Microsoft Outlook Tips & Tricks

Get more from Office with these time-saving Microsoft Outlook tips – straight from the experts.

Conquer Outlook with keyboard shortcuts

Conquer Outlook with keyboard shortcuts

Speed through Outlook with keyboard shortcuts.

Do you want to create a new email message? Press Ctrl+Shift+M. For a new contact, try Ctrl+Shift+C. Outlook has you covered with appointments and meetings too. Ctrl+Shift+A creates an appointment, while Ctrl+Shift+Q opens a new meeting request. What’s the most popular Outlook keyboard shortcut? Ctrl+Enter sends your message.


Say it with images

Say it with images

Show and tell in your email messages by inserting pictures from your PC or the web.

  1. Place your cursor in the message body, then select Insert > Pictures. To insert a picture from the web, select Insert > Online Pictures.
  2. Select your picture, and then click Insert.
  3. To resize the picture, drag the handles at one of the four corners.

Why send a copy when you can send a link instead?

Why send a copy when you can send a link instead?

Collaborating with colleagues on a report or project? Don’t send copies. Send a link instead.

The trick is to upload files to OneDrive and then send everyone a link to the files. Your recipients can collaborate on the same file at the same time, and you don’t have to scour your inbox for multiple copies.

Select Attach File > Browse web locations > OneDrive. You can tell you’re sending a link to a OneDrive file because the attachment icon will have a cloud on it.


Now it's easier to Focus on the important conversations

Now it’s easier to Focus on the important conversations

Stay focused on important emails by ignoring conversations. Any conversation you ignore will be moved to the Deleted Items folder.

Pick a message from a conversation you want to ignore, then select Home > Ignore > Ignore Conversation (or press Ctrl+Del). Optionally: check Don’t show this message again.

You can always switch back if you change your mind.


Tag contacts with @mentions and be heard

Tag contacts with @mentions and be heard

No excuses for missing emails. Use @mentions to get noticed.

In the body of your email message or meeting request, type @ followed by a person’s first and last name. Select the name to see it highlighted in the body and added to the To line of the email.

The recipient will see an @ symbol in their message list.


Turn that email into a PDF

Turn that email into a PDF

Need to create a PDF from your email message? Print it with Windows 10!

Click Ctrl+P to open the Print dialog, then select Microsoft Print to PDF as your printer.

Once you select Print, pick a folder, name your PDF, then select Save.


Tame your Inbox with Clean Up

Tame your Inbox with Clean Up

Overwhelmed trying to achieve Inbox Zero? Folder Clean Up can help.

From your Inbox (or any other email folder), select Home > Clean Up. You can Clean Up Conversation, Clean Up Folder, or Clean Up Folder & Subfolders. Outlook will automatically move redundant, read messages to the Deleted Items folder. Folder Clean Up will never remove unread messages.


Let them know you're away

Let them know you’re away

When you’re on vacation or out of the office, email piles up. Let senders know you’re away, and give them someone else to contact during your absence. They get what they’re looking for, and you get to keep that vacation glow.

Select File > Automatic Replies > Send automatic replies.

Type the message that will be displayed to senders, and select OK.


Spice up your signature

Spice up your signature

End your messages with a signature that reflects your unique style.

  1. In an email message, select Signature > Signatures.
  2. Select New, give your signature a name, and create your signature. Add graphics and links or get creative with fonts and colours.
  3. Select OK to start using your new signature.

Smarter meetings with Skype and OneNote

Smarter meetings with Skype and OneNote

Before sending that meeting request, make it a Skype meeting and set up a shared space for meeting notes.

Before you send the meeting request, select Skype Meeting. An online meeting link will be created automatically and inserted into the meeting request. For shared notes, select Meeting Notes. Create a new OneNote notebook or select an existing one. A link to the notebook will appear in the meeting request.

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