11 Must-Know OUTLOOK Tips and Tricks For PRODUCTIVITY

Learn 11 essential outlook tips and tricks for productivity at work.
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In this step-by-step Outlook tutorial, you will learn 11 essential outlook tips and tricks for productivity at work. By using these outlook productivity tips, you will be able to work much more efficient, waste less time and eliminate redundant working steps and thereby, become less stressed!
You will learn how to work with the advanced search in outlook to quickly find emails you are looking for. You will also learn how to set the work time or how to quickly switch between tabs in outlook. Further, I will show you how to change the default reminder time in outlook or how to set up and save outlook email templates. Also, you will learn more about outlook's sidebar options, and how to flag items and define a follow-up or due date. In addition, I will share how to properly move and sort folders in outlook, how to enable outlook's conversation view, how to change the email format in outlook as well as how to delay delivery of emails in outlook.
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[@Naomiee]

Finally a video that has a lot of information but isn't 40 minutes long. Thank you

[@LeaDavid]

Glad it was helpful!

[@lillianw83]

The speed is perfect! I assume people find it overwhelming as they feel it may be complex, which again makes them forget the simpleness of just pausing the video or simply moving the cursor to play the video at there own desired speed. There are always more people who like the faster speed of things than like it slow; even walking feels slow so you want to run. Keep the pace please. Love it.

[@LeaDavid]

Thank you so much for your kind words, Lillian! Glad you liked the video :)

[@liubiza]

The ctrl+1/2 tip is so awesome!!

[@LeaDavid]

Glad you like it :)

[@claudiamarrufo92]

I appreciate the shortness of the videos but packed with useful content. Thank you

[@LeaDavid]

Thanks, Claudia! Glad you like videos. Cheers, Lea

[@judyl.7811]

0:45 save time and reduce redundant working steps. 1:00 Tip 1: advanced search. 1:50 From:, To:, Subject:, etc. Has Attachment: search prompts. 2:00 Tip 2: work time 2:15 with whom you share your calendar. 3:00 Tip 3: switch email tab to calendar tab. 3:10 my own work blocks. 3:30 Control 1: Email; Control 2: Calendars. 3:45 Tip 4: default reminder time: you could either dismiss it or snooze it before the meeting. 4:35 Tip 5: Email templates, for recurring emails of the same or a similar type 4:55 Challenge: weekly project meetings require meeting notes to be send via mail. - similar type with standardized format and same recipients. 5:40 save as an outlook template which has a file type ending dot. 6:15 Tip 6: Sidebar options: 6:30 To-do bar options.

[@LeaDavid]

Thanks!

[@davedsilva]

Thank you for this!

[@BleedInAllColours]

I did not expect this video to be so helpful! Every single tip is worth knowing and I appreciate you getting to the point. Thank you, Lea.

[@LeaDavid]

Great to hear that and glad you liked the video! Best, Lea

[@MarkLogue]

Wonderful content, thank you. You do move QUICKLY so I am glad that I can stop the video to take notes. Great job!

[@LeaDavid]

Glad you enjoy it, Mark!

[@smokemyshorts]

Thank you very much. There were a few things I picked up that will save me time in my day-to-day work.

[@LeaDavid]

You are welcome, Kraig! Glad that you could learn something new! All the best, Lea

[@nthused]

Brilliant! Thank you for this video. I grudgingly use Outlook because my company uses it - but it has gotten better over the years. I like the “to-do” addition in the brand new version - but wish it just integrated into tasks. What I love about this addition is that it integrates with the Planner app that we started relying on while working remotely.

[@LeaDavid]

Thanks! Indeed, I believe there is a lot of potential that is still uncovered with cross-integrating different MS tools.. thanks for sharing and all the best, Lea

[@AngelaSchansAuthor]

I LOVE this video! Color code when I'm copied! Using the side bar for the calendar and tasks! Email search tips - This was SO great! I'm hooked! Just want to bindg watch all day!

