Microsoft Outlook Tips: Become an Expert with These Secret Tips and Tricks - Checklist 2020

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Since its creation, Microsoft has always been characterized by presenting the best software on the market, and when some of its services were not giving their maximum potential, they migrated, this is how Outlook came out of Hotmail.

Even so, it came to the market a bit late, and that's why there are many objections from users when creating an account in this messaging service.

That is why today we have introduced you to some of the features that make Outlook stand out its competitors, as well as tips that will help you get the most out of your account.

What features make Microsoft Outlook a unique email service?

Despite the difficulties that Microsoft has had to face in the past with the old “Hotmail” e-mail service, this company has learned from its mistakes and provides today a high quality service without anything to envy to others. companies.

This great Microsoft service has been online for 2013 and, since its departure, it has stood out only for its excellent features. There is one powerful feature that defines the quality of its service very well and that is the "Active View", this function allows the user to interact with everything he receives by email without leaving him or having to download the file.

For example, if you receive an email in which they send you a link to a YouTube video, or any other video store, it can be read from the email without needing to open it directly on the platform.

The active view ensures that users can view information more comfortably from the same interface, and even provide real-time information on certain services, to name a few, online tracking of a postal shipment.

He also stands out for his efforts to ensure that customers have all their platters clean and free of irrelevant information. To do this, he has a scanning system who is responsible for organizing the information and enabling the disposal of large amounts of mail at a time.

Another of the peculiarities that improves the most and makes it a unique service is the integration it has with the most famous word and number processors in the world, it is Microsoft's office suite.

With Microsoft Outlook, you have access to Office Word, Excel, PowerPoint and other online programs, so with this account you can access and share all your documents that you have anchored there. he is also integrated into almost all social networks, which makes it possible to respond by this means to messages from these platforms, for example those from Facebook.

List of Top 20 Tips to Get the Most Out of Microsoft Outlook Email

Then, We will see 20 best ways to enjoy Microsoft Outlook through some tips and tricks that we will mention:

shortcuts

All computer software has strategic commands that allow you to speed up the ordering of certain processes. These shortcuts usually streamline basic app processes, so now we're going to see some of the more useful in this application.

"Ctrl + R": reply to the e-mail.
"Ctrl + M": menu Reply and receive e-mails.
"Ctrl + U": New e-mail.
"Ctrl + D": Delete the selected mail.
"Alt + W": go to the next email.
"Alt + R": reply to all in the email.
"Alt + S": send an email.

Quick Articles

A great way to save time writing emails is when we have an introduction or phrases that we usually use in a lot of them, so we don't write them down every day and we can save them repeatedly in quick items.

In case you need it, you can just select them to appear immediately in the text:

To do this, we must in an e-mail that we compose, select the sentences that we consider saved as "Quick items" and we shade them with the cursor.

Then we will press the "Alt + F3" keys.
To insert these elements in our message when we are going to write an email, just enter the tab "Insertion" and in the top menu just on the right edge we will find the option "Text".
In the menu that will appear, we will click on "Quick items" and in the next drop-down window we will choose "Automatic insertion".
Finally here we will choose the element to insert and that's it.

Group messages

When we receive a large number of messages in our inbox, it can be a little difficult to locate one in particular afterwards. To solve it we can use a good trick, for this we go to the main menu and go to the tab "Display".

Up there we will find "Show messages in conversations", we have to mark it to activate it and be able to use it.

Spam emails

You have surely received messages that do not interest you or from people or companies disturbing you with irrelevant information, or offering products and services that do not interest you. If so, be aware that you have the possibility to block certain users and for this there are two simple methods.

From the menu "Start" , click on the small symbol "Not allowed" on the left is the spam button.
In the displayed tab we will click where it says “Spam Options”.

Then in the new window we go to the tab "Blocked senders" And click "Add".

In this part we have to enter the email address of the user or company that we want to block.

The other easier way is to right click on any email from the user we want to block and selecting the option "Spam", and "Block the sender".

