I must admit I am obsessed with finding new and useful ways to get things done as efficiently and quickly as I can. I love efficiency. Here are a few simple tips that might improve your Outlook usage and make your day to day work a bit easier.
1. Natural Language – Ever since Outlook 2007, Microsoft has built in a natural language system into Outlook. This goes primarily for Outlook appointments on your calendar. Instead of using the drop-down box to pick a date, you can type in real expressions like “day after tomorrow,” “one week from today,” “two months from today,” “three days from now,” and much more. You can also use expressions like “today + 3 days” and Outlook will figure that out, too. Finally, you can type in the names of holidays and use them in expressions like “the day before Christmas.” – Give it a try!
2. Outlook Calendar on the desktop – This software lets you pin the Outlook calendar to your desktop. The calendar stays there all the time so you can always see what’s upcoming. It’s not just a view of your calendar either, it’s the real Microsoft Outlook calendar, so you get all its functionality, like direct editing, drag and drop of files, etc. Awesome!
3. Search Folders & Favorites – Search Folders let you create virtual folders based on certain criteria. For example, you could make a folder of email from your boss you categorized as “Important” or a folder of your emails that have attachments. Even better, add these Search Folders to your Favorite Folders list and hide your Mail Folders list so that all you see is your Favorites. You’ll be surprised how rarely you’ll need to view your “real” folders.
4. Form Emails – Use templates. You can save standardized emails so you don’t have to type the same thing over and over again. I use forms for things like approvals in my current corporate position or support texts that are automatized for KLG information. Creating your own form is easy – just write the email, then go to File –> Save As, and choose “Outlook Template (*.oft)” from the drop-down box. The email is saved as a template. Next time you want to use that form, open it by going to Tool –> Forms –> Choose a Form. Change the drop-down box to “User Templates in File System” and then pick the template you created.
You could also save the template somewhere and pin it to your taskbar -> “right click” on the Outlook icon and you will see it there.
You could use the signatures area for templates.
How about quick parts or web parts?
Endless possibilities!
Give these things a spin and let me know if you find them useful?