[@LeaDavid]

Thank you so much, Angela! Much appreciated 🙏

[@joeyackermann3]

Thank you, I loved these tips! Can't wait to put them to use when I get to the office today!

[@LeaDavid]

You are welcome, Joey! Glad you could learn something new :)

[@jjrlferguson]

Very clear and to the point, well demonstrated and great visuals - thank you :)

[@LeaDavid]

Your are very welcome - thanks for your feedback :)

[@garVnewB]

These videos are helpful in organizing my outlook. And it saves a lot of time now.

[@LeaDavid]

Glad you like them!

[@Ankur_Misra]

Very helpful video. Thank you. I had to slow it down at certain places when you demonstrated a couple of actions.

[@aperson9682]

I’m pretty savvy with outlook but I learned how to switch between tabs. Thank you!

[@LeaDavid]

Happy to help!

[@Madhusudhan333]

Really good tips. I didn't know many of them. Thanks for sharing.

[@LeaDavid]

Thanks for the feedback! Glad you could learn something new. Cheers, Lea

[@govindgnair]

All the tips where really useful, thanks for sharing. Much appreciated.

[@LeaDavid]

Hi Govind, thanks for your feedback and you are very welcome! Glad that you could learn something new. All the best, Lea

[@scottmorwitz2753]

Very nice. The delay all email is one I'll definitely be trying from now on. No matter how many times I've tried though, I just can't get used to the idea of threaded conversations. It just makes things more confusing to me for some reason. Rather, I find one email and sort by subject to get them all together.

[@LeaDavid]

Hi Scott, thanks for your feedback. I really love having threaded conversations but can also see your point of making it a bit more confusing.. :)

[@tankersmit]

Fantastic thank you! Definitely more than a few new ones in there!!

[@LeaDavid]

Thanks, Tania!

[@SatoshiGaming]

Excellent tips, love the final one, so useful!

[@LeaDavid]

Thank you for your feedback!

[@fernando_ray]

I liked the delay email and move draft and outbox close to the inbox. Tks for the tips.

[@LeaDavid]

Glad you could take something away, Fernando!

[@azmathchoudhury8702]

Not sure if this was a recent feature but as well delaying delivery which is a pro-active measure of correcting an email, there is also a reactive measure: "Recalling an email" Simply double click on the email that has been sent and wish to correct, it will open this email on a new window. Click File (top left), and at the bottom middle you will see an option for 'recall' which removes the email from a recipient's inbox

[@LeaDavid]

Thanks for sharing. The recall option is not new but certainly very helpful as well :)

[@JSSPYVlogs]

A lot of information in a single video. Great!!

[@LeaDavid]

Thanks for the feedback - glad you liked it :)

[@remeshsathyadevan]

Summarized, precise and valuable information. Thank you.

[@LeaDavid]

You're very welcome!

[@rudij7060]

Just fantatic tips! Thank you form Australia!

[@LeaDavid]

Thanks, Rudi! Greetings to you in Down Under :) Cheers, Lea

[@Abhi_shakti]

Wow! I really liked your idea to keep the mails group based on conversation. Thankyou so much.

[@LeaDavid]

You are very welcome!

[@abhijaynair4531]

This is great! Thanks, Lea!

[@LeaDavid]

Glad it was helpful!

[@brucedenzil]

Very great tips, and definately some tips that have not been mentioned before

[@LeaDavid]

Glad to hear that you learned something new, Bruce! All the best, Lea

[@darcyw156]

Great tips!! I knew maybe 3 of your tips already. Now I am not sure if I want to share your video with my co-workers, or just look like a wizard. Of course I will share it, but maybe I will wait a day or two. Thanks Lea!

[@LeaDavid]

Hi Darcy, thank you so much! Great to hear you could take something away from the video. And sure, maybe just wait a bit and then feel free to share ;) Best, Lea

[@BabySaturday]

I picked up some new tips, thank you!!!

[@LeaDavid]

You're so welcome!

[@jczcraftsvlogs5970]

Thank you so much for sharing!

[@LeaDavid]

You are welcome - thanks for watching!

