How to get the most of Outlook Presented by Scott Hoff

“Life Saving” General Tech Tips Ctrl + C = Copy Ctrl + X = Cut Ctrl + V = Paste You need at least two monitors!

Keyboard Shortcuts Email Shortcuts Ctrl+R: reply to email Alt+R: reply to all in email or switch to the work week Alt+W: forward email or switch to the weekly calendar view Think “W” In Forward

Adding the BCC Field to Outlook New Installs of Outlook are Missing BCC Steps to Turn on: Open New Email Navigate to “Options” Ribbon Click “BCC” Button

Avoid Retyping Same Emails with Quick Parts Start Off With Blank Email Select Desired “Quick Part” Tweak Text of Email and Send

Outlook Filters Possible Filters Review Only Unread Emails Are Flagged for Follow Up All messages from a specific person: Filter based off of category

Outlook Filters Show Unread Emails Time Filters Inbox  Filter on Date Received Outbox  Filter on Date Sent

Outlook Filters Filter on Flagged Status Filter on Category

Outlook Filters – Filter by Sender Right Mouse Click on Gray Section and click on “view settings” Click On Filter Button Type Name of Sender

Conditional Formatting Set up rules as to how you display our email.

Conditional Formatting Right Mouse Click on Gray Section and click on “view settings” Select Conditional Formatting

Conditional Formatting Click Add to Create New Condition Click Font Under New Name to Specify Formatting Click on “Untitled to Rename Rule”

Conditional Formatting You must provide Outlook with the conditions for the conditional formatting Provide the conditions and click OK Email will display according to the font settings you specified

Create Rules to Manage Your Email Make your life easier

Select that you want to forward the email and select the recipient Scenario 1: You ALWAYS forward mail from a certain person to your colleague but you also want to read it yourself. Within rules wizard, select that you want to apply to all email from a certain email address Select that you want to forward the email and select the recipient

Scenario 2: Someone always consistently sends you emails that you want to forward and delete (with consistent subjects) Rule triggers if from the chosen person AND subject matches Set rule to forward and delete

Scenario 3 – Automatically assign category to email from a certain email For all emails from the newsletter, attach the category of “read” Select the category to assign