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#Outlook office mail how to
#Outlook office mail archive

Now drag that window onto your second monitor.

Right-click any of the bottom buttons on the Navigation Pane (aka Folder pane).

Save your sanity and move the Calendar to your second monitor to easily view both screens side-by-side.

Drag any contact to Calendar to create a new appointmentĦ.

Drag any Contact to Mail on the Folder Pane to create a new email to that contact.

“Drag and Drop” an email onto the Tasks or Notes symbols on the Navigation bar.

So you won’t have to re-type into the appointment. Plus, it keeps all the detail from the email.

“Drag and Drop”: the email again onto your “ Calendar” and an appointment will be made.

Less typing, no typos, and your contact is created within seconds!

Use Copy (Ctrl C) and Paste (Ctrl V) to get the signature line items into the correct fields in the new contact window.

Now, inside the Contact window, the Notes portion will have the person’s phone # and address (if included on their signature line.) Suddenly you’ve got a brand new contact with the email address and name automatically entered.

“Drag and Drop”: Simply click and drag the email and drop it onto the bottom left “ Contacts” symbol on the Navigation bar.

(Mail, Calendar, Contacts, Tasks, or Notes) When an email requires a task or follow-up, (i.e.: a contact needs to be created or an appointment is needed based on the information in the email), use the Drag-And-Drop method below: Let’s face it – typing creates typos, which cause repair work and drain your productivity. Third rule of Office Management: Be open to learning new tricks! These little-known methods can surprise even the pros: Want more Microsoft Office shortcuts? Check out our shortcuts for Word, PowerPoint, and Excel.

Or use “ Quick Steps” to pre-format and pre-address an email to multiple people.

To create a new email: Ctrl + Shift + M.

The second rule of Office Management: Type less (and use shortcuts.) Here are some easy-to-remember options:

#Outlook office mail how to

Here is a quick video on how to Flag emails so they don’t get lost and how to add color categories using the Categories column. The Categories inside your inbox can serve that purpose. I once taught at a company that had color-coded their internal departments but didn’t apply the same system to their emails. Use “Flags” and “Categories” to keep track of important emails in your Inbox They would probably contain contract files, corporate records, tax records, etc.

#Outlook office mail archive

These would be your Archive Folders at the bottom of the Navigation (Folder) Pane. The third office file system is the “Perennial file” and I’m not talking about flowers here. You see, since computers auto-file for us, no one remembers or teaches the old rules of filing: “Symbols and numbers come before everything else". What if you’d like to cheat and move a “W” folder to the top of the Inbox list, but you can’t pick it up and move it there? Here’s a tip… Just type an underscore, “_”, or a number in front of the folder name.

(I still cringe at the memory of those heavy, metal drawers slamming shut.) Well, these have essentially become the Inbox folder system which automatically alphabetizes the folders. The second file system was contained in the old and dreaded “4-Drawer File Cabinets”. When you are done with that project, simply right-click the Folder and choose “Remove from Favorites”.

To add a folder to the Favorites, right-click the Folder and choose “Show in Favorites”.So we don’t file them into the A-Z folder system instead, we keep them handy in the “Favorites” folder at the tip-top of the Outlook Navigation Pane. These are the files you need at your fingertips. These are your active customers, the most urgent vendors, you name it. These still apply to today’s world but have been lost in the flurry of digital organizing. In the days of “paper offices” (pre-computer age), we had 3 filing systems. Use “Favorites” to keep active folders at the top of your Navigation Pane (aka folder pane) Then you can read them all at one time without distraction.Ģ. To apply the “Work Less” theory, have Outlook automatically file an email.