Welcome back after a long holiday. I am sure an overflowing Inbox is waiting for you. Here are some simple but useful ways to get a grip on it and handle it efficiently.
- Mails received earlier are waiting longer. Therefore, try to start from the day after you went on leave. If you went on leave from Christmas, go to the Search box and type received>25 dec 2015
- Now sort the results in descending order of time and check for important mails.
- Look for mails which are addressed ONLY TO YOU. This is easily done by creating a special rule.
- Think of important customers, boss, or other high priority senders. Create a rule which highlights mails from them using a color category. Group by that category and handle these mails first.
- One approach is to look at unread mails only. But nowadays, we often see the mails first on a mobile phone. This marks the mail as read. In spite of that action may still be pending. Therefore Unread mails is an unreliable indicator of pending work.
To avoid this confusion in the future, use the message flag when you read a mail on mobile but intend to act upon it later.
- Convert actionable mails to Tasks and put a deadline. DO NOT mark them with the follow up flag. Drag the mail using the right mouse button and drop it on to the Task icon. Choose the Move with Attachments option.
- Filter on Importance flag. Mind you, this flag is usually set by the sender. However, if it is important to the sender, there is a good chance that it is important to you as well. Type Importance: High in the Search box.
- Confidential mails are generally more important. Type Sensitivity: Confidential in the Search box to find such mails. There is no easy way to filter IRM protected mails. These mails are visually identifiable with this type of icon
If you use an Office 365 mailbox, use Clutter to automatically segregate less important mails.
That’s it for now. Happy New Year.
We misuse the this flag in Outlook. Most of us think of it as a method of marking mails which actually are Tasks. Read this article to know why it is NOT a good idea.
In today’s world, this flag has a much more important use. Read on to find out how to use it to your advantage.
I want to select a sentence. Sometimes, instead of the sentence, the entire paragraph is selected. Inside a table, contents of the entire cell are selected. It is inexplicable and frustrating. Here is what you do in such cases.
Here is the action replay. I want to select the second paragraph.
I am using Shift Right Arrow to select the text, one character at a time.
Usually we get frustrated at this point. We give up the effort and start all over again … HOPING that it will work this time.
The solution is … Press SHIFT and LEFT ARROW once. That’s all.
Even if you use Shift CTRL RightArrow to select word by word, this problem can occur. The solution is exactly the same. Shift LeftArrow.
Outlook is great. But our outlook towards Outlook is not! That is why we waste lot of our precious time in doing the wrong things in and around Outlook. I have covered many aspects of effective Outlook usage. Here is a comprehensive list, in recommended order of reading.
Office 2016 has enhanced the integration with cloud. Inserting attachments into a mail requires you to select the file to be inserted. Often this file is something you have been working on very recently (as in, few minutes back). But often we forget the path and struggle to locate the file. Now that problem is solved. Find out how…
Yes. Outlook.COM is for personal use (renamed or evolved from Hotmail.com). Outlook Web Access was the way to handle corporate mail – stored in Exchange server on the browser. Outlook Web Access is now called Outlook on the web.
This article is relevant only for people who conduct demos or training on Outlook. During demos we create custom color categories. These categories remain customized for the next demo as well. Ideally I would want the categories to have default names (Red Category, Blue Category and so on). How to clean all of them quickly just before the demo? Simple.
Start Outlook with the Startup Switch /clearcategories
<office installation path>\outlook.exe /clearcategories.
This DOES NOT remove custom categories which have already been applied to Outlook items like mails, appointments or tasks. These have to be removed separately. But it does remove the custom descriptions. Now the category dialog looks like this.
As we know by now, sending mails with attachments is generally a bad idea. We also know that storing the file on the cloud – using OneDrive and sending a link is a more convenient option. We refuse to change our behavior in spite of knowing the benefits of the new way of sharing. So Microsoft changed its product to suit our lack of flexibility.
Now you create a new mail, click on the Attach button, choose the file from local PC as usual – and NOW Outlook Web Access asks you a simple question. Do you really want to ATTACH the file or should I store it on OneDrive and send a shared link? You just have one click to decide that. Just choose the OneDrive option and you get all the benefits.
Simple, effective – yet ignored. Start using it!
Well, you must have seen this thousands of time by now.
Pictures are not downloaded. That is obvious. What is NOT obvious is what has MY PRIVAY to do with it? The mail was sent by someone else – including the pictures in it. So how does it affect my privacy? Read on to find out the logic and the action you should take.