Outlook Tips & Tricks to Take Control of your Inbox
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- เผยแพร่เมื่อ 28 พ.ค. 2024
- In this step-by-step tutorial, learn 10 strategies that I used while I worked as a Program Manager at Microsoft to stay on top of my inbox. I frequently received over 250 - 300 emails every single day. Over the years at Microsoft, I picked up several techniques that helped me control and manage my inbox. This allowed me to focus on just the email that mattered.
We start with a simple strategy of getting a text message (SMS / MMS) when a very important email lands in your inbox. Never again miss an urgent message that needs your attention.
Next, I show you how to conditionally format your messages, so messages visually stand out that matter to you.
Third, we look at the To or CC rule. If you're not on the To or CC line, the message likely isn't very important. With this rule, only messages where you're on the to or cc line stay in your inbox.
Fourth, we group messages by conversation, so threads consume less space in your inbox.
Fifth, we look at how to flag messages for follow-up. As a bonus, follow-up messages show up in To Do, where you can add tasks to your My Day view. This helps you focus on tasks that matter.
Along with setting your own follow-up flags, we also look at how to set up flags on outgoing messages, so you don't forget when you request things of others. This serves as a good tracking system to ensure you're getting responses to your requests.
Next, we look at how to set up meetings directly from an email thread. This maintains the context, like who was included in the message and the body of the message. This makes it even easier and faster to set up meetings.
We then switch our attention to reducing disruptions by turning off sounds, notifications, and replying to messages in a new window. Lastly, we look at how to use the ignore button to mute threads that don't need your attention.
By following these strategies, I was able to focus on the emails and work that mattered, helping make me more effective at my job at Microsoft.
📚 RESOURCES
- List of SMS/MMS domain gateways to send/receive text messages in Outlook: www.liquisearch.com/list_of_s...
- Top 20 Microsoft Outlook Tips & Tricks: • Top 20 Microsoft Outlo...
- Top 14 Microsoft Outlook Calendar Tips & Tricks: • 📆 Outlook Calendar Tip...
⌚ TIMESTAMPS
00:00 Introduction
00:33 Text message (SMS / MMS) rule
02:58 Conditional formatting
05:02 To or CC rule
07:44 Conversation view
08:28 Flag messages for follow up
10:37 Keep track of requests of others
12:01 Respond with meeting
12:44 Remove distractions
13:32 Separate compose window
14:39 Ignore messages
15:17 Wrap up
📺 RELATED VIDEOS
- Playlist with all my videos on Outlook: • 📨 How to use Outlook
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🎒 MY COURSES
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#stratvert #outlook #microsoftoutlook - วิทยาศาสตร์และเทคโนโลยี
Let me know if you learn any new strategies in this video! These tips helped me so much when I worked at Microsoft. I wish I had something like this when I first started working because I honestly drowned in my excessive email. Here are timestamps if you want to jump around:
⌚ Timestamps
0:00 Introduction
0:33 Text message (SMS / MMS) rule
2:58 Conditional formatting
5:02 To or CC rule
7:44 Conversation view
8:28 Flag messages for follow up
10:37 Keep track of requests of others
12:01 Respond with meeting
12:44 Remove distractions
13:32 Separate compose window
14:39 Ignore messages
15:17 Wrap up
Text message, flag one how to use it, keep track of requests, respond with meeting, ignore message, show as conversation. These all were new for me. Seperate window, I knew it but some how it was disabled, so got it ticked after watching your video. Thank you
Love these productivity videos. Would like to know more about Archive and Clean Up and how they work.
I tried the To and CC rule but it took items from InBox that were addressed to me. I definitely applied the rule correctly. Was a bit sad about that. But realised anyway that I am often emailed with my name in the bcc box about important stuff, so not a great rule for me to have. Shame, I get a lot of clutter.
You are a true blessing! Thank you for sharing your time and knowledge of the MS 365 products/software. Unemployed since the start of the Covid shutdown and now with an Exec Asst opportunity before me, I panicked and experienced anxiety. After this video, I am super excited, confident, and ready to start immediately! LOL As mentioned below, you are a God Send! Love the timing (not too fast and rushed), and you provide the FULL PURPOSE OF THE FUNCTIONS. I am a lifetime subscriber to your channel! YOU DESERVE A TRILLION THUMBS UP FOR ALL OFYOUR MS VIDEOS! You saved my career! Thank you so much!!
Nothing new for me here 😞, but shame you didn’t mention Quick Steps - would be a better way of filling away emails, than just pushing them to archive folder. (In my opiniom).
How much of a nerd am I that I like watching these videos, yes, to learn, but also because I enjoy the little jokes he adds throughout? 😅
Haha I watch these on my lunch break
You’re not alone 😅
It’s a Friday night and I’m watching.
Guess I’m in the club 🤓
You aren’t the only one. Haha
@@fireman194
... ,Ym.0
The irony has not escaped me remembering how excited I was when I got an email message during my introduction to email back in the early AOL days. “You got mail!” would get me giddy.
