Efficiency and productivity are executive buzzwords and paramount in nearly every task we encounter. Managing your email and contacts effectively can make a significant difference in both your personal and professional life, saving time and effort that you can reallocate to other pressing tasks.
Whether you’re a seasoned professional or just getting started, leveraging the full potential of tools like Microsoft Outlook can help you work smarter, not harder. Here are a few takeaways from our class on Email Efficiency and Contact Management Using Classic Outlook.
Composing and Editing Emails
Efficient email management starts with mastering the basics of composing and editing emails.
Here are some quick tips for easy wins:
Keyboard Shortcuts: One of the quickest ways to enhance your email productivity is by using keyboard shortcuts. For instance, you can use Ctrl + Shift + M to create a new email from anywhere in Outlook. This saves time and keeps your workflow uninterrupted.
You can find a comprehensive list of Outlook keyboard shortcuts on this Microsoft Support page.
Address Book Advanced Find: Finding a specific contact can be challenging, especially if you only remember partial information. The advanced find feature of Outlook's Address Book allows you to search using various criteria such as name, title, company, or city.
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Attachments and Signatures: Adding attachments and signatures to your emails can make your communication more professional and comprehensive. You can attach files, images, or even calendar invites directly to your emails.
Organizing Your Inbox
Most people feel comfortable with composing emails messages. However, they are always on the lookout for tips to keep their inbox uncluttered.
Here are some strategies to keep it organized:
Folders and Categories: Creating custom folders and using categories can help you keep your emails organized. You can create folders for different projects, clients, or types of emails. Categories allow you to color-code your emails, making it easier to identify and prioritize them at a glance.
Quick Steps and Rules: Automating repetitive tasks can save you a lot of time. Quick Steps allow you to apply multiple actions to an email with a single click. For example, you can create a Quick Step to move an email to a specific folder, mark it as read, and flag it for follow-up. Rules, on the other hand, can automatically sort your incoming emails based on criteria you set, such as the sender, subject, or keywords.
Request a copy of our Webinar Companion Handout for tips for "Using Outlook Quick Steps for Email Management."
Focused Inbox: The Focused Inbox feature helps you prioritize important emails by automatically sorting them into two tabs: Focused and Other. Emails that Outlook deems important are placed in the Focused tab, while the rest go to the Other tab. If an email is misclassified, you can easily move it to the correct tab, and Outlook will remember your preference for future emails.
Additional Features for Organizing Emails
Outlook offers several additional features that can further enhance your productivity:
Search Folders: If you find yourself searching for the same types of emails frequently, creating a search folder can save you time. Search folders are virtual folders that display all emails matching specific criteria, such as emails from a particular sender or with a certain keyword. This way, you can access these emails quickly without performing a new search each time.
Conditional Formatting: Conditional formatting allows you to highlight important emails based on specific conditions. For example, you can set up a rule to display emails from your boss in a different color. This visual cue helps you quickly identify and prioritize important messages.
Conversation View: Grouping related emails together using the Conversation View can help you keep track of ongoing discussions. This feature organizes your emails by thread, so all replies and forwards are grouped together. This makes it easier to follow the conversation and find specific messages within the thread.
Managing Contacts
Keeping your contacts organized is just as important as managing your emails.
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Here are some tips:
Creating Contacts: Quickly creating new contacts can save you time and ensure that you always have information about the people in your life at your fingertips. Use Ctrl + Shift + C to create a new contact from anywhere in Outlook. You can add details such as phone numbers, addresses, and even birthdays or anniversaries.
Contact Groups: If you frequently email the same group of people, creating contact groups can streamline your communication. For example, you can create a contact group for your project team or department. This way, you can send an email to the entire group with just one click, rather than adding each person individually.
Electronic Business Cards: Sharing contact information is easy with electronic business cards. Each time you add a new contact, Outlook automatically creates a business card for them. You can forward these cards to others, making it simple to share contact details without manually typing them out.
By implementing these tips and features, you can transform your email and contact management, making your workday more efficient and less stressful.
Ready for More?
These features are just the tip of the iceberg. Outlook isn’t just an email tool; it’s a productivity powerhouse. One key to mastering Outlook is to explore its features and customize them to fit your workflow.
Follow our series, “Manage Email and Tasks Using Outlook,” for more gems and more productivity hacks. Subscribe to our Eventbrite page to be the first to know about this and our other live interactive classes. See you in class!
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