Here are the top 20 Outlook 2016 Tips & Tricks. This is a quick rundown of Outlook 2016 tips and tricks. Hopefully even a seasoned professional will find something new that they didn’t know existed, so let’s get started.
# 1 – Drag and Drop to Calendar.
You can turn an email into a calendar event. Just drag it drop it down to your calendar, release, and now fill in your calendar information and hit save and close. You can also right drag and drop and it prompts you for some options where you can choose to add it there as an appointment with text, add it as a shortcut, or make an attachment on your calendar entry.
# 2 -AutoCorrect Shortcuts.
If you frequently use text in a message, you can set it up as a shortcut.
For example, if I use this text at the bottom of every message all you have to do is highlight it, copy it, go to File, Options, Spelling, and AutoCorrect, AutoCorrect Options. This is where you have your text and all you have to do is assign a keystroke and in this case, I’m going to use *A.
Save that and now anytime you’re typing and you type *A and hit the spacebar it fills in that text for you.
# 3 – Quick Access Toolbar.
In the upper left corner of outlook is the Quick Access Toolbar and the default is Send and Receive, Undo, but there’s a button right here that you can click on. It allows you to customize the Quick Access Toolbar. I can check Print and it adds a print icon and now I have a shortcut for printing. You can also come down to More Commands and choose from a large selection of options to add to your toolbar in order to customize that menu.
# 4 – Autocomplete Ctrl-K.
When you create a new message I’m sure you’re already aware that when you type an email address in it brings up names used in the past. But if you know there’s a name that should show up there but it hasn’t been sent to previously. So it’s not in your autocomplete just press Ctrl-K and it will bring up the names, the groups, and any other contacts that you have that have that keyword in it from your global address list.
# 5 – Calendar Work Hours.
The normal workday is set up at 8:00 a.m. to 5:00 p.m. by default, but you can change that. Just go to File, Options, click on the calendar, and change your start and end times. If you have a different working schedule you can also change the days of the week. That you’re scheduled to work and change where the first day of the week starts.
# 6 – Voting Buttons.
You can poll people’s answers to questions by sending voting buttons in an email. And then you can look at the results after they’ve completed it and returned it to you. Simply create a new message, click on the Options tab, choose Voting Buttons and then select the type of vote that you want to perform.
Each recipient will receive this message prompting them to click here to vote which gives them the choice of yes, no, or maybe. Once they make that selection they can send the response back and as the sender of this polling question, I will receive emails back with a response from each of the address recipients.
To view, a tally of the responses, click on sent items and find the message that you sent. And you’ll note that it has a marking here indicating that it is a poll. Open the message, and look at the tracking information. You’ll see a tally of all the responses from each of the recipients that have replied back.
# 7 – Blind Carbon Copy
Blind Carbon Copy or BCC allows you to send messages to people without other recipients seeing the email address that you sent it to. Addresses that you put in the To is who you sent it to and in the CC is a carbon copy and the other recipients will be able to see who’s in the CC field. To add the BCC which is blind, click on Options, click the BCC button and then enter the addresses on this line.
# 8 – Change Reply Address.
When you send a message you can actually change the Reply-To address that people send back the message response. In order to do that create a new message and go to the Options and click on Direct Replies To and change the Replies Sent To address to another location and hit close. When you send a message the recipient can open the message, hit Reply and now the reply address will be updated it to the one that you changed it to.
# 9 – Clear Add-ins
Sometimes Add-ins will slow down Outlook and cause you another difficulty. You can clear those out. To do that go to File, Options, Add-ins and click on this Com Add-ins Go button. That brings up a list of all of the add-ins currently loading into Outlook. Turn things off that you know that you’re not going to be using that might actually speed up the system and hit OK.
# 10 – Mailbox Cleanup.
A helpful housecleaning tool in Outlook is the Hotmail Mailbox Cleanup. Go to File, Tools into Mailbox Cleanup. Here you’ll be able to look at a couple different things. You can view your mailbox size which will do calculations to tell you how much disk space you’re using in each of your different categories of email and that can clue you in on what things you should delete.
You can also empty out your deleted items if you want to permanently remove those and you can also come in here and search for items over a certain size or older than a certain date. These tools help you to clean up data that you no longer need and free up space in Outlook.
# 11 – Change View Settings.
The outlook presents your messages in three windows by default – the Navigation pane, the Message pane, and the Reading Pane. You can change these settings. All you have to do is go to the View tab and choose some of these options to adjust the way it looks. You can change the view to a compact, single, or preview mode.
