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How to organize Outlook

With our five expert tips, you can use Microsoft Outlook even more effectively for managing your mail.

Microsoft Outlook is indispensable for many companies. In order to use Outlook optimally, we have given five practical tips.

1. Use the folder for more overview in the mailbox

For your convenience, your inbox usually fills up until you spend a lot of time finding the needed messages. To avoid this, it is better to always move Mails to specially created directories.

Customizable folders for easy creation, sorting and searching; and there are no limits on the size or number in addition to the restrictions imposed by the disk space or the conditions established by your system administrator. Too many folders but can slow down Outlook. So you should not create a folder in there to land a few mails. All correspondence of regular communication should move to another directory.

To get started with a custom directory:

1. Open the Folders tab and click the New Folder button. (Alternatively, you can also right-click to create a new folder in the left menu.)

2. In the dialog box, enter the folder name and press Enter. If you change your name, right-click on the folder and select Rename folder or Delete folder. You can also move, copy or add folders to the Favorites group in the right-click menu.

3. View all the options in the ribbon menu. You can search, sort, store, set rules, Mark, clear all e-mails as read, and more – everything you need in your directory to organize.

2. Create and specify a category

Categories help organize Hotmail, Gmail, and Yahoo mail… emails in your active mailbox so you can quickly find email status; Examples: pending, due, done, etc. You can also organize your emails according to these categories, quickly create “completed” emails and move them to the provided directories.

1. To create a new item to create, right-click on the transparent, square box in the item column and select from the All categories drop-down menu. In the dialog box, click the New button. Enter a name for your category in the “Add new category” dialog.

2. Click the arrow next to the color box and select a color for the category. Next, click the arrow next to the shortcut box and select the shortcut combination (Ctrl + F2 to Ctrl + F12) for the category. These combinations are not occupied by other functions in Outlook and are therefore available as catalog shortcuts.

3. In this dialog box, click OK and the below and new categories will be added to your list. Note: There are 25 colors, but only 11 shortcuts, so choose the main category for shortcuts.

4. To assign an e-mail to a category, select E-mail, right-click anywhere in the Category column, and select a category from the drop-down menu. Note: Email may have more than one category. To delete a category, right-click on the selected email in the Category column and click Delete all categories from the drop-down menu. This only deletes all categories of this email and does not affect your other emails.

3. Quick Steps

Quick Steps is a feature that allows you to multi-task in a single step (or click) like scrolling as e-mail to a specific folder, copying, deleting, submitting, doing so. It is a practical aid which saves you a lot of time if you regularly receive from the same time as the same email sender.

When you install Quickstep for a task, you can click on each email, then the task automatically in the Quickstep menu and Outlook performs all the steps. You can also assign tasks to keyboard shortcuts. (Do not forget: only nine of them, so choose wisely).

1. To create an automated task through QuickStep: In the Start Outlook tab, click the down arrow in the QuickStep area and select New from the list; or select New Quickstep from the first list and Custom from the second list. In the Edit QuickStep dialog box, enter a name for the task.

2. Next, click on Select Action and select Move to Folder from the drop down menu. A new box appears below the “Move to Folder” action – “Choose Folder”. Select the target folder from the list.

3. You can now stop and click on the Complete or Add actions and re-select the action for the second automatic action, such as Mark as read.You can place a shortcut in the optional field. Then, enter the tooltip into the tooltip. Finally, click Finish.

4. To use this automated task – click on a preset email for a specific folder and click on the appropriate category in the list. E-mail is marked as read and moved to the specified directory and all in one easy step. Alternatively, you can use the shortcut you specified.

4. E-mail template

With e-mail templates, you can easily send an e-mail that you must send and send back to multiple recipients.

1. Find an email in your “sent” folder. Forward this information to yourself and delete any specific information of the recipient, such as the recipient’s name, email address, company, etc. Click File> Save As, enter a filename, and select the Outlook Template as the file format.

2. To use / open the template: On the File tab, in the “New” group, select New Items> More Items> Select Form and then click the down arrow to view the form list. Select Templates in the file system, then save your template from the list, and then click Open. Add a custom greeting, enter an email address, and click submit.

5. Conditional formatting rules

Basically, there are only a few custom attributes that you can automatically add to incoming emails so they stand out. For example, you can change the attributes of the header – underline, bold, italic – and rule-based colors (or conditions) that you can place in the Conditional formatting section of the settings. set advanced view.

1. Under “Viewing Area”, select Show Settings. Then click the Conditional Format button and in the dialog that appears, click Add and enter a descriptive name for the rule/condition.

 2. Click the Font button to define your font format; This means that the font, color, and underline or dash attributes (for bold and italics, choose fonts that provide these attributes as part of the font). Click OK when you are done.

3. Next, click on the condition button and define the condition; For example, a specific word (s) from the email or subject line, email address (sender or recipient) where your email address appears in the email (To, From, CC, etc.). and / or time or date (today, yesterday, last week, last month, etc.). Click OK again when you are done.

 4. When the dialog box closes, click once more on OK in the “Conditional Formatting” dialog and again on OK in the Advanced View dialog box.

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