7 Outlook Tips and Tricks Everyone Should Know By Now

Outlook Tips and Tricks

If you're like most people, you probably rely on Outlook for your email needs. It's a powerful program that can do a lot, but sometimes it can be tricky to figure out how to do everything. For example, if you are in the healthcare industry, you might be wondering if Outlook is HIPAA compliant, therefore is it safer to use Outlook or some specific healthcare-focused email service. This article will discuss seven tips and tricks that will help you get the most out of Outlook!


Sign Up Under A Different Domain

Many people already have an email they give out to people before using outlook, which is why they want to sign up under that. The ones using hotmail.com find it easy to use a different domain when signing up to outlook. You can add the other domain later on and set it as your primary email, but signing up under a different domain is the way to go.

Sign Up Under A Different Domain

This way, you can use all of outlook’s features from the get-go and not have to worry about signing up for a new account later. It's especially important for people whose business email is already well-known.

If you're signing up for a new Outlook account, be sure to take advantage of this tip! It'll make your life much easier in the long run.


Share The Calendars

Being on schedule and organized is important for any business. Sharing the calendar can help you and your team is more productive by getting a birds-eye view of everyone's schedule. To do this in Outlook, go to “File” > “Share” > “Calendar.” Then, choose the level of permissions you want to grant each person. You can also share your calendar via email by sending it as an iCalendar file.

This will help you a lot when you are trying to book a meeting with multiple people, as you can see at a glance when everyone is available. It is also helpful to see if someone is out of the office so that you can plan accordingly.


Utilize Scheduling Assistants 

This trick is one of my favorites and I use it all the time. Scheduling assistants help you see when everyone is available for a meeting. To do this, simply click on “Scheduling Assistant” in the top ribbon after clicking “New Meeting.” Then, add all of the attendees you want to invite to your meeting. After that, Outlook will show you little colored boxes next to each person's name. The colors correspond with the different times they are available.

This is an extremely helpful way to avoid scheduling conflicts and make sure everyone can attend your meeting!

These assistants are utilized by tons of Outlook users and can be extremely helpful when trying to schedule anything, whether it's a work meeting or a social event.


Organize Emails Into Folders 

To make things easier for yourself, you need to use folders provided by Outlook. To do this, go through the following steps:

  • Right-click on an email that you want to move to a new folder.
  • Select the option “Move” from the drop-down menu.
  • Choose the destination for the moved message. You can either create a new folder or select an existing one.
  • Click on the “Move” button.
  • Repeat these steps for each email that you want to move to a different folder.

Now, all of your emails will be sorted into different folders according to their topic. This way, you won’t have to scroll through your inbox every time you want to find a specific message, but rather just go to the relevant folder!

It's a time-saving solution that will make using Outlook much more pleasant for you. Try it out and see for yourself. Just make sure to create folders with meaningful names so that you can easily locate the one you need.


Try Using Templates

Take advantage of making and using templates in Outlook for those emails you find yourself writing over and over again.  Not only will it save you time from having to retype everything out each time, but it can help ensure accuracy and consistency in your messages.  You can even set up some basic email templates ahead of time and then customize them as needed for each individual message

To create a new template, simply compose a new email as usual but instead of clicking the Send button, click the Save As Template link under the Message tab.  Give your template a name and then click Save.


Use The Mention Button 

This feature is available in Outlook for Microsoft 365, Outlook 2019, and Outlook 2016. To use it, just click the “@” button above the subject line while composing a new email or replying to an existing one. Doing so will open up a list of contacts that you can choose from. Selecting a contact's name will insert their email address into the body of your message.

This feature ensures that the person you want to reach out to will get your message, even if they're not cc'ed or bcc'd. Plus, it's a great way to keep track of who you've contacted and when.

It's also great when you want to reach out to multiple people at once. Simply type out the names of the people you want to reach out to in the body of your message and click the “@” button. This will insert their email addresses into the body of your message.


Sticky Notes 

Sticky notes can also help you get more out of Outlook. You can use them to jot down reminders, tasks, or ideas and then drag and drop them into your calendar or email. Stick them to the side of your screen to make sure you see them or put them in a drawer so they're out of sight but still within reach.

There are a few different ways to use sticky notes with Outlook. One is to create a sticky note and then drag and drop it into an email. This will create a link to the sticky note in the email so you can access it later.

Being organized is key to being productive. And sticky notes can definitely help you with that. So if you're looking for a way to get more out of Outlook, give sticky notes a try!

Sticky Notes 

Outlook email is a great tool, but when you know how to make the most out of it, it's even better. Use different domains and share the calendars along with utilizing a scheduling assistant to be better organized. Make templates so that you write emails faster and take advantage of the mention button to draw attention. Finally, use the sticky notes as daily reminders and you'll never forget a thing!

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