[@miguelbreton6723]

This is great, Thank you for this well structured video :)

[@LeaDavid]

Thanks, Miguel, for the feedback!

[@Asrar799]

Thank you so much, I learn a lot of new things.❤

[@LeaDavid]

You are very welcome!

[@abohamza1354]

helpful and workable as usual. thanks too much.

[@LeaDavid]

You are very welcome!

[@shauste]

I found Ctrl+1 and 2 very helpful as well as conversation view. Thank you

[@LeaDavid]

Glad it was helpful, Stevie!

[@lejeanneharris3332]

IJ like the brief delay and email template tip. Thank you.

[@LeaDavid]

You're welcome! Glad it was helpful.

[@PetydeNecro]

Superb information, thanks for sharing your knowledge!

[@LeaDavid]

You are welcome :)

[@JumpRopeVeteran]

Great video. Thank you for the tips.

[@LeaDavid]

Thanks for the feedback - glad it was helpful

[@SolomonYagiyaev]

Thank you for the useful info!

[@LeaDavid]

My pleasure!

[@slcsystems]

Thank you so much for your great videos.

[@LeaDavid]

Thanks, glad you like them!

[@pradeeppanicker5432]

Super power packed vidie with relevant information that really matters for daily office communications

[@LeaDavid]

Thank you so much, Pradeep!

[@micotic]

very efficient tutorial, thank you!

[@LeaDavid]

Glad it was helpful!

[@The_Relaxation_Coach]

Thanks, this is a useful video. I have several copies of Outlook open, so I can click into calendar, emails, tasks, or shared in boxes - easier than Ctrl and numbers I find

[@LeaDavid]

Thanks, Lisa! Indeed, hopefully those tips will improve your productivity :)

[@arthikalexander2192]

Woah really surprised at the quality of this content! Good stuff!

[@LeaDavid]

Thanks for your feedback :) Cheers, Lea

[@april_stefanik]

Thank you! I learned something new :)

[@LeaDavid]

Glad to hear that, April! Thanks and best, Lea :)

[@iftekhar77]

thank you so much Lea, I an a new IT coop and these tips are fantastic ! :)

[@LeaDavid]

You're so welcome! :)

[@relaxwithmar8636]

this was brilliant, thank you !

[@LeaDavid]

You're very welcome!

[@rmohabali]

I like the presention, very helpfull and very creative, good job.

[@LeaDavid]

Thank you very much, Ram!

[@orionsirous4891]

I have learned several new things, thank you :)

[@LeaDavid]

You are welcome!

[@regnismada4936]

great video. so many helpful tips. the advance search features were sooo good

[@LeaDavid]

Thanks, Regnis - glad it was helpful!

[@regnismada4936]

@@LeaDavid can I ask, are you German?

[@babydsmama]

So helpful, thanks

[@LeaDavid]

You're welcome!

[@cristinaotgon8299]

Thanks a lot! All the tips very useful, I was impressed by Ctrl + 1, 2, genius!!!

[@LeaDavid]

You're welcome!

[@microsoftsarker]

Useful tips! Thanks!!

[@LeaDavid]

Thanks, you are welcome!

[@ailecdreifuss8627]

Thank you. I subscribed. For me the ctrl +1 is a saving!!

[@LeaDavid]

Thank you very much!

[@Tina-gp4rg]

Thank you!

[@LeaDavid]

You are welcome, Tina!

[@SG-Photography]

you are the best. Thank you

[@LeaDavid]

Thanks, Sharif!

[@ZuzanaChrenkova]

Great video, many thanks :)

[@LeaDavid]

Thanks, Zuzana - glad you liked it!

[@samithagunarathna4659]

The final tip is the most important one for me.🤩

[@LeaDavid]

Thanks, Samitha!

[@has489]

this video is packed with info

[@LeaDavid]

Thank you!

[@gmm5630]

amazing tips!

[@LeaDavid]

Thank you very much :) Best, Lea

[@rjvidalt1]

Excellent. Very Helpful

[@LeaDavid]

Thank you so much!