Smart cleaning

Microsoft Outlook has a cleaning system that we need to configure to have the best experience.

To use this we go to the entry in the menu "Start" , select the option "Cleaning" and from there we can delete a whole series of emails like conversation, folders and subfolders.

But if after pressing one of these 3 options instead of clicking "Clean", on click on "Settings", we can optimize the work a little more.

In the next window that will open, we go down the menu "Mail" and in the section "Conversation cleanup" we let's select the settings we need.

Personal signature

In Outlook, it is possible to customize the emails to send with a personal signature, which is very useful for displaying a good corporate image.

To do this we need to create the signature in a new message, we give it in the option "Signature" located near the right edge and later on what will be displayed we click where it says "Signatures".

Once there, we can create or insert an already scanned signature, or even use a logo.

Follow-up

This allows us to track all messages, so that if we need to be notified at a specific time to respond to an email, we can set a follow-up alarm.

If we right click on an email, in the "Monitoring" section, we can choose to be notified today, tomorrow, next week or the other above, it all depends on what you need.

And if we click on "Add a review", we can choose a more precise time.

Remarks

It is possible to maintain a cleaner workspace with the help of notes, this to have at your fingertips all the important data that it is necessary to use in one or more emails per day.

To use them, we support on the keys "Ctrl + Shitf + N".

With this tip, we will undoubtedly have better support and better organization to better write them.

Send a text message

This is a wonderful trick that allows us to send SMS from the mail, its operation is very simple, just put the contact's phone number in the sender and the email address of the operator with which this line works.

Applying it we would have something like this:

Rules

Creating rules in Microsoft emails is a trick very useful for organizing information and messages.

On the main screen near the right side we have the option "To move", this in turn displays the option "Rules", and in the last drop-down menu is the option "Create a rule".

From there we can configure settings so that the software takes action when an email meets the conditions.

For example, you can choose to have all email from user "X" go to folder "X" and so on.

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This way we can keep good control over the information that goes into the mail and that they are organized according to our preferences.

Filter messages

A very good tip for find messages in a gigantic inbox consists of applying one or more filters.

In the menu "Start" on the right side is the option "Search", pressing it will display the option "Filter emails".

It's here that we will choose the filter to use to find the e - mails that meet these specifications.

New files

Another very useful way to organize your messages to make them easier to find is by using folders.

To do this, we go to the tab "Folder" and select the option "New file" which is first on the left side of the menu.

In this we will choose the name, the contents of the folder and its location.

Search in files

From the same tab "Folder", we can create a folder specifically for email searches.

This is done by clicking on "New research file"; option which is on the left side.

In this way, we can choose between unread emails, emails marked for follow-up, or emails from specific people, among many other options.

File cleaning

A very good function to maintain the order of our tray is to clean up redundant messages from folders.

This tip is very good, because it does not delete everything in its entirety, only repeated messages created during the thread of conversations, leaving only the most recent and important.

To do this, you just have to enter the "Files" section and in the left panel, right click on the folder to empty and click on "Clean up the file".

Categorization by colors

Whenever we receive an email, we can assign them a category of importance by depending on the color we assign to them.

With this we can establish a hierarchy between what is important and what is urgent, to do this, simply right-click on the received mail and in the "Categorize" section choose the desired color.

Contact groups

We can organize our contacts into groups to facilitate their search. peut also be very useful for sending massive amounts of information.

The first thing to do is to go to the "Contacts" section, it can be accessed from a small icon at the bottom left of the screen.

Then being on the screen "Home" , click on "New contact group" and in the pop-up window we have to click where it says "Add members".
Finally, you have to choose the option "From Outlook Contacts".

In this part we are meant add all the contacts according to the group, eg colleagues.

Schedule emails

After composing an important message for a contact, it is peut which you did not want to send it immediately for personal or business reasons.

To do this, you can leave the message programmed for be sent at the time you specified.