1.
Microsoft Outlook:
Tips, Tricks & Getting
More Done
School of Environmental
and Biological Sciences
April 17, 2014
Andy Campbell - @ac_andycampbell
SEBS ITS - @SEBS_ITS

2.
SEBS ITS - @SEBS_ITS
Microsoft Outlook: Tips, Tricks & Getting More Done
Getting Started
• This presentation will look at a few tips, tricks and efficiencies within
Microsoft Outlook – mostly for email.
• The focus will be on Outlook 2010 & 2013 for Windows Machines.
• This is hands-on (for those in the classroom) and questions are
welcome at any time.
• Resource links for more information/details are located on each
slide.
http://office.microsoft.com/en-us/outlook-help/training-courses-for-
outlook-2013-HA104032127.aspx

3.
SEBS ITS - @SEBS_ITS
Microsoft Outlook: Tips, Tricks & Getting More Done
Keyboard Shortcuts
• Ctrl+R: reply to email
• Alt+R: reply to all in email or switch to the work week
calendar view
• Alt+W: forward email or switch to the weekly calendar
view
• Ctrl+M: F9 to Send/Receive all
• Alt+S: Send email
• Ctrl+G: open the "Go to date" dialog to jump to any date
in the calendar
http://www.scrubly.com/blog/how-to-outlook/complete-list-of-keyboard-
shortcuts-and-hotkeys-for-outlook-2013/

4.
SEBS ITS - @SEBS_ITS
Microsoft Outlook: Tips, Tricks & Getting More Done
Create & Use Rules
• Rules can help organize incoming messages – flag items as
important, move items to specific folders, move others directly to
trash and more.
http://www.wikihow.com/Manage-Email-Using-Microsoft-Outlook-Rules
http://www.eduleadership.org/how-to-use-rules-filters-in-gmail-and-
outlook/
http://officetwoten.blogspot.com/2009/07/outlook-2010-rules.html

5.
SEBS ITS - @SEBS_ITS
Microsoft Outlook: Tips, Tricks & Getting More Done
Using Search Operators
• Narrow your search with operators to help find information faster.
Bobby: Items containing bobby, BOBBY, BoBby, or any other combination of
uppercase and lowercase letters. Instant Search is not case sensitive.
bobby moore: Items containing both bobby and moore, but not necessarily in
that order.
from:"bobby moore”: Items sent from bobby moore. Note the use of double
quotes so that the search results match the exact phrase within the quotes.
http://office.microsoft.com/en-us/outlook-help/learn-to-narrow-your-search-
criteria-for-better-searches-in-outlook-HA010238831.aspx

6.
SEBS ITS - @SEBS_ITS
Microsoft Outlook: Tips, Tricks & Getting More Done
Email Templates
• Create email templates for messages that you send frequently
• Easier to do than you may imagine
http://www.ablebits.com/office-addins-blog/2014/02/20/create-email-templates-
outlook/

7.
SEBS ITS - @SEBS_ITS
Microsoft Outlook: Tips, Tricks & Getting More Done
Save Time with Quick Steps
• Create single-click shortcuts for processes that require a few steps
• In the middle of the home ribbon
• Takes a few minutes to setup – saves time later
http://www.davescomputertips.com/using-quick-steps-with-outlook-2010/
http://4it.com.au/blog/microsoft-office/outlook-2013-microsoft-office/use-
quicksteps-automate-outlook-2013/

8.
SEBS ITS - @SEBS_ITS
Microsoft Outlook: Tips, Tricks & Getting More Done
A Few Extra Tips
• How to send to “Undisclosed Recipients”
http://email.about.com/od/outlooktips/ss/wt_undiscloseda.ht
m
• Delete and address from the Auto-Complete List:
http://office.microsoft.com/en-us/outlook-help/delete-a-
name-from-the-auto-complete-list-HA010355568.aspx
• Edit a received message:
http://techblog.ginktage.com/2011/07/how-to-edit-the-
received-email-in-outlook-2010/
• Insert a picture into message body, not as an attachment:
http://www.ehow.com/how_8445560_insert-outlook-email-
part-body.html

9.
SEBS ITS - @SEBS_ITS
Microsoft Outlook: Tips, Tricks & Getting More Done
More Resource Links
• http://lifehacker.com/12-tips-and-tricks-to-work-faster-in-
microsoft-outlook-1540483009
• http://www.pcworld.com/article/2038282/10-tips-for-mastering-
microsoft-outlook-2013.html
• http://email.about.com/od/outlooktips/tp/popular_tips.-06V.htm
• http://www.pcmag.com/article2/0,2817,2418518,00.asp
• http://www.groovypost.com/tags/outlook-2013/

10.
SEBS ITS - @SEBS_ITS
Microsoft Outlook: Tips, Tricks & Getting More Done
Thank you!