You can use Outlook to send and receive emails, keep track of your calendar, record your contacts’ names and phone numbers, and keep an eye on your tasks. But even if you use Outlook daily, you might not know about all the great things it can do.
It will also push you to learn how to use all of Outlook Express’s features.
1. make your emails into folders
If you want to spend less time on email, this is the first step you should take. Even if your inbox is full, it can be the scariest. Still, organizing your emails in easy-to-find folders is best so you don’t have to spend hours looking for an old email or Outlook features.
2. How many lines show up in message previews?
In the message list, Outlook shows a preview of each email message. By default, the sender and subject line appears on top of one line of the body text. The number of lines in the message list can be changed. On the View tab, click the Message Preview button. After that, you can choose between one line, two, or three lines of Outlook features.
So you’ll be able to access important notifications and events much faster. If you want to save an email or calendar entry in a certain file format, you must drag it to your desktop or click File > Save As. Double-click on it to open it, and Outlook will do the rest. See features of Outlook that let you send emails with attachments, like a file or a picture.
3. Send A Future Email
Sometimes you’ll need to write an email but not send it until a later time. Using Outlook’s features to set up delayed delivery is simple.
- Write a new email or reply to one you’ve already received.
- Click Delay Delivery in the More Options area of the Options tab in the message window.
- Check the “Do not deliver before” box and pick a delivery date and time.
- When you’re done making your choices, click Close.
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4. Outlook email message moved from the Outbox to the Sent Folder
Now, open the email message in your Outbox to cancel the delayed delivery or reschedule it for a different day and time. If you click Delay Delivery again on the Options page, you can change the date and time for the “Do not deliver before” option or uncheck the box to turn off delayed delivery.
5. Attach a file to my answer
Even if you forgot to add a task or appointment to your calendar, Outlook wouldn’t stop you from sending an email without an attachment. Outlook will warn you if you type the words “attachment” or “attached” in a new email and then try to send it without a file. Attach your file, pause the sending, and then send your message.
6. Stay focused on the task at hand.
Have you ever been on an email thread you would have preferred not to be on? At a large company, it is possible to be added to an email list without knowing it.
You can read a funny (sometimes sad) account of this situation on the Microsoft Exchange Team Blog. Don’t delete every message in the thread; just ignore the whole conversation.
7. Afraid of Missing an Important Message
It’s common to wait for your boss to give you a job offer, a ticket to a show, or a legal brief. On the other hand, you need to do other things that don’t require you to spend hours looking at your Outlook mailing list.
In some features of Outlook, you can set up alerts to let you know when a message that meets certain criteria arrives. This notification will appear on top of any other app you’re using, so you won’t miss it.
8. Organize Your Files and Folders
Do you have dozens or even hundreds of messages in your inbox? Are they all in different threads? There’s a good chance that at least a few of these messages are identical. But you’ve read them, replied to them, and haven’t deleted them.
If you press the “Clean Up” button, you can only delete messages that haven’t been read or that have unique information.
- Check your inbox and see if it helps you get closer to the elusive “Inbox Zero.”
- You can choose if you don’t want to see any email messages in the list.
Microsoft Outlook can be used as an email client, to keep track of contacts, and as a group scheduler, among other things. You can still use many of Microsoft Outlook 2010’s features even if you don’t connect to Microsoft Exchange Server. However, the number of functions available grows.
Conclusion
If you’ve used Outlook before, you know it’s a great way to manage your emails and has a lot of useful features. Today, we’re going to look at some of Outlook’s less well-known features that could help you get more done. We’ll also look at some of Outlook 365’s features.