Most office workers are used to the quirks of Microsoft Outlook, but many may not know just how much it can do (and just how quickly it can do it.) While many of the things about Outlook are intuitive, shortcuts can keep your focus at the moment instead of having to break it to find what you need. If you’ve ever been late for a meeting, let a task slip by or lost an email, then use these 5 shortcut tips to save time.
Start Organizing Your Emails
When an email comes in, you can flag it as a task, so it shows up in a list on the right-hand side of your computer screen. Much like a ticketing system, it means you’re less likely to forget to take care of something if you have a list that you can quickly check off and update. All you have to do when you get the email is hit Control + Shift + K, and voila, you have a new task. You can also use Control + Shift + G to flag it as a follow-up if you don’t want to create a task.
New versions of Outlook allow you to color-coordinate both the categories and details within the categories (e.g., by person, project, etc.), so you’re more likely to find what you’re looking for. Right click on the categories field to get started. From the Home tab, you can then manage your tags and choose your own shortcut by going from All Categories to Tags Group to the alternative options. Again, your capabilities will depend on your version.
If you’re looking for your daily, weekly or monthly calendar, simply hit Alt + the first letter of the timeline you seek. So Alt + D will pull up your daily calendar, Alt + W is weekly, etc. This can help you quickly pull everything up quickly, so you have a chance to say yes or decline invitations without delay.
Ever put on an email chain that pings you repeatedly from the 30 people who are all on it? If so, you can use Control + Delete key to get to the Delete panel, where you can then click Ignore so you can mute the thread and concentrate on your day.
Just hitting F7 when you’re in Outlook automatically runs the spellcheck for you. This can be a quick habit to get into when you’re sending multiple emails a day and need them to be perfect.
Before you dismiss these, consider how much more you can get done with just a few extra minutes a day. Those who use these shortcuts can cut between 10 and 15 minutes of unnecessary work. Data Magic Computer Services is the trusted choice when it comes to staying ahead of time-saving ideas in technology and can provide you with tips, tricks and news. Contact us at (469) 635-5500 or send us an email at firstname.lastname@example.org for more information.