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Microsoft office outlook 2010 tips and tricks free download
You launch a major project at work, complete a complex task on deadline, or find a solution to an ongoing problem, but none of those accomplishments feel quite as rewarding as that rare moment when your email inbox is empty. Take advantage of these sometimes-overlooked features in Outlook to better organize your emails and start focusing on more important tasks. In Outlook , you can create a structure of folders for organizing emails. Many people use the folder structure for archiving emails, but folders are also a great way to manage incoming emails as tasks and get them out of your inbox view.
We’re going to use these folders to do email triage, organize the messy inbox, and overcome email overload. To do this, create three new folders under your inbox folder. The first is a “To Do” folder, and the second and third are subfolders called “Follow Up” and “Someday. Right-click your “Inbox” folder, and select “New Folder. Click the arrow next to the Inbox folder to view your new To-Do folder. Right-click the To-Do folder, select new folder, and name this folder “Someday. Repeat to create a “Follow Up” subfolder under the To-Do folder.
Now you have four folders for incoming emails, and you can use all four to manage your tasks and keep your inbox clear. Inbox — The only emails that stay in your inbox are those that you should answer immediately. To Do — Drag non-urgent emails and emails that will require more than a three-minute response into your to-do folder. Follow Up — Move emails to this folder that are put on hold. Things like replies you’re waiting to get or tasks that you’ve delegated. Drag those into the someday folder to review at some point in the future when work slows down and you need something to do.
This might be the equivalent of an Archive folder, but you can use it for items that you’ll need to quickly access in the next few weeks.
After processing your email, schedule time on your calendar every day to review and handle the items in your to-do folder. This method has three benefits:. First, it keeps your inbox clear, allowing you to achieve inbox zero and avoid getting overwhelmed by a cluttered inbox. New emails that come in at a steady stream don’t get mixed up with existing emails you’ve already read, pushing all the important emails down.
Second, your emails are better organized! You have a set place to go now for emails that need your attention—just as many folders as you need to stay on top of your email, but no more than you need.
Instead of creating countless folders for different projects, clients, or other categories , you have just four to work with. Third—and perhaps best of all—it allows you to manage your time better throughout the day, focusing on important tasks instead of getting distracted by constant email questions and requests. Add a due date and set a date and time to receive a reminder. Save the task. You can now hover your cursor over the task list icon to see a quick view of your task list, organized by due date.
Click on the task list icon to open your to-do list and review the respective tasks. If you set a reminder, the task will pop up like a meeting reminder at the specified time. Once the task is complete, mark it as such to remove the task from your to-do list.
Open the task by double-clicking it, and click the “Mark Complete” button—or just press the Insert key to quickly mark the item complete. Instead of keeping reminders as emails in your inbox, just move them to your to-do folder and add them to your task list. Taking time off is wonderful until the moment you open your email after returning to work.
The clean-up function removes all email replies that are duplicated in a later thread, allowing you to read a single thread instead of dozens of individual emails.
Click the “Clean Up Folder” button in the popup to confirm the action. Outlook will automatically remove all duplicate emails, leaving you with significantly fewer emails to sort through. The clean-up function can be a little disconcerting to use initially. What if it deletes something important like a reply that contained an attachment that was removed in a later thread? Unfortunately, not all emails in the workplace come with an unsubscribe link.
Day after day, emails arrive in your inbox that are just a distraction. Some common examples include:. These emails keep you from focusing on your important work. You can also use Outlook rules to automatically sort incoming emails to the appropriate folder, such as always sending emails that are from your boss with a certain subject line to the To-Do folder and emails from a newsletter you regularly read to the Someday folder.
Right-click the email, hover over “Rules,” and select “Create Rule. Select what happens when the rule runs. To sort emails out of your inbox and into the appropriate folder, check “Move the item to folder,” and select the folder where you want the emails to be sent. You can choose the “Deleted Items” folder if you never want to see them, or you can create a separate archive folder if you may need to review the emails in the future. Want to prevent getting future emails on a specific thread?
In that case, instead of creating a rule, you can just use Outlook’s ignore function. Right-click the email, select “Ignore,” and confirm the action. If you spend a lot of time typing the same answers to questions you get repeatedly, create Quick Parts to insert that text into email replies in just a few clicks.
No need to keep typing the same thing over and over again or having to find an old response to copy and paste. Highlight the text you want to save in the email, and click the “Insert” tab. Give your new Quick Part a descriptive name, and click “OK. With this Quick Part saved, you can now add that text to any email with just a couple clicks. With your cursor in the body section of the email, click the “Insert” tab.
Click “Quick Parts,” and then select the Quick Part you want to insert. The prewritten text will automatically appear in the body of your email, and you can edit and customize it as needed for your new response. Quick Steps allow you to automatically perform long strings of actions based on a trigger. Say at the end of the month you receive a series of invoices from vendors or contractors. Your normal process is to review the invoices, forward the invoices to your accountant, and create a reminder to follow up with the accountant a week later to make sure the invoices were paid.
