Top 10 Email Tips and Tricks in Microsoft Outlook | MyExcelOnline

Emails are meant to promote communication, but they may sometimes be counter-productive because we spend so much time handling these inboxes. One can get the most out of Microsoft Outlook 365 email applications if managed in an efficient manner.

The volume of e-mail correspondences is overwhelming nowadays, but these 10 following email tips & tricks can help you keep your outlook email inbox, and your sanity, in check:-

  1. Turn Off Notifications
  2. Find Related Messages
  3. Creating a Quick-Step
  4. Add an Email Signature
  5. Automatic Replies
  6. Delayed Delivery
  7. Adding a New Email
  8. Displaying Total Emails in a Folder
  9. Adding a New Contact from an Email
  10. Sending an Attachment Directly from Excel, Word, etc.

Watch this Microsoft Outlook Email Tips & Tricks on YouTube and give it a thumbs-up!

 

1. Turn Off Notifications

Switching off new email notifications can help in overcoming distractions and save from being overwhelmed with too many of these notifications. This email tip can be achieved by the following steps –

  • Click on the File menu
    Top 10 Email Tips and Tricks in Microsoft Outlook | MyExcelOnline
  • Select Options
    Top 10 Email Tips and Tricks in Microsoft Outlook | MyExcelOnline
  •  Click on Mail
    Top 10 Email Tips and Tricks in Microsoft Outlook | MyExcelOnline
  • Scroll Down and select Message Arrival
  • Uncheck all the options
    outlook tips
  • Click OK

This will stop you from receiving any notification, showing email alerts, or even not showing an envelope icon on the taskbar. Hence, keeping your focus on your work time without any disturbance.

 

2. Find Related Messages

You can check all the related messages of an email chain or from the same sender very easily by applying the below-mentioned steps –

  • Right-click on any email/message
    Top 10 Email Tips and Tricks in Microsoft Outlook | MyExcelOnline
  • Click on Find Related
    Top 10 Email Tips and Tricks in Microsoft Outlook | MyExcelOnline
  • Click on Messages in this Conversation or Message from Sender
    Top 10 Email Tips and Tricks in Microsoft Outlook | MyExcelOnline

You’ll find all the messages related to the email chain or from the same vendor on the said subject.

Top 10 Email Tips and Tricks in Microsoft Outlook | MyExcelOnline

 

3. Creating a Quick-Step

Achieve higher efficiency by doing the same tasks over and over again with certain messages with a small shortcut or a quick step. Checkout the following steps to reduce redundancy –

  • Select the message
  • Click on the quick-step menu option from the Toolbar at the top
    Top 10 Email Tips and Tricks in Microsoft Outlook | MyExcelOnline
  • Click on New Quick Step and select any of the following options.
    For our example – we’ll apply the “Move to folder” option, this will move the selected message to the selected folder on the left menu bar.
    Top 10 Email Tips and Tricks in Microsoft Outlook | MyExcelOnline
  • In the dialog box, under Choose Folder dropdown – select FromMe.
    Top 10 Email Tips and Tricks in Microsoft Outlook | MyExcelOnline
  • Click on Finish.
    outlook email tips
  • Apply this quick step for any message by clicking on the quick-step menu item on the toolbar.
    For our instance, the messages will be moved to the “FromMe” folder once you click on the quick-step option in the toolbar.
    Top 10 Email Tips and Tricks in Microsoft Outlook | MyExcelOnline

 

4. Add an Email Signature

You can set up personalized signatures on your Outlook account. This signature will automatically to added to all your outgoing messages.

Top 10 Email Tips and Tricks in Microsoft Outlook | MyExcelOnline

To add a new signature or edit an existing one, follow the steps below –

  1. Go to the box Tell me what you want to doTop 10 Email Tips and Tricks in Microsoft Outlook | MyExcelOnline

2. Type Signature and then select it from the dropdown
Top 10 Email Tips and Tricks in Microsoft Outlook | MyExcelOnline

3. In the dialog box, you can edit or create your signature. You can also change the formatting and make the signature look professional.inbox tips

 

5. Automatic Replies

You can set up a message to be sent automatically as a reply to the sender when you’re out of the office or as an acknowledgment of your message:

  • Click on the File menu
    Top 10 Email Tips and Tricks in Microsoft Outlook | MyExcelOnline
  • Click on the Automatic Replies option and a pop-up box will appear.
    Top 10 Email Tips and Tricks in Microsoft Outlook | MyExcelOnline
  • By default, Do not send automatic replies is selected, so select Send automatic replies option.
    Top 10 Email Tips and Tricks in Microsoft Outlook | MyExcelOnline
  • You can optionally set a date and time range for automatic replies by checking the tickbox
    Top 10 Email Tips and Tricks in Microsoft Outlook | MyExcelOnline
  • Now type in the automatic reply text in the textbox and format the text from the options available.
    Top 10 Email Tips and Tricks in Microsoft Outlook | MyExcelOnline

