Our favorite tips and tricks for Office 365: Outlook

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Whether you're studying at an educational institution, a company employee, or just an average person with a Gmail account, email is likely to be an important part of your day. Therefore, to avoid getting caught in a message chaos, it is always better to use some kind of software to help manage your inbox.

Microsoft Outlook is one of the most popular desktop solutions for that. and it's included for free with Office 365 subscriptions. In this guide, we'll take a closer look at some of the tips and tricks you can take advantage of to manage and send emails with the greatest efficiency and productivity.

Use the Outlook hotkeys

During your busy day, you may not always have time to drag the mouse over the icons to perform common tasks such as writing, replying, or forwarding messages. Fortunately, just like on Microsoft computers, there are several Outlook hotkeys that you can use. These hotkeys can save you time by skipping the menus. Next, we have compiled some of our favorites.

  • CTRL + Shift + M: Create a new message
  • CTRL + R: Open the answer window
  • CTRL + F Open the Forward window
  • CTRL + Shift + R: Open the answer window, to answer a complete group
  • CTRL + K: Can be used to insert hyperlinks in emails [19659006] CTRL + Shift + G: Mark a message
  • F4: Search for text in an email
  • CTRL + 3: Open the contact list
  • CTRL + 2: Open the contact list calendar

Our list is just the beginning of shortcuts. Microsoft has a deep dive into more Outlook shortcut keys right here, so feel free to check it out.


Use the resize tool in Outlook to send large image files

One of the pains of emails (and Outlook) is that there is a limit of 20 MB for when you want Send images or files in your messages. There is no need to worry, however, as there is a solution to this. Outlook has an automatic resize function that can be used to reduce the size of images before sending your emails.

After writing your new message and attaching all your photos, you can find the option by going to " File " in the upper left part of the window, then click on the yellow box that says " Image attachments "Finally, you can choose" Resize large images when I send this message. "Generally, this will reduce the MB files to smaller sizes in KB, however, please note that this function will only work if you have attached the photos using the Insert Files button.Images embedded directly in the mail will not change size with your method.

If all else fails, you can always send your attachments as a ZIP file.

Outlook Compress

Combine the power of OneNote with Outlook, or save emails as PDF

Outlook is excellent on its own for managing emails, but it can also be combined with the power of the OneNote note-taking application, for example, when you take notes and plan items in OneNote 2016, you can transfer them as a task To do this in OneNote, highlight the words you want as a task and then, in the menu that appears, click the arrow next to the button " O Tasks utlook "to choose a reminder.

You can also transfer any Outlook email directly to OneNote to help you dial the email and even schedule tasks. To begin with this function, select the " Start " tab in your Outlook inbox and then click on the email you want to send to OneNote. Then, click on the icon " Send to OneNote ". If you are logged into OneNote with the same account, a version of the email from the OneNote Microsoft Store desktop application will open, allowing you to edit it as you wish.

As an alternative method, another excellent way to mark emails would be to save it as a PDF file. To do this, go to the menu " Print ", select Print Microsoft to PDF, select a folder and press " Save. " Then you can browse to find the PDF file, open it in Microsoft Edge and write all notes as you please.

OneNote and Outlook

Back up your emails to avoid accidents

When you are managing your email accounts on multiple devices, sometimes things can Going wrong You can accidentally delete an important message, or a message can be lost Well, you can back up your emails in Outlook to avoid such embarrassing situations.

One of the easiest ways to make copies of Security of important emails in Outlook in Windows 10 is simply highlighting the message and then dragging it to a File Explorer window. or an Outlook item, and if you double click on it, the message will open in Outlook, regardless of whether it was deleted from the server or from the inbox.

You can also export your entire mailbox as a .PST file manually on a regular basis. You can do this by going to your inbox, by clicking on " File, " and then on " Open and export ". Then you can click on " Import / Export " and choose the button " Export to file ". Complete the wizard by selecting .PST and then clicking on the folder you want to export (in this case, the Inbox). Then you can choose where you want to save and then click on end. If you wish, you can protect it with a password, but this is optional.

Open and import the .PST file again in Outlook is easy, simply go back to the menu " File ", click on " Open and export, " and select " ] Open Outlook data file. "Once you open the PST file, this will create a new area in the left pane known as Outlook Data. This is the new homepage of your supported messages.

Saving Emails

Use the cleaning tool to delete messages

Nothing is more annoying than a full inbox, but Outlook has a built-in tool to help you Purge all unwanted messages. To use this tool, right-click on an email conversation that you want to clean. Outlook will give you a warning and send you all redundant messages to the Deleted Items folder. Outlook considers a redundant element if it appears more than once within a thread of messages. This is especially useful for cleaning long conversations by email.

You can also use the same tool to clean folders, simply visit the folder you want to clean and click on the tab " Start ", and then click on the icon of an envelope with an "X" on it under the group " Delete ".

Cleanup 1

… And that's just the Beginning!

We've only highlighted five tips and tricks in Outlook, but there's a lot more you can do. You can protect your Outlook data with a password, set up professional-looking email signatures, configure rules for your inbox, schedule messages and much more. Are you reviewing any of these? Let us know in the comments below if you have other tips and tricks for Outlook.

Additional reading: Microsoft, Office 365, Outlook

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