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Microsoft Outlook will combine duplicate contacts, creating one contact card with consolidated information. If your contact has a picture, the picture will show up as a thumbnail next to the contact.
It’s strange that Microsoft didn’t include this in the mail view of Microsoft Outlook , which would help visually differentiate between different emails. Even more baffling is the lack of threaded messages in Microsoft Outlook You’ll still have to hunt for previous emails from a conversation. Another annoying change is Microsoft Outlook ’s notifications. There’s no way to dismiss them all in bulk so you’ll be closing tons of alerts if Microsoft Outlook comes back online.
Microsoft also got rid of the ability to act on an email from the notification, which was a very useful feature. If you didn’t like Outlook , Microsoft Outlook won’t win you over. While there are some useful new features, its bland interface and missing features make Office feel like an antiquated email client. Because I can’t get my emails when I should, this is all because Outlook just had stopped working; I have tried to download Outlook again, but having no luck with that either!
Excellent software. Excellent software for using your message offline, it is more important software. Pros: The external look Cons: Nothing More. Outlook is not available.. This version of Microsoft’s Outlook is no longer available and can therefor not be downloaded. I love microsoft although : Cons: registration procedure. There are no high contrast settings which makes it killer on my eyes!
I want back. Laws concerning the use of this software vary from country to country. We do not encourage or condone the use of this program if it is in violation of these laws. Softonic may receive a referral fee if you click or buy any of the products featured here. What do you think about Microsoft Outlook ? Do you recommend it? Microsoft Outlook for Windows. Softonic review Microsoft’s flagship email program shows its age If you think that Microsoft Outlook would be getting some dramatic new features and improvements like the rest of the applications in the Office suite, you’d be wrong.
Here’s what did change: The entire app has a flattened look , which goes with the Windows 8 design language. Microsoft Outlook for PC. Name this folder 2-Personal. Managers might have a single folder for feedback on their employees called 3-Management. Set these folders to auto archive annually. A set of folders for Contact Group messages.
Create a single, top-level folder under your Inbox called Contact Groups , and then create a subfolder for each topic of Contact Groups. Usually, one folder per Contact Group is enough, but if you are on several related Contact Groups, consider having all of the messages delivered to the same folder. These messages should go directly to your Inbox.
Set your Contact Group folders to auto archive every six months or more frequently if they are time sensitive — for example, a Contact Group for finding carpool rides should be archived daily. A set of folders for RSS Feeds. Outlook creates these folders automatically. Search folders are useful for gathering information from across different mail and RSS folders.
Search folders can be especially useful when you need to gather information that is saved in different folders — for example, when preparing for a quarterly meeting. If you receive a large volume of messages more than messages a day , search folders might be a good way for you to parse mail from different senders. Favorites give visibility to folders that are otherwise buried in your mail folder list.
Favorites , a subset of your mail folders, appear at the top of the navigation pane. The goal of organizing your Outlook is to reduce the amount of unnecessary „noise“ in your Inbox and to make the most important items bubble to the top.
Rules help this process by moving messages into folders based on criteria that you set. Rules filter the messages coming into your Inbox for must-read items only.
You can see who has accepted by checking the tracking tab inside the meeting window. Defer Sent Items This rule delays sending messages by one minute or longer. When using this rule, make sure that your messages have been sent before you shut down your computer. Multiple Contact Groups that are similar should use the same rule and be filed in the same folder. Any messages that you must read should go directly into your Inbox. The To-Do Bar is the panel on the right side of Outlook.
It shows you a calendar, your upcoming appointments, and your unified task list, which contains:. The best practice for setting up the To-Do Bar is to:. Show favorite contacts. The default arrangement for tasks is by Due Date, but you might consider changing the arrangement to Start Date, depending upon how you use flags. If you want to see the tasks that you have pushed out for next week on Monday, arrange by Start Date.
If you want to see tasks on the day that they are due, arrange by Due Date. If you receive a lot of messages or are easily distracted by the notification sound that plays for incoming messages, we recommend turning off the following options:.
The new mail pop-up alerts. To change these settings, select the File button, select Options , and then select Mail. Under Message arrival , clear all of the check boxes. Categories in Outlook allow you to manage items in many different ways. There are three main types of categories that we recommend creating:. For example, they can help you more easily identify what you can do now and help you group similar tasks so that you can do them all at once.