You can also change the view settings so that it sorts or groups in a different fashion and you can change the message preview with multiple lines if you prefer to see the details, and you can change the location of the folder pane, the reading pane, and the to do and people. My preference is to change the view to Compact so that you keep the minimum amount of information on the screen at one time and yet you can preview the message in the reading pane.
# 12 – Developer Tab
Additional capabilities in Outlook are available in the Developer Tab. In order to enable it, you have to go to File, Options, Customize Ribbon and scroll down to the Developer check box. Turn that on, hit OK and now you’ll notice the Developer Tab is available. The Developer Tab gives you the ability to create macros, Visual Basic programming and to create forms and modifies them.
# 13 – Search Folders.
Search Folders are predefined filters for your mail. You’ll find it in the folder list right at the bottom here under search folders. You can filter based on those criteria by simply clicking once on the folder but you also have the ability to create new ones.
To do that go to Folder, create a New Search Folder, and there are some predefined ones for your choice to select from or you can create your own custom. For example, if we want one that shows all mail with attachments, click and hit OK and it adds the attachments to the list or you can create a new search folder for specific words and get back to them simply with one click.
# 14 – Signatures.
You can predefine your signature for messages that you send. When you’re in a new message click on the Signature option in the Include area, go to Signatures and you have a number of choices here. You can insert pictures by clicking this button, you can add hyperlinks, and you can type any text and contact information you want in the body.
You can also choose to default new messages to your signature and you can add a signature to replies or forwards that you send out. If you want to insert the signature anywhere in the text of a message just click and choose your name that you’ve saved with that signature and it will insert it automatically.
# 15 – Mark Junk Mail.
Most known junk mail that you receive gets marked as junk mail and placed in the Junk Email folder. If you look in that folder and you notice something that is not junk mail, you can move it back to your inbox. If you receive junk mail in the Inbox you can right click on it, go down to Junk and Block the Sender. The sender will then be added to your block list for all emails received going forward and it moves the message to your Junk Email.
If that was done incorrectly you can actually come back in here, right-click, go to Junk and say Never Block Sender or mark it as Not Junk and as you see here the message will be moved back to the Inbox and you can choose to always trust email from that address. One of the benefits of marking and unmarking email is Microsoft learns from the markings that you set so if you mark an email message as junk and block the sender it’ll look for patterns of that same email from that same location in the future and block it from other people as well.
You can review your junk mail settings by going to Junk and choosing Junk Email options.You can change the settings to low, high, or safe lists only based on whatever protection level you want for your messages. You’ll also notice that there is a Safe Senders, Safe Recipients, Block Senders and International. You may want to take a look at these locations and check and see if the list of items that are in there is correct and adjust as needed.
# 16 – Insert Calendar.
At times it’s helpful to send an email with your calendar information. In order to do that, go to a new message, click this little calendar button when you’re in the body of your email and it brings up some options for your calendar. By default the date range is for Today but you can select Tomorrow, or the Next Seven Days, or other options, or specify a date range of your own and you can choose what level of detail you want to show whether its Availability Only, Limited Details or the Full Details including all of your meeting information.
Once you’ve made these selections click OK and it will add an attachment and insert the details of your daily calendar showing the day and marking whether you’re free or busy during different times during that day. All you have to do is address it and hit Send and they have your calendar information.
# 17 – Offline Mode.
If you have a laptop and you go in and out of your office frequently, sometimes you run into this Working Offline indicator at the bottom of your outlook bar. All you have to do to turn that on is go into Send/Receive and check this setting right here. If it shows that it’s Working Offline just click this button and it will go back online and reconnect to your Exchange server.
# 18 – Insert Pictures Inline.
When you create a new message and you want to add an attached image inline in the text there’s a different trick to make that work. Normally if you copy and paste an image it adds it as an attachment but if you want it to go here in the middle of the text click on Insert, choose Pictures, select the image and then it inserts inline in your text.
# 19 – Delay Delivery.
You can delay delivery of your emails until a scheduled point in time. Create a new message. Go to Options, select Delay Delivery and choose what date and time you want to delay delivery. Hit Close, address and send your message, and you’ll notice it sits in your outbox until the appointed time.
# 20 – Compact Data Files.
Occasionally your Outlook data files become corrupt or too large. To clean that up to go to File, Account Settings, Account Settings, Data Files, highlight the data file location that you have as default, go to Settings, Advanced and click Outlook Data File Settings. Click this Compact Now and let it process and compress your data files. Ok to close. That should reduce the size of the data files dramatically.
And that concludes the Top 20 Hotmail login Outlook 2016 Tips and Tricks. Hey, if you want to read more like this one, please bookmark and if you’ve enjoyed this be sure to click the thumbs-up and leave a comment. I really do appreciate your support! Thank you.