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, if you want to see more videos like this
one please subscribe and if you've enjoyed this video be sure to click the
thumbs-up and leave a comment. I really do appreciate your support!