Little-known ways to get more out of Outlook

Microsoft Outlook is a little bit like cooking: everyone knows at least a little about it, and many people depend on it in their day-to-day lives. But as everyone who’s ever tasted Aunt Matilda’s Holiday Jello Surprise knows, not all cooks are created equal. (No offense to any actual Aunt Matildas out there; I’m sure your cooking is delightful.)

“No, really, Aunt Matilda, it…uh…it just looks too pretty to eat.”

 

Point being, most Outlook users only touch the tip of the iceberg when it comes to all the different things Outlook can do. So, without further ado, here are a few effort-saving Outlook tricks to have up your sleeve. (Note: these tips were written with Outlook 2013 in mind. Certain functions may be different in older Outlook versions.)

Keep track of your billable hours, phone calls, tasks, meetings, etc. with the Journal tool.
It’s hard to believe so few people know about or use this tool, since it’s so versatile. It even has a built-in timer so that you’ll accurately know exactly how long that meeting took. (Your billing department is going to LOVE you.) To find it, select the Folders option on the taskbar at the bottom of the screen. In the navigation pane to the left of your inbox, select Journal. You can add a new entry by clicking on Journal Entry under the Home tab, and a dropdown box allows you to choose categories for phone calls, faxes, meetings, tasks, and others. You can add notes to yourself, details, you can color-code your entries, view them different ways…you get the idea. The Timer option (under the Journal Entry tab) will let you start or stop timekeeping for a task.

Create email templates and reusable text blocks without copy-and-pasting.
To create an email template: This is a good option if you need “form letters” of any kind. Write out the “master” version of the email (you don’t have to send it) and then, under the blue File tab, click Save As. In the Save as type bar, below the File name bar, click the dropdown arrow and select Outlook Template. Give it a descriptive title (e.g. “Sales Form Letter”) and save it. When you want to create a new message using the template, either double-click on the file you saved itself, or, under the Home tab, go to New Items > More Items > Choose Form…. Click the dropdown arrow for the Look In bar and select User Templates in File System. Your template should show up there.

To create reusable text blocks: This can save you time if you frequently use the same paragraphs, images, or links in your emails. Type the text you want to reuse into a new email message and highlight it with your cursor. Then, from the Insert tab, click Quick Parts and then Save Selection to Quick Part Gallery. Give the block a name (e.g. “Greeting,” “Disclaimer”). The next time you want to include the text block in your email, select the Quick Part you created from the Insert > Quick Parts menu.

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