Perhaps it’s because we’re in the last quarter of the year and we still haven’t gotten to Inbox Zero. Perhaps a pop-up reminded us that 2018 was going to be the year we mastered a lot of productivity tips and tricks and we only have nine weeks left to 2019. Whatever the reason, now seems like a fine time to dive into a series of how-tos that will leave you a stronger Outlook user than you started. You’ll learn: Which of the many tools in Outlook can help you get a handle on synching calendars to Google calendar, finding lost emails and fixing settings on the fly. How to spruce up your emails with different themes or stationary. How to categorize and flag certain emails so they remain on your radar. How to handle an incoming message based on certain criteria, such as the sender, recipient, or subject line. And finally, how to automate the organization of your inbox. We can still make 2018 the year we conquer email.
You can narrow, expand, and otherwise fine-tune your searches in Outlook. If you use Microsoft Outlook, you’ve probably tapped into the regular search feature in which you type a keyword or phrase in the search field and then wait for matching emails to appear. But there’s much more to searching in Outlook than meets the eye. In this article, you’ll master the following skills: Search just your current mailbox or all mailboxes as well as your current folder or all folders. Limit the search to just recent items or include older items as well. Look for messages based on sender, recipient, date, attachment, status, body text, and more. You can easily access recent searches. You can search your calendar and contacts separately or along with email messages. Modify the default settings for searching. I’m using Outlook 2016 via my Office 365 subscription. But most of the features and options I discuss here should work in the prior couple of versions of Outlook. To start, open Outlook. If you’re like me, you may have thousands of messages scattered throughout a host of folders. You may even maintain more than one account or mailbox in Outlook. To run a basic search, type … Read More
You can beef up Outlook with the right programs. You may rely on Microsoft Outlook for your email, calendar, and contacts. And Outlook certainly offers a lot of features and flexibility. But you want more. Maybe you want a better way to search for emails and other information. Perhaps you’d like an easier method for accessing and modifying key Outlook settings. Maybe you need a good tool to find lost or unreadable emails. Perhaps you want to sync your Outlook calendar with your Google calendar. Never fear. Some top tools are here. We’re going to review: Email Insights, which tries to find more relevant emails based on your search parameters. OutlookTools, which provides a single place where you can view and change key settings and folder options in Outlook. Stellar PST Viewer, which can scan a corrupted PST file and help you access emails you may have thought lost. And Sync2, which syncs your Outlook calendar events with those in Google Calendar so you can easily view and update either calendar. I ran each of the tools in Outlook 2016 via my Office 365 subscription. But they should work as well in the past couple of versions of Outlook. Now, … Read More
Kicking off your mail merge in Outlook offers some advantages. You may have run mail merges directly in Microsoft Word. But did you know you can also start them from Microsoft Outlook? Sure. Microsoft Word still runs the actual mail merge, but you can trigger the mail merge in Outlook, then go to to Word to complete it. Okay, so why start a mail merge in Outlook instead of Word? In Outlook, you can directly view and access your contact list. And if you need to send a form email, Outlook can handle that task. Maybe you have a form email that you want to send to friends and family. Perhaps you need to distribute a certain email to a larger number of colleagues. Or possibly you’ve created a promotional email that you want to send to potential customers or clients. Whatever the reason, Outlook can help. I’m using Outlook 2016 and Word 2016 as usual. But you should be able to replicate the process in the prior version or two of both programs. This article is part of our premium content. Join Now.Already a paid subscriber? Click here to login.
Your emails can look more appealing with the right themes and stationery. Do your messages from Microsoft Outlook look dull? Maybe you’re trying to promote a product or service in your emails or you just want to wow recipients with a certain style to your emails. And your regular messages just seem blah, at least visually. Can you spruce them up? Sure, you can format each email individually with specific fonts, colors, and other attributes. You can tap into styles to touch up your emails. Or you can rely on themes and stationery. Through themes, you can paint your emails with a specific visual style. You can choose from the built-in themes and create your own themes. Using themes and stationery, you can set up your messages with specific fonts, colors, backgrounds, and other elements. You can choose to apply your stationery to selected individual messages or to all new HTML emails you compose. Let’s see how you can spruce up your Outlook messages with themes and stationery. For this article, I’m using Outlook 2016 via Office 365, but the process for using themes and stationery is similar in the prior few versions of Outlook. This article is part of … Read More