Quick Steps can take care of the last two steps for you with fewer clicks than if you performed the tasks manually:. Give the new Quick Step a descriptive name, and select the first action: “Forward.
Click the “Add Action” button to select the second action: “Create a task with attachment. After you review an invoice, you can now execute the Quick Step to forward the email and create a reminder task. Select an email containing an invoice, and click the appropriate Quick Step in the Home ribbon.
The email forward and task windows will open automatically. Click Send to forward the email, and set a due date and reminder for the task before saving, if you’d like. There are many different ways to use Quick Steps to speed up email processing. Spend some time thinking about the repetitive actions you take on emails, and set up Quick Steps to make managing your emails so much quicker and almost painless. If you use the Office Business or Office Enterprise editions, you can connect Outlook to over other apps and streamline even more email workflows.
For example, you can send new emails you get from a specific sender to Slack or create a new Trello card for new emails sent to a specific Outlook folder. See all the Office integrations available on Zapier or use one of the workflow templates “Zaps” to get started right away:. Most of us spend too much time managing our emails. With the tips above, though, you’ll have an easier time staying on top of emails, organizing your inbox, and perhaps consistently maintaining inbox zero.
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Microsoft office outlook 2010 tips and tricks free download.Top 50 Most Popular Outlook Tips, Tricks and Tutorials
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If you don’t want to constantly purge deleted messages from your IMAP inbox in Outlook and don’t want to see messages that should be gone, hide the messages marked for deletion from view. Set up Outlook to show you total folder message counts. By default, it gives you an unread message count, but you can make it show you a total message count instead. Use Outlook for all your email tasks by configuring Windows to recognize Outlook as your default email program.
That way, the next time you click a mail-to link, Outlook opens. Compose your emails with style and rich formatting in Outlook and make sure that people who prefer or need a plain text version, get it automatically.
With so many viruses and malware spread by rich-text or HTML messages, relying on plain text isn’t a bad idea for all your outgoing emails. To forward several emails individually and automatically in Outlook, you need a folder and a rule. Follow these instructions to set up the folder and rule to automatically forward multiple emails individually. Your Yahoo Mail account is not made for the web alone.
Download mail from a free Yahoo Mail address into Outlook. And send through Yahoo! Mail, too. Actively scan device characteristics for identification. Use precise geolocation data. Select personalised content.
Create a personalised content profile. Measure ad performance. Select basic ads. Create a personalised ads profile. Select personalised ads. Apply market research to generate audience insights. Measure content performance. Develop and improve products. List of Partners vendors. Heinz Tschabitscher. Share files from the cloud. Always up to date. Always have the latest Office apps, features, and services.
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Outlook resources Outlook help topics Find user guides, training, and other support for Outlook Other versions of Office Learn about other versions of Office and how you can upgrade to the new Microsoft You can also use Outlook rules to automatically sort incoming emails to the appropriate folder, such as always sending emails that are from your boss with a certain subject line to the To-Do folder and emails from a newsletter you regularly read to the Someday folder.
Right-click the email, hover over “Rules,” and select “Create Rule. Select what happens when the rule runs. To sort emails out of your inbox and into the appropriate folder, check “Move the item to folder,” and select the folder where you want the emails to be sent. You can choose the “Deleted Items” folder if you never want to see them, or you can create a separate archive folder if you may need to review the emails in the future.
Want to prevent getting future emails on a specific thread? In that case, instead of creating a rule, you can just use Outlook’s ignore function. Right-click the email, select “Ignore,” and confirm the action.
If you spend a lot of time typing the same answers to questions you get repeatedly, create Quick Parts to insert that text into email replies in just a few clicks.
No need to keep typing the same thing over and over again or having to find an old response to copy and paste. Highlight the text you want to save in the email, and click the “Insert” tab.
Give your new Quick Part a descriptive name, and click “OK. With this Quick Part saved, you can now add that text to any email with just a couple clicks. With your cursor in the body section of the email, click the “Insert” tab. Click “Quick Parts,” and then select the Quick Part you want to insert. The prewritten text will automatically appear in the body of your email, and you can edit and customize it as needed for your new response.
Quick Steps allow you to automatically perform long strings of actions based on a trigger. Say at the end of the month you receive a series of invoices from vendors or contractors.
Your normal process is to review the invoices, forward the invoices to your accountant, and create a reminder to follow up with the accountant a week later to make sure the invoices were paid. Quick Steps can take care of the last two steps for you with fewer clicks than if you performed the tasks manually:.
Give the new Quick Step a descriptive name, and select the first action: “Forward. Microsoft Office Outlook provides a single, integrated solution for organizing and managing your digital communication tools such as e-mail and instant messaging, along with all your day-to-day information–from calendars and contacts to task lists and notes. Outlook controls the deluge of e-mail, appointments, and contacts, helping you manage your time and tasks more effectively, while making it easier to synthesize information and share it with others.