6. Delayed Delivery

You can delay or schedule the delivery of your messages to time it as per your requirements. To delay the delivery of the message, follow the steps below

  • Click on New Email from the top toolbar
    Top 10 Email Tips and Tricks in Microsoft Outlook | MyExcelOnline
  • Search Delay Delivery in the search bar and select the relevant option
    Top 10 Email Tips and Tricks in Microsoft Outlook | MyExcelOnline
  • A properties window will appear
    Top 10 Email Tips and Tricks in Microsoft Outlook | MyExcelOnline
  • To delay delivering the message check the box beside the do not deliver before option
    Top 10 Email Tips and Tricks in Microsoft Outlook | MyExcelOnline
  • Select future date and time until the message is to be delivered
    Top 10 Email Tips and Tricks in Microsoft Outlook | MyExcelOnline
  • Click close
    Top 10 Email Tips and Tricks in Microsoft Outlook | MyExcelOnline
  • Now send an email by putting in the recipient’s email address, subject, and content of the email and click on send
    Top 10 Email Tips and Tricks in Microsoft Outlook | MyExcelOnline
  • Go to Outbox, and find that the message is sitting in there. You can even delete this email before the set deadline.
    Top 10 Email Tips and Tricks in Microsoft Outlook | MyExcelOnline

 

 

7. Adding a New Email

You can easily add more than one email address to your outlook. This enables the user to keep all the emails in one place. Use the following steps to add another email address –

  • Click on the File menu
    Top 10 Email Tips and Tricks in Microsoft Outlook | MyExcelOnline
  • Click on Account settings
    Top 10 Email Tips and Tricks in Microsoft Outlook | MyExcelOnline
  • Click on the New option under the Email tab of the account setting popup box
    Top 10 Email Tips and Tricks in Microsoft Outlook | MyExcelOnline
  • An email wizard will appear
    Top 10 Email Tips and Tricks in Microsoft Outlook | MyExcelOnline
  • Once you add the new account, it will show up on the left menu with another down arrow to check the new account
    Top 10 Email Tips and Tricks in Microsoft Outlook | MyExcelOnline

 

8. Displaying Total Emails in a Folder

Configure your email folders to show the total number of emails beside each of them instead of just showing the number of unread messages. To make this email tip possible do the following steps –

  • Right-click on any folder on the left menu and click on Properties
    Top 10 Email Tips and Tricks in Microsoft Outlook | MyExcelOnline
  • Under the General tab, select the option Show total number of items
    Top 10 Email Tips and Tricks in Microsoft Outlook | MyExcelOnline
  • Click Okay
    Top 10 Email Tips and Tricks in Microsoft Outlook | MyExcelOnline

 

9. Adding a New Contact from an Email

With the following few simple steps add a new contact from an email –

  • Go to the body of the email
    Top 10 Email Tips and Tricks in Microsoft Outlook | MyExcelOnline
  • Right-click on the initials of the sender and click on Add to outlook contacts
    Top 10 Email Tips and Tricks in Microsoft Outlook | MyExcelOnline
  • Contact Menu tab will open, add further details as required
    Top 10 Email Tips and Tricks in Microsoft Outlook | MyExcelOnline
  • Click on Save & Close on the top of the contact menu tab screen
    Top 10 Email Tips and Tricks in Microsoft Outlook | MyExcelOnline
  • Click on the contact icon on the bottom left of the screen to check all saved contacts.
    Top 10 Email Tips and Tricks in Microsoft Outlook | MyExcelOnline

 

10. Sending an Attachment Directly from Excel, Word, etc.

An important aspect of email messages is the ability to attach documents, spreadsheets, pdf, etc directly from the Excel, Word, Powerpoint, etc application. Let’s see an example of attaching a file directly from Microsoft Excel –

  • Go to the Excel file and click on the File menu
    Top 10 Email Tips and Tricks in Microsoft Outlook | MyExcelOnline
  • Click on Share
    Top 10 Email Tips and Tricks in Microsoft Outlook | MyExcelOnline
  • Attach a copy of the file as an Excel workbook
    Top 10 Email Tips and Tricks in Microsoft Outlook | MyExcelOnline
  • An Outlook window will appear with the Excel workbook being automatically attached
    Top 10 Email Tips and Tricks in Microsoft Outlook | MyExcelOnline
  • Now enter the recipient details, email subject, and body, and hit send
    Top 10 Email Tips and Tricks in Microsoft Outlook | MyExcelOnline

 

In this article, we have gone through different email tips and tricks on how to become more efficient at using Microsoft Outlook. We have covered email tips from turning off notifications to finding messages to automatic replies, quick steps, delaying delivery, and MORE!

Click here to learn more about Microsoft Outlook!

 

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