Tips & tricks for optimum performance of Microsoft Outlook

MS Outlook is one of the most popular email clients, trusted by millions of users worldwide to manage emails, calendars, and more. Learning key shortcuts and tricks in Outlook can significantly boost efficiency, helping you work smarter rather than harder. Here, we’ve compiled essential tips that can transform how you use Outlook, making everyday tasks faster and more streamlined.

1. Use quick parts to stop repeating the same text

Do you often find yourself typing the same content repeatedly? Save time by using Quick Parts to store frequently used text snippets. Once set up, simply start typing, and Outlook will suggest the saved text for easy insertion.
How to set it up: Highlight the text, go to the Insert tab, click Quick Parts, and choose Save selection to Quick parts gallery. This feature helps cut down repetitive typing, allowing you to focus on what’s important.

2. Schedule Emails for future delivery

Need to send an email at a specific time? Outlook allows you to delay the delivery of messages to suit your needs. Write the email, go to the options tab, and click delay delivery. Specify the desired time and date under "Do not deliver before".
For those using Microsoft Exchange, you can even close Outlook, and your email will still be sent at the specified time. If you’re using IMAP or POP, make sure Outlook is open for the mail to be sent.

3. Group Emails by conversations

Managing a flood of emails can be overwhelming. Simplify your inbox by grouping emails into conversations, organizing them based on threads. This helps prioritize important messages.
Go to the view tab, click Show as conversations, and then choose arrange by. This way, all relevant emails will be grouped, reducing the clutter in your inbox.

4. Create Search Folders for Frequent Searches

Constantly searching for the same types of emails? Set up search folders for easy access to frequently searched messages. Click on the folder tab, select new search folder, and configure it to filter emails by specific criteria such as contacts, flagged emails, or keywords.

For deeper technical assistance or personalized setups, consider utilizing Medha Cloud's IT Helpdesk Services.

5. Block junk emails effectively

Tired of unwanted emails clogging your inbox? You can easily block unwanted senders and domains by using junk E-mail options. Simply go to home > junk, where you can manage blocked addresses, domains, and even countries, helping keep your inbox spam-free. For more advanced email management, Medha Cloud’s Exchange Server Support can provide tailored solutions.

6. Quickly create emails and appointments

Right-click the Outlook icon on your taskbar to instantly create a new email, appointment, or task without even opening the app. This shortcut saves time when you’re juggling multiple tasks.

7. Automate repetitive tasks with quick steps

Do you have recurring tasks that take up too much time? Use quick steps to automate processes such as categorizing, deleting, or flagging messages. Go to the home tab, click quick steps, and create a new one to handle routine tasks in one click.

8. Manage rules and customize emails

You can set rules in Outlook to automate tasks like sorting or prioritizing emails. By going to the move section in the toolbar, select create rule to set conditions based on senders, subjects, or other criteria. Additionally, conditional formatting allows you to format messages automatically based on the rules you create.

9. Automatically clean up unwanted emails

Use the cleanup tool in Outlook to automatically delete unwanted or redundant messages. Simply go to the Home tab, select cleanup, and customize your settings to ensure only essential emails remain.

10. Delegate calendar access

Need help managing your calendar? You can delegate calendar access to another person without giving them access to your emails or contacts. Go to file > account settings > delegate access and choose who gets to manage your schedule. This feature is especially useful for businesses using Microsoft Exchange, ensuring seamless appointment scheduling.

For comprehensive support on Microsoft Outlook and Exchange configurations, you can trust Medha Cloud's Exchange Server Support and IT Helpdesk Services.

11. Manage time zones

Outlook allows you to manage multiple time zones, which is particularly useful for scheduling across different locations. Go to file > options > calendars and set the local time zone, or even use the swap time zone feature to switch between time zones quickly.

12. Use sticky notes

Press ctrl + shift + n to quickly create sticky notes directly within Outlook. These notes can be moved around on the screen and even color-coded for organization.

Conclusion

By using these Outlook tips and tricks, you’ll streamline your workflow, reduce repetitive tasks, and gain better control over your inbox and schedule. Whether you’re dealing with email overload or managing a busy calendar, these shortcuts can save time and improve productivity. For more complex Outlook configurations or issues, Medha Cloud’s Exchange Server Support and IT Helpdesk Services offer professional assistance to ensure your Microsoft ecosystem functions optimally.