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7 Underused Microsoft Outlook Functions

7 Underused Microsoft Outlook Functions

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At times you get so caught up in checking and composing e-mails that you really don’t have time to explore the relaxation of your inbox. Microsoft Outlook has quite a few features that are underused by lots of but can be quite valuable for daily responsibilities.

1. Read Aloud for Listening to E-mails

Multitasking is considerably simpler when you can work on something else while listening to the e-mail you have to have to read. This is when the Go through Aloud characteristic is a helpful one particular.

Select an e mail in your inbox or open it in a new window. Click on “Read Aloud.” You are going to find this button on the Property tab in inbox perspective and on the Message tab in email watch.

Read Aloud in Outlook

You’ll see a little toolbar appear with buttons to play, pause, transfer ahead, and rewind. You can also use the equipment icon to regulate the pace or voice.

Look at out the Study Aloud attribute on your cell gadget for listening to email messages on the go!

2. Information Preview for Looking at Additional or Considerably less

Even though the Concept Preview feature isn’t an earth-shattering just one, it is anything a lot of people today really do not know about. When viewing email messages in your inbox, you can exhibit one, two, or a few lines in the concept checklist, for all folders or just a single. You can also flip the element off absolutely.

Connected: Alter The Quantity Of Traces Proven For Concept Previews in Outlook 2013

Go to the Watch tab in inbox perspective and choose the Information Preview fall-down arrow. Choose the range of lines you want to see.

Message Preview on the View tab

You’ll be prompted to implement the location to all mailboxes or only the present-day folder. Make your range and you are going to see your inbox update.

Message Preview prompt

This is a useful aspect for observing a lot more of an email with out in fact opening it. You might see that it is 1 that can hold out until finally later or a single that requirements fast motion.

Message previews in Outlook

3. Mentions for Receiving Someone’s Awareness

When you ship an e-mail to a huge team of men and women, you can use the Mentions attribute to get a specific person’s notice just like on Fb, Twitter, or Slack. Mentioning a particular person in the email physique highlights their title, quickly adds them to the To line, and displays the @ (At) image in their inbox e mail list.

Similar: What’s the Point out Column for in Microsoft Outlook?

Begin by typing the @ symbol adopted by their identify or even the to start with several letters. You will see solutions shown, so basically pick the correct make contact with.

Mention in an email

If other individuals point out you in e-mail, you can see all of these messages effortlessly. You can add the Mention column to your inbox. Alternatively, use the Filter button at the leading of your inbox to pick “Mentioned Mail.” You will then see those e-mails exactly where an individual stated you.

Filter by Mentioned Mail

4. Electronic mail Templates for a Jumpstart on Composing

If you use templates in Phrase or Excel, then you know their worth. You can get the basics you require and then insert your have specifics without having the will need to produce a doc or sheet from scratch. You can do the same issue in Outlook by producing your have template.

Compose a new information as you generally would. Pick File > Help you save As. In the dialog box, enter a File Title and in the Preserve As Form fall-down list, decide “Outlook Template.”

Observe: By default, Outlook templates are saved to c:usersusernameappdataroamingmicrosofttemplates.

Save as an Outlook Template

To use your template, go to the Property tab and open up the New Goods fall-down menu. Transfer to Extra Objects and select “Choose Variety.”

Choose Form in the New Items menu

In the Glance In drop-down listing at the top rated of the pop-up window, pick “User Templates in File Program.” Opt for the template from the listing and click on “Open.”

Choose the template

Your template then appears in a new concept box for you to full and send.

5. Drag and Fall for Quickly Actions

If you want to use an e-mail you obtain as the basis of an event or endeavor, you can simply use drag-and-drop.

Drag the electronic mail to the calendar or undertaking icon in the left-hand Navigation Pane and launch.

Dragging an email to Tasks

You are going to see a new party or activity appear with the e mail in the overall body. Complete the occasion invitation or endeavor as regular.

New task from an email

6. Quick Measures for Carrying out Tasks with a Simply click

Fast Methods is a magnificent function for performing quite a few jobs on an e mail at one particular time. You can personalize a preset Fast Step or build your have.

Related: A Manual to Fast Techniques in Microsoft Outlook

Go to the House tab and you’ll see the Fast Steps collection in the exact same named portion of the ribbon. To use a preset, select it in the box. You are going to then see the Initially Time Setup window in which you can include the expected details and click on “Save” when you finish.

Quick Step First Time Setup box

To produce your individual, pick “Create New” in the Quick Ways box or use the New Speedy Move pop-out menu to pick a starting off point.

Create New in the Quick Steps drop-down

Decide on your 1st motion and complete the specifics. For an additional, click “Add Action” and do the identical. Pick “Finish” to save the Swift Action.

Quick Step creation box

To use a preset or customized Rapid Action, decide on the e mail and then choose the Speedy Move from the ribbon on the Property tab or appropriate-simply click and choose an solution from “Quick Steps” in the shortcut menu.

Quick Steps in the ribbon

7. Lacking Attachment Reminders for Forgotten Files

If you use Outlook for business enterprise, then sending an e mail in which you mention an attachment and then fail to remember to attach the file is rather typical. To save time from getting to resend an email later with the attachment, consider edge of Outlook’s constructed-in warning process.

To flip on the element, go to File > Solutions. Pick out Mail on the remaining and scroll down to Send Messages on the correct.

Look at the box for Alert me when I send a information that may well be missing an attachment and select “OK” to help save the adjust.

Attachment reminder setting marked

With this warning enabled, when you compose an electronic mail that has the phrase “Attachment” or “Attached” and there isn’t just one, Outlook will display a pop-up information permitting you know you forgot to attach the file.

Email with attached in the text

You can then pick “Don’t Send” to connect the file or “Send Anyway” if you never will need an attachment.

Attachment reminder in Outlook

Acquire benefit of a single or a lot more of these underused functions and see if they make your Outlook jobs a little bit less complicated. If you’re also producing shows with the Workplace suite, choose a seem at our checklist of underused PowerPoint capabilities as nicely.

Related: 7 Factors You Failed to Know You Could Do in PowerPoint

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