Enhance Email Productivity

  At BeCloud we have migrated thousands of mailboxes over the years to Office 365. I've personally been an Outlook fanboy since Outlook 97 was released on January 16th, 1997.  We utilize that experience to help our clients securely and efficiently utilize Office365 daily for business communication, calendar, and contacts.  Below, is a list of my favorite tricks to maximize productivity while using Outlook.

  1. Ditch folders.. Many years ago when Outlook first became mainstream, it was recommended to organize your email using folders.  I’ve met attorneys and other professionals who pride themselves on keeping the inbox empty and all emails processed into appropriate folders.  Today, the Outlook search feature is so powerful and fast it is "in my opinion" a waste of time to organize your mailbox other than cleaning it out by deleting unwanted emails.  I usually utilize “Advance Find” by hitting the ctrl->shift->f key to quickly locate emails.

  2. Schedule email delivery.. If you want to compose an email, but send it later, Outlook makes it easy.  Just go to Options->Delay Delivery->Do not deliver before, then specify the time and date you want it to get out.

  3. Your Outlook Calendar can understand phrases... Instead of searching through your calendar to select a specific date for an appointment or meeting, type phrases like “next week” into the date field.  Outlook will understand what you are asking.

  4. Block Junk mail..  You can block specific emails and junk mail.  No matter how good your Spam filter is some junk messages will get through Click Home ->  Junk.  Here you can identify senders that you want to block.                                                                                                                                                                                                  

  5. Adjust desktop notifications. Get desktop notifications for critical messages. Do this by going to File->Options->Mail Options and create a custom rule to only display alerts for messages sent to you by specific contacts.                                                                                                                                                                                       

  6. Use Keyboard shortcuts.. Practice using keyboard shortcuts such as Ctrl+ r quickly reply to an email, Ctrl + n to create a new message, or Ctrl + 2 to go to your calendar.  These shortcuts will allow you to move around in outlook without taking your hands off the keyboard.

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