To create categories, do the following:. Each of your direct reports and your manager for items that you want to review the next time you meet for example, a category named Manager.
Each of the major locations or types of activities that you do, so that you can perform bulk actions a useful part of managing your tasks , for example:. Commute for tasks that you can do on the way home from work. Email for tasks that involve email messages, meetings, or any other aspect of Outlook.
Meeting for items that you need in order to prepare for a meeting. Offline for tasks that take you away from the computer, such as making a copy of a document.
Online for tasks that you can accomplish only online or through a Web browser. Read for tasks that involve just reading — not responding. Waiting for messages or tasks for which you are awaiting a response, but there is no explicit next action for you. Note: Using the symbol makes the categories stand out in your category list. Marking before certain categories helps to keep these categories at the top of your category list and reminds you of where you should be when you are performing this task for example, Phone is „at the phone“.
Each important topic or project so that you can easily find messages on a given topic — especially if there is no word in the body or subject of the message that would make it appear in a search. You can apply multiple categories to a single item — as opposed to filing, where items can live in only one folder at a time.
For example, an important message that you want to discuss with your manager before you respond might be categorized with both the Email category and the Manager category. Your Quick Click category should be the category that you apply most often. To set your Quick Click category, do the following:. As you will see, categories help messages and tasks stand out in your To-Do Bar, make searching more efficient, and help you get ready for meetings.
Note: Be very careful about categorizing your outgoing messages — your recipients might be able to see your categories. Quick Steps give you the ability to perform multiple actions in one click. They are a useful tool to help you keep a clean inbox and to generally be more efficient at using Outlook.
Any time you find yourself repeatedly doing the same steps in Outlook, try creating a Quick Step. Note: Quick Steps only apply to messages. For more information, see Automate common or repetitive tasks with Quick Steps :.
In addition to Quick Steps listed above, depending upon your job and your general day to day activities, you might want to create the following types of Quick Steps:. You categorize many of your messages before you file them to help you find them later.
Create one per category you use often. You are flagging things for different dates, such as Tomorrow, This Week, etc. Create one per flag you use often. You use a few categories to help you understand what context your tasks are. Example: Read: Flags for tomorrow, categorizes with Read category. You receive some messages from Contact Groups in your Inbox due to rules, inadvertently. Example: You have a rule to file all messages from Contact Group foo into a folder, unless it has the word bar anywhere in the body.
After you start creating Quick Steps, you will find that there might be other ways that you can optimize the number of clicks required to get something done. Whenever you find yourself doing the same thing repeatedly, try creating a Quick Step. And as projects change, update your Quick Steps so that they are only the things you really do.
Once you set up your system, you are ready to begin managing incoming messages. By making your Inbox the central place for receiving important messages, you can go through it with the confidence that each item is something you need to deal with. For every message in your Inbox:. If you need to do it, but it takes longer than two minutes including reading , defer hold off on it. If you need it as reference even if you have decided to defer it , move it into your reference folder.
The goal is to reduce the number of times you touch each message. Delete messages that you don’t need to read. If you never want to receive another message as part of this conversation, ignore it.
For example, many messages can be responded to in two minutes or less. But if a message takes longer than two minutes to deal with, defer it. To get a sense of what two minutes feels like, try timing yourself. After you have dealt with the message, do one of the following:. File it in one of your reference folders for example, 1-Reference using a Quick Step. To keep a record of the things that you have done, especially for the purposes of reflection around the time of annual reviews or for preparing reports, use the Done Quick Step, which also marks messages as completed.
Sometimes you receive a message that is really meant for someone else to deal with. In these cases, reply and include the person you’re delegating the message to on the To line. If you find you’re doing this often, consider creating a Quick Step that replies and adds the delegated person to the To line. If you want to follow up later, flag it for yourself before sending. In your To-Do Bar, mark the task with the Waiting category.
Deferring a message means that you will review it later, when you have time. Reasons to defer a message:. When you decide that you don’t have time to deal with a message right away, you can flag it:. If you will need to refer to the message more than once and you want easy access to it, drag it to the Later group in the To-Do Bar. In addition to flagging a message, you can:.
