There is no better feeling than finding out there is an easier way to do something. I may be over exaggerating but just wait until you read these Outlook shortcuts. Email is not fun, it’s as simple as that, but there are ways to ease the daily email pains. Here are some of our favorites:
1. Quick Parts
“Hello, thanks for wanting to learn more about us, here is some more in depth information…” Most of us have written a version of this email, what feels like a million times. Fear no more, with quick parts you can save common emails that you send out regularly. To set this up, Use the composer window to type out the text you'd like to use frequently, highlight it, and head to Insert > Quick Parts > Save selection… to commit it to Outlook's memory. From there you have two ways to get to that pesky email. either use Insert > Quick Parts to add the text in, or just begin typing it in the composer window. Outlook will offer a visual indication, and you can simply hit the Enter key to instantly add it to your message.
2. Outlook Shortcuts
[Ctrl] + R: Use this to start a quick reply to the email you currently have open
[Alt] + R: Use this to start a quick reply all to the email you currently have open
[Alt] + W: Use this to forward the current email you have open
[Alt] + R: This will open the work week when you are in calendar view
[Alt] + W: This will open the full week when you are in calendar view
3. File That Cabinet
Sorting your inbox can be a task as long-winded and laborious as replying to that daily deluge of mail. But one feature of Outlook means you don't necessarily need to sort anything. A search folder will automatically categorize your mails based on terms found within; perhaps 'purchase order' or 'invoice'. It's not infallible, but it's certainly useful.
To create one, click the Search Folders heading beneath the inbox you'd like to manage and choose New Search Folder. There are various templates—mail marked for follow-up, unread mail, that sort of thing—but the bottom option allows you to create a search folder based on your exact specifications.
4. Translate Your Time Zone
As much as we'd all like our days to be divided into neat thirty-minute chunks, that's not always the case. Outlook's calendar view can break your day down into much more accurate slices—just right click an empty calendar space, select View Settings > Other Settings, and alter the timescale to your liking.
It's also very useful to combine your Tasks list with your calendar view for a good overall look at your day's business. Just open the calendar, head to the View ribbon, and use the Daily Task List button to place it wherever suits you.
5. No More Junk
A little Junk Mail isn't so bad as long it is done in moderation. However, dealing with unwanted email is an unfortunate part of the process, but you can do more than just blocking single senders. Head to Home > Junk > Junk Email Options to access Outlook's full range of spam repellents.
It's up to you how stringent you want to be on your account's access requirements. You can, for instance, whitelist senders from the Safe Senders tab and use the appropriate selection on the Options tab to automatically junk mail from all but those you've allowed. You can even use the International tab to block access from entire top-level domains.