Here are the top 20 Outlook 2016 Tips &
Tricks. This is a quick rundown of Outlook 2016 tips and tricks. Hopefully
even a seasoned professional will find something new that they didn’t know
existed, so let’s get started. Number 1 – Drag and Drop to Calendar. You can turn
an email into a calendar event. Just drag it drop it down to your calendar, release,
and now fill in your calendar information and hit save and close. You
can also right drag and drop and it prompts you for some options where you
can choose to add it there as an appointment with text, add it as a shortcut,
or make an attachment on your calendar entry. Number 2 -AutoCorrect Shortcuts. If you frequently use text in a message, you can set it up
as a shortcut. For example, if I use this text at the bottom of every message all
you have to do is highlight it, copy it, go to File, Options, Spelling and
AutoCorrect, AutoCorrect Options. This is where you have your text and all you
have to do is assign a keystroke and in this case I’m going to use *A.
Save that and now anytime you’re typing and you type *A and hit the
spacebar it fills in that text for you. Number 3 – Quick Access Toolbar. In the
upper left corner of outlook is the Quick Access Toolbar and the default is
Send and Receive, Undo, but there’s a button right here that you can click on.
It allows you to customize the Quick Access Toolbar. I can check Print and it
adds a print icon and now I have a shortcut for printing. You can also come
down to More Commands and choose from a large selection of options to add to
your toolbar in order to customize that menu. Number 4 – Autocomplete Ctrl-K.
When you create a new message I’m sure you’re already aware that when you type
an email address in it brings up names used in the past but if you know there’s
a name that should show up there but it hasn’t been sent to previously so it’s
not in your autocomplete just press Ctrl-K and it will bring up the names, the
groups, and any other contacts that you have that have that keyword in it from
your global address list. Number 5 – Calendar Work Hours. The normal workday is set up as 8:00 a.m. to 5:00 p.m. by default but you can change that. Just go
to File, Options, click on the calendar and change your start and end times. If
you have a different working schedule you can also change the days of the week
that you’re scheduled to work and change where the first day of the week starts.
Number 6 – Voting Buttons. You can poll people’s answers to
questions by sending voting buttons in an email and then you can look at the
results after they’ve completed it and returned it to you. Simply create a new
message, click on the Options tab, choose Voting Buttons and then select the
type of vote that you want to perform. In this example let’s do a yes/no/maybe. Now it has added voting buttons to this message. Enter your address lists and
then pose your question in the form of yes, no, or maybe and send your message.
Eeach recipient will receive this message prompting them to click here to vote
which gives them the choice of yes, no, or maybe. Once they make that selection they can send the response back and as the sender of this polling question I will
receive emails back with a response from each of the address recipients. To view a
tally of the responses click on sent items and find the message that you sent
and you’ll note that it has a marking here indicating that it is a poll. Open
the message and look at the tracking information. You’ll see a tally of all
the responses from each of the recipients that have replied back. Number 7 – Blind Carbon Copy Blind Carbon Copy or BCC allows you to
send messages to people without other recipients seeing the email address that
you sent it to. Addresses that you put in the To is who you sent it to and in
the CC is a carbon copy and the other recipients will be able to see who’s in
the CC field. To add the BCC which is blind, click on Options, click the BCC
button and then enter the addresses on this line. Number 8 – Change Reply Address. When you send a message you can actually change the Reply To address that people
send back the message response. In order to do that create a new message and go
to the Options and click on Direct Replies To and change the Replies Sent
To address to another location and hit close. When you send a message the
recipient can open the message, hit Reply and now the reply address will be updated
it to the one that you changed it to. Number 9 – Clear Add-ins Sometimes Add-ins will slow down Outlook
and cause you other difficulty. You can clear those out. To do that go to
File, Options, Add-ins and click on this Com Add-ins Go button. That brings up a
list of all of the add-ins currently loading into Outlook. Turn things off
that you know that you’re not going to be using that might actually speed up
the system and hit OK. Number 10 – Mailbox Cleanup.
A helpful housecleaning tool in Outlook is the Mailbox Cleanup.
Go to File, Tools into Mailbox Cleanup. Here you’ll be able to look at a couple
different things. You can view your mailbox size which will do calculations
to tell you how much disk space you’re using in each of your different
categories of email and that can clue you in on what things you should delete. You can
also empty out your deleted items if you want to permanently remove those
and you can also come in here and search for items over a certain size or older
than a certain date. These tools help you to clean up data that you no longer need
and free up space in Outlook. Number 11 – Change View Settings.