If you find that you are repeatedly applying the same categories and flags, create a new Quick Step that flags, categorizes, and files. Once an item has been flagged, it will appear in the To-Do Bar. By flagging it and filing it into your reference folder, you have processed it, and now you can move it out of your view. Change the name of the task by selecting it in the To-Do Bar or right clicking on it and selecting Rename Task. You can also add a category to help you see at a glance where your next action is.
A quick glance at your To-Do Bar with categorized tasks lets you know what is immediately actionable Office , which tasks you are waiting on other people for Waiting , and what you will be meeting about Meeting.
After you process your messages, you can tackle your task list. This is when you respond to those messages that you have deferred. A good example is a message with instructions. File these messages in your reference folder 1-Reference by selecting your Reference Quick Step.
Adding a category will make the message easier to find later if you need it for example, Project. Do this before filing with your Quick Step. After you finish processing your messages, you should have a clean Inbox and can switch your focus to your calendar and tasks. This includes:. As you review your calendar and your task list, be realistic about what you can accomplish. Sometimes that means saying no.
Here are some ways to gain back time by saying no:. Send messages to let people know that you are working on a response and make sure to flag it for yourself on send. The reality is that if you have a day filled with meetings, you have less time to complete tasks and write messages, so move tasks to other days. As you go through your calendar and tasks, inevitably you will start thinking of more things you need to do.
Here are some ways to create tasks in Outlook:. If you are in a meeting, take notes in OneNote. Flagged items in OneNote appear in the Outlook task list. Here are ways you can help yourself deal with your tasks:. Add tasks as they come to you by typing in the Type a new task box in the To-Do Bar or in the top of Task list, in a blank space in the Daily Task List, or by selecting New Task in the ribbon.
Clean out tasks that you don’t need to do. For flagged messages that you want to keep, select Remove from List , otherwise, just Delete.
Make tasks more actionable by changing the task subject of a flagged message. To change the task subject, select the item in the To-Do Bar and type a new subject or right click, and then select Rename Task.
Only the subject you see in your task list changes. Create and assign color categories to help you identify where you need to be to take the next step and to make some tasks stand out. Rearrange your tasks to group together similar tasks, such as tasks with the same category. To move a task, select the task in the task list and drag it. In this way, you can work on similar tasks together.
For tasks that will take some time, drag the tasks onto the calendar to set aside time to get these tasks done. The process of managing your task list shouldn’t take over your life! Remember: There is always more to do than time to do it. As part of good time management, you need time to deal with your messages, manage your appointments and tasks, and reflect on what you have to do. You can schedule this time for yourself with regular appointments and meetings on your calendar.
Your calendar should be treated as your real plan for your time — if you have scheduled it, then that is what you are committed to doing at that time. Set aside time to:. Deal with your messages. Setting aside time to deal with messages is especially important if you receive a lot of messages. Even if you have rules set up so that only the important messages appear in your Inbox, you still need time to deal with those messages. Tip: When processing and reading your messages, remove visual clutter by minimizing the Navigation Pane and To-Do Bar by selecting the Reading button in the status bar.
To go back to everything open, select Normal just to the left of Reading. Do a daily and weekly review of your tasks and appointments. Look at your calendar and tasks, and evaluate your appointments and tasks against your priorities. If you have a busy calendar, this is the time for:. Reflecting on what you’re doing, whether it’s a valuable use of your time, and whether you’re setting the right priorities. Meet regularly with your manager.
Regular meetings with your manager can help you explain what you are working on and reset priorities where needed. To set up a regular or recurring meeting, select Recurrence. Looking at the whole picture of your time and your tasks will help you to prioritize important work over less urgent tasks. Reviewing your past week and upcoming week is also a useful way to help you prepare for a weekly meeting with your manager or help you prepare a status email message.
After you have processed your messages, the best place to do work in Outlook reply to messages and so on is in Tasks. As you go through your task list and your calendar, do similar tasks together. For example, if you have only a few minutes, make all of your phone calls if you have just a few.
Tackle energy-intensive tasks for some, that might be responding to messages when you have more energy. Deal with your low-energy tasks, such as reading status messages, later in the day or whenever your energy is lower.
