Millions of people use it every day: Microsoft Outlook is one of the most popular e-mail services worldwide. We'll show you 7 simple tricks and functions with which you can use the program even more conveniently in the future.
Personalize Outlook: With these 7 tricks it works
The Microsoft Outlook e-mail service is used extensively by companies and private users alike. With simple settings you can personalize the standard functions and adjust them to your needs.
Outlook tricks: delete emails directly
With simple tricks you can easily personalize Outlook. In Outlook there are two ways to delete your mail: Usually users click the "Delete" button, which moves the mail to the "Deleted Items" folder.
Trick 1: Instead, you can mark an email and press the key combination [SHIFT] + [DELETE]. This means that the marked e-mail is immediately and permanently deleted and does not first go to an intermediate folder. Shortly afterwards you will receive a message whether you really want to delete the mail. Confirm the process with "Yes". Tricks for Outlook: Turning off the automatic read receipt
Selected mails are marked as read in Outlook by default when you select another mail.
Trick 2: This setting can be easily disabled by following these steps:
1. On the start screen, click on "File".
2. Select the Options window.
3. Now go to the "E-Mails" tab and click on "Reading Area".
4. Then deactivate the setting "Mark item as read when new selection is made".
From now on, emails are only marked as read if they are opened with a double click.
Delete old appointments from the calendar
Microsoft Outlook is one of the most popular email services.
Deleting past appointments in Outlook can be time-consuming; especially if you have to search for them in the month view first.
Trick 3: Put your calendar in the list overview and delete old appointments more easily in the future. Proceed as follows:
1. On your calendar, click "View" and then click "Change View".
2. Now select the "List" option.
3. All calendar entries are now displayed as a list. You can now group and sort entries and delete several entries at the same time.
Personalize Outlook emails with email signature and business cards
Trick 4: You can automatically attach a signature to the end of your finished emails. You can also integrate electronic business cards, so-called vCards, into your signature. Outlook offers you various layout and design options free of charge.
1. In the menu item "E-Mail" click on the button "Signatures ...".
2. Then go to the "File" tab in the menu and then to "Options".
3. Finally, you will be shown the "E-Mail Signature" mask, where you have to click on "New". A field will now appear in which you can set your signature. This is finally confirmed with "OK". Tip: You can set different signatures for internal and external mails.
4. If the signature corresponds to your desired format, you can now set the signature under "Select standard signature" so that it appears at the end of the message for all future new mails, replies and forwarding’s.
Outlook tricks: Favorite folders
If you use folders as storage for certain mails, the search for the corresponding folder can be shortened considerably with a trick.
Trick 5: set up folders as favorites
1. Select the folder you want to appear as a favorite in your Outlook bar.
2. Hold down the left mouse button and drag the folder to the "Favorites" entry.
The folder you have selected will now appear as a favorite; Mails can thus be moved directly into the folder.
Set up reading area
Trick 6: Just read emails as a preview in the future.
1. To do this, click in your mail overview.
2. Select "View" from the menu.
3. Then click on the tab Layout "and then on" Reading Pane ".
4. Here you can choose whether the "reading area" should be displayed at the bottom or "on the right".
Create shared team calendars
To create a better overview of appointments for you and your team or your colleagues, you can create a group calendar. In this way you avoid overlaps and ensure a planning that is beneficial for all colleagues concerned. • Click on "Calendar" in the menu and select the "Add" button.
• Then go to "Calendar Groups" and add a new calendar group.
• By giving the calendar a name, you confirm the new group calendar at the same time.
• Then search for the names of the corresponding colleagues in the search field of the action field or select them from the address book.