[@siddharthsingh5829]

Thankyou so much...😊😊😊

[@LeaDavid]

Most welcome 😊

[@louo551]

Thanks for the tutorial. Tasks are very different in Outlook 365. Is the view that you have in Office Home and Business 2021?

[@AmyBartholomew1]

All of them were new to me except Email Templates. Thanks!

[@LeaDavid]

Great, glad you could learn something new!

[@priyankachakraborty5159]

Excellent tips🎉

[@LeaDavid]

Thanks, Priyanka, for the feedback!

[@abdulhamidalhaddadi2255]

Thank you

[@LeaDavid]

You are welcome!

[@ALyub-dl6do]

highly underrated channel!

[@LeaDavid]

Thank you so much!

[@joebeemillwall]

Wow, ja vielen, vielen Dank dafür!

[@LeaDavid]

Sehr gerne!

[@rebeccaanderson9165]

learned 2 new things. View with TO DO so i can see my calendar with my inbox and delayed delivery! Thanks!

[@LeaDavid]

Hi Rebecca! Thanks for sharing and glad you could take those two things away :) All the best, Lea

[@abbasyosafzai8668]

thanks Lea.

[@LeaDavid]

You are welcome, Abbas!

[@kigwa1126]

helpful for me

[@LeaDavid]

Glad you think so :)

[@phoenixmoon3]

I have learned so much. Thank you. Subscribing.

[@LeaDavid]

Thank you so much and glad to hear that! All the best, Lea

[@robyndalton4458]

this video is super helpful for me

[@LeaDavid]

Thank you so much, Robyn!

[@robyndalton4458]

@@LeaDavid your welcome

[@saikatghosh9546]

Helpful ✅

[@LeaDavid]

Awesome, thanks! Glad that I could help you out :)

[@seehenglee5969]

I like the last tip about sending with delay

[@LeaDavid]

Glad you found this helpful :)

[@biancamiglino]

Thank you! I’m using Google for 8 years for work and now I’ll have to use Microsoft. Your video was really helpful.

[@LeaDavid]

Thank you so much, Bianca!

[@Largo1981]

Very usefull video 👍👍

[@LeaDavid]

Glad you liked it :)

[@Piyush_Quick_Opinion]

Very nice informative video. Very sweet voice.

[@LeaDavid]

Hi Piyush, thank you so much for your feedback! Much appreciated and all the best, Lea

[@mmeebbzz]

Something I just figured out, if you convert an email to rich text, insert attachments, and then save the email as a Quick Part template, it carries over the attachments. That's going to save me so much time since a lot of my work involves sending the same email with the same attached documents over and over

[@LeaDavid]

Hi Mia, thanks for sharing! Glad you found that out and can save so much time :) Best, Lea

[@nathanmiller6014]

That was great!!

[@LeaDavid]

Thanks, Nathan!

[@nathanmiller6014]

@@LeaDavid yeah the next day, I set the rule for 2min delay of message! Very helpful

[@BrookeDubinski]

Hi - Do you know if it is possible to extend the view of the "all day" events in Outlook? Both on-screen as well as print-view. I am only able to see a handful of events, maybe 5-6 max, and then it cuts off. Would love to be able to view all on one screen/ page. Thank you.

[@bheemshankar_pk]

good one thanks

[@LeaDavid]

You're welcome - thanks!

[@glorianequintanilla2375]

Excellent video. I love your voice, tone and efficiency of your words. One question. If we apply your last tip and we would like to send an email immediately, how would we do this, send immediately? Thank you!

[@LeaDavid]

Hi Gloriane, thanks for your kind words - really appreciate it! If you want to send an email directly, you go to your outbox, double click on the email and click on the send button. In that case, it should go out immediately. Alternatively, you can define an exception to the rule in outlook and define a string and if that appears in the body of the email, it should be send immediately. Hope that helps - all the best, Lea

[@murrayh-c7937]

I use Quick Steps combined with Quick Parts instead of templates. I find it easier and even faster than finding my saved templates.