One of the few reasons why I started to watch your channel is
1. You jump straight into the problem and do not waste any time
2. I like your way of covering subjects which is super comprehensive..
Keep up the good work on your vedios. Thank you kevin
I am overflowing with files in my mail! The right video at the right time! The yellow to white transition in the thumbnail is just fantastic!!!!
I think it's a Gradient🤔🤔
I've been an Outlook user for years and learned many new strategies from your video that will greatly assist with some ongoing issues I've had with tracking the volume of emails I receive every day. THANK YOU!
Your videos are incredible. Every time I click on one thinking I won't learn anything new you prove me COMPLETELY wrong. Insanely good content. Thank you.
I'm the administrator of an accounting firm, and I'm going to show them these tips tomorrow. Thanks man, I love your channel. I watch every vid.
Kevin - not only are you a man that makes cookies and beautiful content, but videos like this make my heart warm and fuzzy. I love this and cannot believe I didn't know about some of these features.
Loved these tips! I already use the rules feature in Outlook, but I didn’t know that emails could be ‘colorized’ to make them stand out - awesome 🤩
Thank you Kevin these tips will help me stay organized and focused!
Thank you Kevin! So happy that I discovered your awesome tutorials!
Kevin, first of all, a big high five on your success at launching on your own and growing your TH-cam presence! Outstanding growth in such a short time. Very helpful tips, and I think you may subscribe to the practice of any empty Inbox when you flagged and Archived. For many of us that is a scary workflow change. Formally moving an email to ToDo-Task and archiving is something most don't embrace including me. Would enjoy seeing a follow up video highlighting your workflow day to day, week to week.
I thought I was already the Outlook guru, but still learned new tricks from this video. Thank you! 👍🙏🏻
The "reply and forward" setting opening in a new window is extremely helpful, Thanks Kevin.
Love your tutorials, Kevin. You make it so easy to understand and implement. I'll be watching more. Thank you,
I love your use of humor in the emails.
I’m new to Outlook, so all of these tips and tricks will help! I love these tutorials! Thank you Kevin. Keep up the great work.
These tips are exceedingly helpful and forwarding email to text is superlative! This is a potential "life-saver" in preventing a potentially missed email from a valuable client or vendor. 💰 Thank you for the tips and the quality, professional presentation.
I’m definitely going to use a couple of your tips, like “view as conversation” and “ignore” to begin with. Thank you very much for this video, really useful one!! And I like your channel a lot!
I love how precise your language is!
Thank you sooo much for this video, Kevin! This is truly helpful especially to us working in the corporate world. I've been watching all of your tutorials (Outlook, MS Teams, especially Excel) since the day I bumped into your channel! Please keep uploading contents - hope you never get tired doing so! Btw, you deserve more views! :-)
Hi. Yes, it helps my inbox to be less messy. This is really helpful all-in-all especially the To-Do and reply with a Meeting Invite. More videos like this please. Thank you :)
This was the most beneficial video I've EVER seen on outlook. Fantastic!
Hey Kevin, this one was among the most useful training sessions I have watched from you. Thanks.
This information is awesome! First thing this morning I made a number of these changes.
Why did I not know about Ignore? Game changer as we have a bunch of people who like to reply all. Thanks!
Hey Kevin, I think having a TH-cam channel and business is a great idea. I enjoy all your informational videos and I've learned many skills and techniques. Keep the videos coming and I'd love to see more on MS Access 2019. Thanks Much, Jack
I didn’t realise flagged emails go to ‘To Do’ which is very handy. And I have now setup meaningful rules which I had known about but your video was the push I needed to get it done. Thank you Kevin.
Every single tip was amazing, thank you for posting this Kevin! I made sure to share it with my team.
I loved the changed font for bosses email and the SMS ideas. I thought I knew it all but you had more stuff and you compacted so much information in a short video, well done!
These are great. Keep ‘‘em coming.
The first tip with the text message is amazing! How did I not know this. Thank you!
Fantastic video. Recently started helping my events manager organize and one place is her email. This will be a tremendous help! Believe it or not, the conversation view will be an INSTANT life saver for her!!! Something so simple!!! Thank you!
Thank you Kevin, I did add the BOLD and highlighted Rule for my Managements emails. I also did prioritize my TO me and CC me emails. I did move the rest to archives.
Love this tips. I will try and use it at work. Thanks for sharing!
amazing ! definitely used almost all tips.
Thanks so much Kevin. You videos are always an eye opener. Be safe. Thanks
I was just trying to clean up my inbox so this is perfect! :)
Very new at this. But. yes did learn thx Kevin - I am 93 and love your teaching style
Immediately implemented conditional formatting and viewing as conversations.
Thanks for the tips, Kevin
VOWW, this is very fantastic work by you, lot of information at one place in quickest possible time, appreciate your nice work, thanks
Love the "Ignore" setting when getting 30 "Reply all" messages
So many great techniques. Thank you.