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14 handy tips for Microsoft Outlook | ITProPortal.2. Use Outlook’s Task List Instead of Clogging Your inbox
May 03, · Download free pdf eBook “Microsoft Office Ultimate Tips & Tricks” by Matt Smith from replace.me This guide will show you how to: Get the most out of ’s cloud capabilities, turn off the annoying file block feature, speed up document creation in Word with building blocks, present data at a glance with Excel’s new Sparklines, edit video from within PowerPoint, Estimated Reading Time: 40 secs. Mar 20, · We continue our series of Office tips with some great Outlook tricks that can help you get the most out of Microsoft’s email client. some offer free trials with no credit card data Estimated Reading Time: 8 mins. Nov 10, · Vasu Jain(MVP) is giving away free pdf copies of his ebook “Microsoft Office – Tips & Tricks” which is priced at $7 until 11/16/ It offers a coverage on the latest features included in Office suite and how you can use it at your home, school or workplace to do things efficiently.
Microsoft office outlook 2010 tips and tricks free download.Outlook tips and tricks you should know
Get the most up-to-date version of Outlook and enjoy email, calendar, and contacts in one place. Upgrade to Microsoft today. Focused Inbox separates your most important emails from the others, so you can stay on top of what matters. With 1 TB of OneDrive cloud storage, you can back up, share, and coauthor workbooks from any device.
The new To-Do bar shows your calendar, tasks, and newly arrived email in one place. Plus, you can now share your schedule with others. Create Groups to discuss, collaborate, and share files and notes with others. Use Skype for Business voice and video calls for real-time decisions. Stay more connected and productive with Outlook mobile apps. Upload and share attachments from OneDrive without leaving Outlook. Recipients have automatic access to the latest version.
Microsoft plans include premium versions of these applications plus other services that are enabled over the Internet, including online storage with OneDrive and Skype minutes for home use. Microsoft plans are available as a monthly or annual subscription. Learn more. See system requirements for compatible versions of Windows and macOS, and for other feature requirements. However, Internet access is required to install and activate all the latest releases of Office suites and all Microsoft subscription plans.
For Microsoft plans, Internet access is also needed to manage your subscription account, for example to install Office on other PCs or to change billing options. Internet access is also required to access documents stored on OneDrive, unless you install the OneDrive desktop app. You should also connect to the Internet regularly to keep your version of Office up to date and benefit from automatic upgrades.
To reactivate your Office applications, reconnect to the Internet. Documents that you have created belong fully to you. If you cancel your subscription or it expires, you can still access and download all your files by signing into OneDrive directly using the Microsoft account you used to set up Microsoft You do lose the additional storage that comes with your subscription, so you must save your files elsewhere or buy more OneDrive storage if your OneDrive account exceeds the free storage quota.
If you purchase an auto-renew subscription, your subscription starts when you complete your purchase. You can purchase auto-renew subscriptions from Microsoft If you purchase a pre-paid subscription, your subscription starts when you activate your subscription and land on your My Account page.
You can purchase pre-paid subscriptions from a retailer or reseller, or a Microsoft support agent. If you have an active Microsoft Family subscription, you can share it with up to five members of your household six total.
To add someone to your subscription, visit www. Each person you add will receive an email with the steps they need to follow.
Once they have accepted and completed the steps, their information, including the installs they are using, will appear on your My Account page. You can stop sharing your subscription with someone or remove a device they are using at www. When you use cloud-based services, your IT infrastructure resides off your property off-premises , and is maintained by a third party hosted , instead of residing on a server at your home or business on-premises that you maintain.
With Microsoft , for example, information storage, computation, and software are located and managed remotely on servers owned by Microsoft. Many services you use every day are a part of the cloud—everything from web-based email to mobile banking and online photo storage. Microsoft Outlook with a Microsoft subscription is the latest version of Outlook. Previous versions include Outlook , Outlook , and Outlook Connect, organize, and get things done with Outlook in Microsoft See options for home.
See options for work. Support for Outlook has ended Get the most up-to-date version of Outlook and enjoy email, calendar, and contacts in one place. End of support for Office Shift your business to Microsoft Collaborate with ease With 1 TB of OneDrive cloud storage, you can back up, share, and coauthor workbooks from any device.
Take Outlook on the go Keep up with email, plus review and edit attachments from anywhere, with powerful mobile apps. Always up to date Get exclusive, new features and security updates available only for Excel in Microsoft Outlook Compare Microsoft Office Product features.
Improved calendar features. Outlook Groups. Improved conversation view. Not Included. Mobile apps for your devices. Share files from the cloud. Always up to date. Always have the latest Office apps, features, and services.
Swipe to view more plans. Ready for Microsoft ? See options for business. Expand all Collapse all. How do I know if my computer can run Microsoft ? Is internet access required for Microsoft ? Will I still have control of my documents with Microsoft ? When would my subscription start? How do I share Microsoft with the rest of my household?
Outlook resources Outlook help topics Find user guides, training, and other support for Outlook Other versions of Office Learn about other versions of Office and how you can upgrade to the new Microsoft Office Download Office Download and install Office using an existing product key. Download now.
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