[@LeaDavid]

Also a very good combination - thanks for sharing!

[@brendamartinezgomez2297]

thank you

[@LeaDavid]

You are welcome, Brenda!

[@PatrickBijvoet]

This is the Next video I am going to watch. I really discovered your video's. Sorry about all the comments ;) I watched the one with the toxic persons. I forgot to comment. And will watch it again btw. You got a new fan! :D

[@LeaDavid]

No worries, Patrick! Love the exchange so please continue to comment if you'd like to. Glad you like my content and provide me with feedback, which is really motivating. All the best, Lea :)

[@PatrickBijvoet]

@@LeaDavid Thank you Lea! I will. Much to learn. And as a teacher (math teacher on highschool) myself, it is always good to see how people teach.

[@tipsforall9767]

Powerful content. Can you please make a vedio for outlook decoration.

[@LeaDavid]

Thanks! Will definitely consider that going forward - Best, Lea

[@simonchilds2928]

Simply Awesome thanks Lea :-}

[@LeaDavid]

You are welcome, Simon! :)

[@alittax]

8:49 If I want to make sure that one of my mails is sent, or I want to track them as a task, I BCC myself. That way, I can also use categories for certain e-mails. Also, it looks a bit stupid if the other party sees that you've CCd yourself on your response mail.

[@alokbeswalandees6562]

Great stuff, can u please share more insights on templates

[@LeaDavid]

Thanks, Alok! Will definitely keep that in mind when thinking about future video ideas. All the best, Lea

[@Larberm]

Thank You for your great videos. I have a question, I have a folder that I have made and put emails in from specific people. Is there a way to have a link in an address book contact that I could click on to take me directly to the folder with all of their emails. Thank You

[@LeaDavid]

Hi Larry, that's a very good question I have never asked myself. I have not yet come across that functionality, however, I would work with a workaround and just use the search bar and search for emails from that person and / or sort your folders alphabetically, such that you know immediately where to look for. Hope that helps, Lea

[@avalenc]

Somehow I'm more than a decade into a career and this is the first time I've had to use Outlook instead of the Google suite. Glad I found this as it's so disorienting!

[@LeaDavid]

Sounds great, glad you found the video helpful!

[@jagdishagarwal4173]

Hey thanks for the video. I am able to follow for grouping emails through conversations. How to navigate older file in this case? because i will no longer be bale to use search from .

[@LeaDavid]

HI Jagdish, to show the grouped, older emails of the email trial you just need to untoggle them by clicking on the untoggle sign on the most recent email. Hope that helps

[@mpmgk3893]

Appreciated

[@LeaDavid]

You are welcome!

[@ninja78]

In IBM Lotus Notes - we can create blocks of texts within a single email - which can be expanded or collapsed. It helps to formulate the big emails to smaller sections. Can we do this in Outlook ?

[@LeaDavid]

Hi there, that sounds like a great feature. However, I am not aware of something like this in Outlook, unless there are any plug-ins that can do this. Best, Lea

[@highereducation6109]

Dankeschön

[@LeaDavid]

Bitteschön :)

[@YoutubeIlluminate82]

Awesome

[@LeaDavid]

Thanks, Malik :)

[@rdcal]

Very realistic.

[@LeaDavid]

Thank you!

[@ag49521]

Another Outlook tip to copy a meeting: Ctrl-C an existing meeting, Ctrl-V to the new spot. It will still let you modify it before it sends to the recipients.

[@LeaDavid]

Fully agree - thanks for adding!

[@ThomannH]

Sehr schön gemacht, ich kann Dir den Kanal von Leila Gharani empfehlen. Hauptsächlich Excel, aber auch sonst sehr gute Tipps.

[@LeaDavid]

Hallo Holger, vielen Dank! Ihren Kanal kenne ich natürlich, wobei ich die Tipps, die ich in meinem Video vorstelle, dort bisher noch nicht gesehen habe ;) Viele Grüße, Lea