book

Working Smarter with Microsoft Outlook

by Staci Warne

August 2022

Intermediate to advanced

428 pages

8h 12m

English

Packt Publishing

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ContributorsAbout the authorAbout the reviewers
Who this book is for?What does this book cover?To get the most out of this bookDownload the color imagesConventions usedGet in touchShare Your Thoughts
Manage OutlookInfoOffice AccountFeedbackOther optionsDrag and drop techniquesDrag and drop to the calendarDrag and drop to a to-do ItemDrag and drop to people/contactsDrag and drop other usesCustomizing views as per tailored needsThe Quick Access ToolbarOutlook TodayShow Focused/Other viewThe Layout sectionPeekAdvanced View settingsThe Clipboard viewerSummaryQuestionsAnswers
Sending and receiving emailAutoCompleteRemoving AutoComplete list entries one by oneUsing contact addresses for the AutoComplete listEnabling or disabling the AutoComplete listClearing all entries from the AutoComplete listHTML email signaturesAttachmentsCloud file attachments in OutlookMultiple attachmentsChanging the file association for an email attachmentVoting buttonsInserting voting buttonsTracking and printing resultsRecalling a sent messageHandling repliesWorking offlineIs Outlook working?When Outlook shows that it is disconnectedSummaryQuestions AnswersFurther reading
Why have multiple email accounts?Selecting an email hostEmail protocolsPOP3IMAP/SMTPPMicrosoft ExchangeSetting up email accounts in OutlookEmail account setup – automaticChanging a mail server Multiple email accounts in OutlookDomain namesAdding a custom domainSummaryQuestions AnswersFurther reading
ConversationsConversation viewQuick StepsCategoriesApplying a categoryRemoving a categoryConditional FormattingDefault Conditional Formatting rulesFlagsSteps to set a flagRules and alertsCreating rulesManaging rulesSummaryQuestionsAnswers
Mail MergeCreating a mail merge in OutlookMail Merge custom attachments, Cc, Bcc, and SubjectSummaryQuestionsAnswers

ViewsManage Views…Customizing your viewsWork timeCalendar optionsDisplay optionsTime zonesScheduling assistantAutomatic accept or declineWeatherAppointments, meetings, and eventsRecurring appointmentsPrioritizing appointmentsMultiple calendarsViewing side-by-side calendarsViewing overlay calendarsPrinting calendarsPrinting a specific day or rangeSummaryQuestionsAnswersFurther reading
Adding new contactsAdding a contact from an email messageBusiness cardsDefault business cardsEditing a business cardContact groupsUpdate NowManaging contact group membersSending a message to a contact groupForwarding a contact groupDeleting a contact groupViewsViewing contactsManaging viewsViewing the GALViewing a contact’s address on a mapSummaryQuestions Answers
Creating a new noteOrganizing notesDisplaying notes on the desktopSending notesSummaryQuestionsAnswers
To-do list versus tasksTo-doTasksTask foldersViewing tasks in the calendarSummaryQuestionsAnswers
Using SearchInstant searchAdvanced SearchSettings and indexingRebuilding the Outlook indexSearch syntax and operatorsSummaryQuestions AnswersFurther reading
Sharing mail, calendars, and contactsPermissionsViewing delegated foldersInbox permissionsCalendar permissionsContacts permissionsChanging/editing delegate permissionsRequest sharingSummaryQuestionsAnswers
Cleaning up email clutterArchivingArchiveAutoArchiveOnline ArchiveBacking up OutlookExporting and importingSaving emails outside OutlookRestoring a .pst fileSummaryQuestionsAnswersFurther reading
Cloud computingOneDriveOneNoteMicrosoft TeamsOutlook groupsCreating an Outlook groupMobile phonesAdd-insProblems with add-insManaging add-insRSS feedCreating an RSS feedViewing an RSS feedDeleting an RSS feedSummaryQuestionsAnswersFurther readings
Rule 1 – delaying sending after sending an email Rule 2 – receiving a text messageRule 3 – To or CcRule 4 – automatic replyRule 5 – processing emails that are delegatedRule 6 – purging emails with Newsletter in the subject lineRule 7 – applying a category as per the word in the subject lineRule 8 – redirecting email replies to another personRule 9 – blocking out-of-office repliesSummaryQuestionsAnswersFurther reading
The Outlook object modelVisual BasicMacrosActivating the Developer tabVisual Basic EditorMacro scenarioCreating a macroRunning macros with the button on the ribbonSummaryQuestionsAnswersFurther reading
KanbanFive SMART habits to be productiveSMART habit #1 – use searchSMART habit #2 – don’t repeat stepsSMART habit #3 – foldersSMART habit #4 – templatesSMART habit #5 – journal entriesPower HourSummaryQuestionsAnswers
Chapter 1 – Getting Started with Outlook Chapter 2 – Sending and Receiving Emails Chapter 3 – Managing Email Accounts Chapter 4 – Organizing Your Outlook Environment Chapter 5 – Outlook Mail Merge Chapter 6 – Managing the Calendars Chapter 7 – Contacts in Outlook Chapter 8 – Outlook Notes Chapter 9 – Tasks and To-Dos Chapter 10 – Save Time Searching Chapter 11 – Sharing Mail, Calendars, and Contacts Chapter 12 – Archiving and Backup Chapter 13 – Collaboration & Integration within OutlookChapter 14 – Nine Useful RulesChapter 15 – Programming with MacrosChapter 16 – Managing Your Day System
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Overview

Learn how to unlock the full potential of Microsoft Outlook and master its features to streamline your daily routine. In "Working Smarter with Microsoft Outlook," you'll explore powerful tools for task automation, advanced email management, and improved workspace collaboration. By following practical examples and techniques, you will be able to make Outlook work smarter for you.

What this Book will help me do

Understand how to tailor Outlook to suit your personal or organizational needs.
Master email organization techniques, including categories and custom rules.
Streamline repetitive tasks and workflows using automation with tools like Quick Steps.
Increase team productivity by effectively sharing calendars and tasks within Outlook.
Optimize time management with advanced scheduling and to-do features.

Author(s)

Staci Warne is an experienced productivity consultant and author specializing in Microsoft Office tools. With years of expertise in training professionals to maximize their efficiency, Staci has distilled her knowledge into this practical guide. Her writing is characterized by clear explanations and actionable advice tailored to modern work environments.

Who is it for?

This book is ideal for professionals who use Microsoft Outlook regularly and are eager to enhance their productivity. If you're looking to manage your emails, schedules, and tasks more effectively, you'll find this book invaluable. It suits readers who want actionable guidance, whether they're new to Outlook or seasoned users. Perfect for anyone seeking to work smarter, not harder.