Outlook presents your messages in three windows by default – the Navigation pane,
the Message pane, and the Reading pane. You can change these settings. All you
have to do is go to the View tab and choose some of these options to adjust
the way it looks. You can change the view to a compact, single, or preview mode. You can also change the view settings so that it sorts or groups in a different
fashion and you can change the message preview with multiple lines if you
prefer to see the details, and you can change the location of the folder pane,
the reading pane, and the to do and people. My preference is to change the
view to Compact so that you keep the minimum amount of information on the
screen at one time and yet you can preview the message in the reading pane.
Number 12 – Developer Tab Additional capabilities in Outlook are
available in the Developer Tab. In order to enable it you have to go to File,
Options, Customize Ribbon and scroll down to the Developer checkbox. Turn that on,
hit OK and now you’ll notice the Developer Tab is available. The Developer
Tab gives you the ability to create macros, Visual Basic programming and to
create forms and modify them. Number 13 – Search Folders.
Search Folders are predefined filters for your mail. You’ll find it in the
folder list right at the bottom here under search folders. You can filter
based on those criteria by simply clicking once on the folder but you also
have the ability to create new ones. To do that go to Folder, create a New Search
Folder, and there’s some predefined ones for your choice to select from or you
can create your own custom. For example, if we want one that shows all mail with
attachments, click and hit OK and it adds the attachments to the list or you can
create a new search folder for specific words and get back to them simply with one
click. Number 14 – Signatures. You can predefine your signature for
messages that you send. When you’re in a new message click on the Signature
option in the Include area, go to Signatures and you have a number of
choices here. You can insert pictures by clicking this button, you can add
hyperlinks, and you can type any text and contact information you want in the body.
You can also choose to default new messages to your signature and you can
add a signature to replies or forwords that you send out. If you want to insert
the signature anywhere in the text of a message just click and choose your name
that you’ve saved with that signature and it will insert it automatically.
Number 15 – Mark Junk Mail.
Most known junk mail that you receive gets marked as junk mail and placed in
the Junk Email folder. If you look in that folder and you notice something
that is not junk mail, you can move it back to your inbox.
If you receive junk mail in the Inbox you can right click on it, go down to
Junk and Block the Sender. The sender will then be added to your block list
for all emails received going forward and it moves the message to your Junk Email.
If that was done incorrectly you can actually come back in here, right-click,
go to Junk and say Never Block Sender or mark it as Not Junk and as you see here
the message will be moved back to the Inbox and you can choose to always trust
email from that address. One of the benefits of marking and unmarking email
is Microsoft learns from the markings that you set so if you mark an email
message as junk and block the sender it’ll look for patterns of that same
email from that same location in the future and block it from other people as
well. You can review your junk mail settings by going into Junk and choosing
Junk Email options. You can change the settings to low, high, or safe lists only
based on whatever protection level you want for your messages. You’ll also
notice that there is a Safe Senders, Safe Recipients, Block Senders and
International. You may want to take a look at these locations and check and
see if the list of items that are in there is correct and adjust as needed.
Number 16 – Insert Calendar. At times it’s helpful to send an email with your
calendar information. In order to do that, go to a new message, click this little
calendar button when you’re in the body of your email and it brings up some
options for your calendar. By default the date range is for Today but you can
select Tomorrow, or the Next Seven Days, or other options, or specify a date range
of your own and you can choose what level of detail you want to show whether
its Availability Only, Limited Details or the Full Details including all of your
meeting information. Once you’ve made these selections click OK and it will
add an attachment and insert the details of your daily calendar showing the day
and marking whether you’re free or busy during different times during that day.
All you have to do is address it and hit Send and they have your calendar
information. Number 17 – Offline Mode.
If you have a laptop and you go in and out of your office frequently, sometimes
you run into this Working Offline indicator at the bottom of your outlook
bar. All you have to do to turn that on is go into Send/Receive and check this
setting right here. If it shows that it’s Working Offline just click this button
and it will go back online and reconnect to your Exchange server. Number 18 – Insert Pictures Inline. When you create a new message and you want to add an attached
image inline in the text there’s a different trick to make that work.
Normally if you copy and paste an image it adds it as an attachment but if you
want it to go here in the middle of the text click on Insert, choose Pictures,
select the image and then it inserts inline in your text.
Number 19 – Delay Delivery. You can delay delivery of your emails
until a scheduled point in time. Create a new message. Go to Options, select Delay
Delivery and choose what date and time you want to delay delivery. Hit Close,
address and send your message, and you’ll notice it sits in your outbox until the
appointed time. Number 20 – Compact Data Files. Occasionally your Outlook data files
become corrupt or too large. To clean that up go to File, Account Settings, Account Settings, Data Files, highlight the data
file location that you have as default, go to Settings, Advanced and click
Outlook Data File Settings. Click this Compact Now and let it process and
compress your data files. Ok to close. That should reduce the size of the data
files dramatically. And that concludes the Top 20 Outlook 2016 Tips and Tricks. Hey,
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