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Using Outlook to increase your
productivity
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Kris Top Ten List of Outlook Tips
1 Use the power of the wheel - change font size of messages
2 Remind myself to reply to an Email
3 Quickly find related messages
4 Use Quick Parts for content reuse5 Procrastinate in a good way Defer sending Email
6 Use proper etiquette
7 Foil the reply-all nazis
8 Automatically create things from Email
9 Use Rules to carve up the fire hose
10 Use custom views to highlight certain types of messages
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Increase font size of messages
Open the message you
would like to read. Hold
down Ctrl button and
scroll the wheel on yourmouse up.
Alternatively, you can
increase font size under
Other Actions->Zoom.Who doesnt love to use the
mouse wheel?
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Remind myself to reply to an Email
Right-click the
important message,
select Follow Up, and
click Add Reminder.You can select the
follow up day or select a
custom reminder.
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Quickly Find Related Messages
Open a message and click the Related button
in the Find box.
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Use Quick Parts for content reuse
Highlight a section of your Email and click on the
Insert toolbar and Quickparts button. Select Save
Selection to Quick Part Gallery
To reuse simply select the section you want to reuse.
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Defer Email sending
Individual Emails or all Emails
Give you time to think/rethink
Control delivery time Use a rule to delay all Email by X minutes
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Use proper Email etiquette
Use subject line designators AR: Action Required
FYI-REF: FYI for your reference
FYI-DEL: FYI can be deleted NH: Need Help
: End of Message
Use the To line ONLYwhen assigning action
items to recipients Use CC line if no action required (equivalent to
FYI-REF)
Enable Outlook to always check spelling beforeyou send
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Foil the reply-all nazis
Create a No Reply All template on your computer
Click Tool, Forms and Design Form and open the messageform in the standard forms library.
Click on the action tab and double click the Reply All row to
edit it and uncheck enabled. Save and publish the form.
Hit the new dropdown and select form and find your form.
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Automatically create things from Email
Contacts Appointments Notes - requires OneNote
Drag and drop
messages to your
calendar on the To
Do bar. Hold the
Control key to create
a new copy.
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Use Rules to carve up the fire hose
Create subfolders and filter messagesautomatically based on rules youdefine
Example rules:
Move messages from X to a subfolder. Xbeing a person, a distribution group, etc.
Move messages about a certain subject toa subfolder
Move all CC messages to a subfolder
If everything sits in your inbox you are
not leveraging technology to help you.
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