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Tech tips

Email tips: 4 pro tips to get more out of Outlook

Outlook’s undoubtedly changed a lot over the years. Some updates are fantastic. Others? Maybe not the best, but it’s still an incredibly robust way to correspond with others.

No matter which version you’re using, these Microsoft Outlook tips can all streamline daily tasks. We’ll show you things like how to sort through your messages and organize the most important ones.

The following are Outlook tips and tricks for the desktop version, but they can also be applied to the web app.

1. Schedule emails ahead of time

Scheduling the delivery of a message is one of the most universally helpful Outlook hacks on this list. Start by composing a new email using the New Email button in the desktop app.

  1. Write an email and choose a recipient.
  2. Click Option in the Outlook ribbon above.
  3. Choose Delay Delivery, prompting more options.
  4. Add in your desired delivery time by enabling the Do not deliver before option, adding the date and time that the message should be sent.

This is one tip that may be especially valuable for professionals. If you know the recipient is more likely to open a message at a particular time, why bombard their inbox ASAP? Birthdays, important reminders, and other future events can all be taken care of in advance using this handy Outlook feature.

RELATED: The one trick I use to start my inbox with a clean slate every year

2. File emails automatically

If you can automate any part of your day, we highly recommend the convenience. You can save yourself tons of clicking by filing incoming messages automatically with this simple Outlook hack:

  1. Choose an existing folder or create a new one using Ctrl + Shift + E.
  2. Right-click the message or recipient you would like to make a rule for.
  3. Hit Rules, prompting more options.
  4. Choose Always Move Messages From: and choose the file to have them sent to. This will help organize your inbox.

We believe strongly in the power of Inbox Zero. If you hate to see the clutter, this is the best way to tame a busy day.

3. Adjust the font size

We love personalizing our correspondence with a unique, attractive, easy-to-read font style and size. You can change the default font in Outlook in many areas, including the font in the messages you send, forward, reply to and more:

  1. Go to File > Options > Mail > Stationery and Fonts…
  2. Select the font you want to change.
    • New mail messages – Sets the default font for original messages you compose.
    • Replying or forwarding messages – You can have a different font on messages you’re forwarding or replying to. This setting is mostly for the two check boxes that let you mark your comments with your name (or other text) or with a different color of text.
    • Composing and reading plain text messages – Plain text messages will be received by the other person with standard font, but if you want to use a nicer font when you’re writing the message, you can. Just understand that font won’t be sent with the message.
  3. Select the options you want to apply to the default font, such as font style and font size.
  4. Select OK all the way back out to save your changes.

4. Create a folder for common searches

Finally, one of our favorites. If you’re always looking for one thing or another, you can create a custom search folder that precludes the inquiry. All you’ll need to do is click on it, and you’ll have a constantly-updated folder full of your results:

  1. On the Folder tab, right-click on Search Folder.
  2. Using the Create a custom Search Folder option, type in the search terms you want to use.
  3. Name the folder, and it’s ready to use any time.

One alternative way to use this feature: including keywords in memos and reminders to yourself, allowing you to access important documents and other information quickly.

You may also like: Inbox a mess? Here’s the surefire way to keep your email in check

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