a specific folder
  12. Find similar posts
  13. Set the default account for new emails
  14. Search in a message
  15. Schedule emails to be delivered later
  16. Quickly recover a message
  17. Set up mailing lists
  18. Remove attachments from messages
  19. Quickly find all email from the sender
  20. Set up the All Mail folder
  21. View Outlook-only email
  22. Editing received emails
  23. Auto CC: All email you send
  24. Outlook extension with time-saving add-ins

Save time every day in Outlook

If you spend most of your day emailing, there are plenty of ways to make better use of Outlook. Adjust the default settings to suit your work. Use one or two keyboard shortcuts. Set filters to automate tasks. And make sure Outlook is running at maximum speed. Check out the tips and secrets below and you’ll have some time to spare.

The instructions in this article apply to Outlook 2019, Outlook 2016, Outlook 2013, Outlook 2010, and Outlook for Office 365.

Send messages with one click

Do it faster than often. Set up one-click actions to easily manage your email.

Conversation Optimization

Don’t clutter your e-mail folders with messages quoted elsewhere. Learn how to use Outlook to automatically clean email. Outlook will move or delete those extra emails for you.

Forward emails

Resend an email in Outlook to reuse the content, subject, or recipients instead of starting with a blank message.

Keep Outlook files small and dynamic

If you want Outlook to run fast, keep the main PST file size small. Outlook stores email, contacts, calendars and more in a PST file. For example, one way to keep the PST file small is to move old email to a separate archive file.

Set up an auto-reply when you’re away from work or on vacation

Let Outlook answer on your behalf when you’re away and can’t reply to your emails. This saves you time, not only when catching up after a holiday, but every working day.

Quickly move email to any folder

If you haven’t set up one-click sending for a folder, Outlook has another way to quickly move emails to folders. For example, you can send messages via the keyboard or via a handy button on the ribbon.

Create and use email templates

When you create similar messages for different recipients, save one of these emails as a template in Outlook for future use. You will repeatedly send the same or similar email at an enviable speed.

Change Outlook default font and size

If you think the font used by Outlook when composing a message or reading an email is too wide, long, small, small, large, or blue, change it. Learn how to set the exact font, style, and color to use as the default for emails in Outlook.

Delete and mute a conversation

When you find yourself searching through emails and conversations that are totally irrelevant, Outlook can help. Learn how to use Outlook to delete an entire conversation and how to make Outlook automatically delete future emails in the same thread.

Automatically filter email from one sender to a specific folder

Start with any email to set up an Outlook filter that automatically moves all future messages from the same sender to a specific folder.

Find similar posts

Finding all related messages is very easy in Outlook. Just search for the contact’s name or words in the subject line. Outlook lists every message that matches your search criteria.

Set the default account for new emails

Make sure the new messages you write start with the most likely email address you’ve selected in Outlook.

Search in a message

Want to find something in a long letter? Learn how to use Outlook to search for text in an email message.

Schedule emails to be delivered later

You can set Outlook to send a message only on or after a certain date. This is useful for frequently occurring events, such as a weekly meeting announcement.

Quickly recover a message

Have you just deleted an email in Outlook that was not ready to be sent to the Deleted Items folder? Here’s an easy way to get that email back in an instant.

Set up mailing lists

Create your own mailing lists in Outlook and easily send messages to groups of people without having to enter all the email addresses.

Remove attachments from messages

save message; lose your big size. Learn how to use Outlook to remove attachments (after you’ve saved them elsewhere) from email messages. You can significantly reduce the size of your mailbox.

Quickly find all email from the sender

Outlook finds all messages from a specific sender and quickly shows them to you with this tip.

Set up the All Mail folder

View all sent, received, archived, and sent emails for an account in one place in Outlook.

View Outlook-only email

If you’re the sole recipient of email, the message is usually more important than if you’re one of dozens of people. Learn how Outlook can flag messages that contain only you in the To line.

Editing received emails

Instead of forwarding emails to yourself or annotating elsewhere in Outlook, or perhaps beyond, you can edit each email you receive and add your own text.

Auto CC: All email you send

Outlook can send a copy of any message you compose to another email address.

Outlook extension with time-saving add-ins

Add-ons like ClearContext, Nelson Email Organizer, Xobni, Lookeen, and Auto-Mate can improve your Outlook workflow by putting the right information at your fingertips and intelligently filtering and automating repetitive tasks.

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