All are awesome tips. Thanks for sharing
Lead Cookie Eater. This title is what I'm striving for. Great video
I didn’t know emails could have different fonts, and I knew about categories but hadn’t thought about flagging with no date then using a category of “waiting for response” to keep track of what I’m waiting on - love that!!
Kevin, thanks for your video tutorials. They are very useful especially when trying to manage the email messages on outlook. I learned today how to group messages as conversations, which I will be trying out on my office outlook messages. Thanks very much for these tips and keep up with your good work of creating useful tutorials.
Super! Sending yourself an SMS is really helpful.
Thank you very much. That was awesome information. It’s going to make my life a lot easier when I’m dealing with my emails.
Yes..I learned... very useful video.... I am always watching the all videos from you...
Just so many ways To interpret (or misinterpret) just the beginning let alone the whole body of the video. I will try again, I really appreciate you doing everything you can to help people out. This is an excellent video, the problem is me
This was very helpful! Thank you. I'll definitely use the setting up a meeting to further discuss the topic in the email and reply in a new window.
Thanks Kevin, great productivity and organizational tips in this one!!! I can apply several tricks.
Archiving after you have to mark something follow up. I like it!
Thank you very much Kevin, you are helping me a lot managing my work and be more productive, thank again!
Happy New Year! Thank you so much Kevin. I learned a few tips that help a lot. Such as "Conversation View", how to build "Rules"... I believe they will be help me to work more efficiently this year!😄
Thank you Kevin. Always an exciting experience with your videos.
Thanks for sharing and it is really wonderful.
It is a really wonderful approach anyone who is performing a management role is awesome.
The To: CC: Rule changed my life.
Just started a new position and have not used Outlook in many years so this is a great refresher and then some. Thank you so much Kevin!!!! :)
Excellent. Many I knew, but not the Ignore or To/cc option. Very good videos Kevin.
Thank you very much. All tips are very useful
Very good tips! Several things I was not aware of.
My best teacher. Thank you for your time.
I have reviewed several videos on different Microsoft topics (word, access, onenote, excel,etc.) and all have been excellent. thank you. Voice is also pleasant to listen to unlike other peoples videos where I just had to leave after a couple minutes.
Very helpful. I have not used Outlook in 10 years, so this was very useful. Thank you
I like the tip to flag sent message and categorize as waiting for response.
I always learn something new from you, Kevin.. Top notch as usual
You’re so smart. Thank you for the lessons. 🥰
Thanks Kevin, I have seen a lot of the features you mention, but had no idea how they could help me. I will try and put these to good use.
There is so much I learned -- greatly appreciate you sharing your knowledge!!
These tips will be so useful to me. I really don't have time to experiment with Outlook and forgot about a few options discussed here and learned a few new ones too. Thanks!!
Very helpful tips..... Million of thanks to you
Thanks Kevin for sharing this productivity tips.
Great tutorial! A lot of these settings should be default in outlook (IMHO)
Thanks for the tips! This video helped me a lot to organize better my outlook! You explain very well everything and everyone can follow the steps easily! Very usefull videos! Thanks for making your lives a lot easier! ❤💯🙌🎊
Great Video! Most of them new to me and I'll be using some straight away.
yes! been using outlook for many years now... still learned a lot. Thank you for sharing your tips and tricks.
Ignore is the Best one !!
Thx Kevin
Loved this video. TREMENDOUSLY helpful!
I didn't realize what 'conditional formatting' was or how it could be useful. I will definitely think about using that feature.
Thank you so much, the view in conversation is a game changer.
You are the best ! Amazing videos. Thanks
All of those were fantastic. Sharing video now. You're a champ👍
thank you for posting. Learned quite a bit i had no idea was there.
Thank you so much , I already using some of it but you really explored more option in each feature in addition that of some that tricks I really did not have any idea about .
All the 10 tricks are really very helpful and you really explain it with very comprehensive way
Thank you Kevin for this video. It is most helpful. Keep the tips and tricks coming!
Kevin is just crazy the amount of content you shared ❤️
Love your videos! Big fan! It helps me be productive. Thank you Kevin.
Well I’m mind blown. You’re opening question just changed my life I think. “Does this require my attention?” So simple. I had a whole epiphany and will be applying that question to everything I always THINK I need to do, but really most of it i don’t. Always doin too much 😅 Thank you in advance 🎉 also, Ignore and text alerts… life savers
Some were really new to me and they were awesome...thank you Kevin...please bring more tips.
You just saved my life! THANKS!!
Kevin learned or was reminded of 8 out of ten. Thank you!
Thanks for the tips Kevin!
Excellent, well done..
Love the conditional formatting!
Wonderful tips! I didn’t know how to use most of those so thank you 🙏🏼 very much!!
very helpful. I set a text message rule for certain senders and also turned on the separate compose window. I'm very excited about that one!! Now i can skip the step "pop out into new window" thank you!!!
I always find tips and tricks from your video very useful and practical. I'd also like to learn what's the best way to achieve old emails in inbox. Thank you!