A few tips & tricks to help make Microsoft Outlook more efficient and easier to use. Presented to staff of the School of Environmental and Biological Sciences (SEBS) at Rutgers, the State University of New Jersey on Thursday, April 17, 2014.

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!