Nobody actually enjoys sifting through a stuffed inbox or responding to meeting requests all day long you want to open your inbox, do what you need to do, and get the heck out as fast as possible.Outlook 2016 For Mac Tips And Tricks. Microsoft's Outlook is an irreplaceable tool for countless organizations and a veritable legion of people around the globe—but it's not a beloved one by any stretch. Microsoft To-Do for Mac: The free task tracking apps standout. 7 Microsoft Outlook Tips and Tricks for Better Email Management By Jessica Greene OctoYou launch a major project at work, complete a complex task on deadline, or find a solution to an ongoing problem, but none of those accomplishments feel quite as rewarding as that rare moment when your email inbox is empty.Millions of people use Microsoft Outlook but how many really make use of its features.
![]() Outlook Tips And Tricks Mac Tips AndYou can also sort by categories. Create and assign categoriesCategories help organize the emails in your active Inbox so you can quickly determine the status of each email for example: Pending, Due, Done, etc. Image: Julie SartainYou could let everything pile up in your Inbox, or you could create folders to make emails from specific projects or people easier to find. ![]() It will not affect your other emails. This will only clear all the categories attached to the selected email. To remove a category, right-click anywhere in the Categories column on the selected email, and click Clear All Categories from the dropdown list. Note: emails can have more than one category. To attach a category to an email, select the email, then right-click anywhere in the Categories column, and select a category from the dropdown list. Note: there are 25 colors, but only 11 shortcut keys, so choose the most frequently used categories for your shortcut keys.4. To create a new Quick Step: From the Home tab, click the bottom down-arrow in the "Quick Step" group, and select Create New from the list or select New Quick Step from the first list and Custom from the second list. (Again: Only nine shortcut keys are available, so choose wisely).1. You can also assign the task to an open, unused shortcut key. It's a wonderful time saver for users who get lots of emails from a single sender, be it junk mail or a close friend.Once you define a Quick Step to automate a task, you can then click any email, then click the automated task from the Quick Steps menu, and Outlook performs all the steps. Quick StepsQuick Steps is a feature that allows you to automate several tasks into a single step (or click) such as Moving emails to a specific folder, deleting, copying, forwarding, etc. In the Optional pane, you can click the Shortcut Key field and select a key from the list ( CTRL+SHIFT+1 thru CRTL+SHIFT+9). You can stop here and just click Finish, or click the Add Action button and Choose Action again for a second automated task, such as "Mark As Read". (Such as "Vendors" in the visual example below.)3. Another field appears under your "Move to Folder" action—"Choose Folder." Select a target folder from the list. Next, click Choose An Action, click the down-arrow, and select one from the "Move to Folder" drop-down list. Image: Julie SartainUse Outlook Quick Steps to automate email tasks, like moving emails from a specific project into a folder.2. To use this task—continuing with our Vendors example—click on an email sent by a vendor, and then click Vendors from the list. Image: Julie SartainOnce you build a Quick Step, you can click on an email, choose a Quick Step, and Outlook will do the rest for you.4. Click Finish and you're done. Firefox 7 for macForward it to yourself and edit out all the custom information such as the recipient's name, email address, company, etc. Locate one of these form letter-type emails in your Sent folder. Email templatesHow often have you sent the exact same email to dozens (or more) people with nothing changed except the recipient's name and email address? Email templates make this task a snap.1. It does not recognize the numbers on the numeric keypad. Alternatively, you can use the shortcut key you defined, but note that the keyboard shortcuts only work on the number keys above the letters. Conditional formatting rulesThis handy feature lets you create rules for conditional formatting. Image: Julie SartainWhen you use a template, you can customize addressees and other details before you send it. Add a custom salutation, insert an email address, and simply click Send. Select User Templates in file fystem, then choose your saved email template from the list and click Open. To use/open the template: From the File tab's "New" group, choose New Items > More Items > Choose Form, and then click the down-arrow to view the list of forms. Image: Julie SartainCreate an Outlook template for emails you send repeatedly.2. Click the Font button to define the format for the typeface i.e., font name, color, and attribute such as Underline or Strikeout (for bold and italic, choose a font that offers these attributes as part of the typeface). I entered "Editor" in the example shown above because I want the emails from my editor to really stand out and grab my attention. Click the Conditional Formatting button then, in the Conditional Formatting dialog box, click the Add button and enter a descriptive name for what this rule/condition does. From the File tab's "Current View" group, choose View Settings. Image: Julie SartainConditional formatting helps you distinguish specific kinds of emails from the rest of the pile with special fonts or colors.1. For example, you can change the font attributes—underline, bold, italic (bold and italic are font styles of specific typefaces)—and the colors based on a rule (or condition) that you define in the "Conditional Formatting" section of Advanced View Settings. ![]() Now, whenever I receive an email from my editor at BookCoversPlus, all those emails will display on my screen in a purple, STENCIL font, as shown above.
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