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Microsoft Outlook 2016 Timesavers (Tips/Tricks)

Are You Using Outlook To Its Fullest Potential?

Clean Out Your Inbox Quickly With Quick Steps


If you aren’t using Quick Steps, you’re wasting time – and in the world of business, time is money. With Quick Steps you can automate repetitive actions that will increase Outlook’s functionality and add time back to your schedule.

How to set up a bi-weekly meeting Quick Step

Go to the Quick Step function in the ribbon at the top of your page.

Select your option from the drop-down menu.

You can also do this by clicking the arrow at the bottom of the Quick Steps box.

Next, click CREATE NEW and choose a selection.

There’s another way to do this.

You can select CREATE NEW directly from the Quick Steps window.

Type in a Name for your new Quick Step. I’m going to call it TEAM STRATEGY MEETING.

Next, choose an action. I’m choosing NEW MESSAGE.

Type in the email addresses of the people you want to attend your meeting.

When complete, choose FINISH.

Go back to the ribbon and the Quick Steps function.

You’ll notice that there’s a new icon in the Quick Steps box named TEAM STRATEGY MEETING.

Now, when I want to send a notice to my team about a meeting, I just click the TEAM STRATEGY MEETING icon and a new message pops up with the names of my team members already included!

How To Set Up A Quick Step For Reply & Delete

Select a message in your inbox that you must reply to.

Go to the top ribbon and in your Quick Steps box choose REPLY & DELETE.

Send your response.

Now, the message has been deleted from my inbox. There’s no need to go back and manually delete it!

3 Bonus Microsoft Outlook Timesavers

1. How To Turn Off Notifications

You know those little pop-ups that appear when you’re trying to concentrate on a project? They are there to let you know that you have new mail. This is great if you’re waiting for an important email. Otherwise, they can be very distracting.

  • Just go to the bottom right-hand side of your screen (in Windows) and click on the little triangle. A checkbox will come up.
  • You can see here where it says, “Show New Mail Desktop Alert.”
  • Uncheck this and no more annoying pop-ups!

You can also do this right from Outlook:

  • Go to the left-hand side of your screen with Outlook open.
  • Select “File” and “Options.”

Under “Mail” you’ll see a bunch of options. Here’s where you can select all the notifications and sounds that simply distract you, and that you don’t need. Ah, peace and quiet for a change!

2. How To Drag Mail Into Your Calendar

When you’re in an email, and you want to add a meeting to your calendar, simply go up to the top Ribbon where it says “Meeting” and you can “Reply with Meeting” to all the people on the email stream.

Set up the time and place, and then invite everyone.

3. How To Block Off Time Slots

Let’s say someone emailed you a proposal and you need to block off some time to read it. Here’s how to do this right from the email and attachment:

Here’s the email with the proposal marked in blue.

Drag the box down to the left where it says “CALENDAR” and it will create a prompt where you can enter the block of time in your calendar, on the day and time that works for you. Now it will appear as an appointment in your calendar.

And, when you’re entering time in your meeting time slot, Outlook does some of the work for you.

Say you want to start at 10:00 a.m. Simply key in 10 and hit TAB, and Outlook will enter the rest (10:00 a.m.). You can even use military time. Enter 15:15 TAB and Outlook will convert it to 3:15 p.m.

You can do the same with the end time as well.

Microsoft Outlook 2016 has many other great features. We’ll share more ways to get the most from Outlook and other Microsoft products in future articles.

In the meantime, check out our Blog to stay informed about new Microsoft products and technology news.

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