By „bulk processing“ your tasks, you will make progress on all of your projects simultaneously. To do this, select the Arranged By heading, and then select Categories. Note: If you have tasks that are blocking other people from getting their work done, do those tasks first. As you finish your tasks, mark them complete. Outlook keeps the list of your completed tasks automatically. This can be a useful summary of what you’ve accomplished. If you don’t need to keep a record of the task or the message, delete it or clear the flag.
If you have a lot of work to do, consider going offline to stem the tide of incoming message distractions. When you switch between working online and offline, all email accounts within your Outlook profile are changed. The Work Offline command is highlighted when you’re working offline. Select the highlighted Work Offline to return to Online mode. If you want to find a message from a particular person, select the Search box in any folder, and then on the Search tab, select From.
Or, start by typing the name in the Search box, and then press the down arrow key to select From to narrow the results. To find a message with an attachment, select the Search box and on the Search tab, select Has Attachments.
All search terms are additive, so if you want to find a message from someone with attachments, select the commands on the ribbon From , Has Attachments to build your search. In these cases, start by searching in any folder Inbox , 1-Reference , etc. You can also select Current Mailbox on the Search tab.
If you suspect that what you are looking for might be in an accepted meeting request and therefore is on your calendar , try selecting All Outlook Items. If you find that you are often performing searches across your whole mailbox, you can set the default search scope to always search across all folders by going to the Backstage view.
Select the File tab, then select Options. Once you have found the item that you are looking for and are ready to move on to your next task, select the close icon next to the Instant Search box or on the Search tab, in the Close group, select Close Search. The following rules will help you look professional and get your message across.
Make your subject descriptive and action-oriented. Bold people’s names when asking questions. Use a signature when appropriate, but keep your signature simple, short, professional, and if possible, free of graphics. If you are on an email conversation that has more than ten messages without a resolution, consider setting up a meeting to discuss the issue.
With the message selected, on the Home tab, in the Respond group, select Meeting. Acknowledge messages that require a more extensive response. If you are too busy to respond with a full answer right away, let the sender know that you are looking into the issue and will respond by a certain time or date. Flag it for yourself to do later. Use High Importance sparingly.
If you are asking a question and there are several people who could respond, choose just one person rather than sending your question to a group. When you are sending a message to someone from whom you need a response, do the following:.
When you take these three steps, you know that your next action is to send another message or watch for a response. Tip: Reminding yourself to send another message is often more effective than flagging the message for your recipient. Similarly, when you promise to do something in a message, flag it for yourself so that you have a task in your To-Do Bar to remind you. Don’t send a message when you are angry. Better to write it, save it to your drafts folder, and come back to it later.
Don’t send a follow-up message less than a day after the first message. If you don’t hear back in a timely manner, try using the phone or a messaging app such as Microsoft Teams. Don’t use read receipts or delivery receipts on every message you send. Use them only if you are unsure whether your recipients will receive the message. Don’t attach flags or high importance to every message you send.
Your recipients will learn to ignore them. Don’t send attachments — send links instead. This rule applies especially to meeting requests, where attachments can contribute significantly to server quotas. Don’t expand distribution lists. Expanding distribution lists makes messages harder to read and causes them to go into the wrong mail folders for people using rules.
Don’t write something you wouldn’t want everyone in your company to read. You never know where your message might end up. If you need more information or are investigating the issue separately, respond to the whole Contact Group to let everyone know that you are responding and then reply to the individual separately. Make sure to respond to the Contact Group after the issue is resolved with the resolution.
In this way, the resolution can be referenced by other people on the Contact Group. If someone sends a message to a Contact Group that you are a member of and the message would be better answered by someone else or another Contact Group, do the following:.
Rather, leave the Contact Group on the To or Cc line. If you are transitioning to a new role and find that you are redirecting people regularly, set up a Quick Step. Adding inline comments to a message that you receive is a convenient way to answer questions and respond directly to issues. In your message, mention that you are commenting inline. For example, include „See additional comments below.
If you only want to comment on a small part of a longer message, copy that section of your message into your response, using a different color and prefixing the quote with quotes, and then type your response. Use the Bcc feature to remove extra people from an email conversation when you deem that they no longer need the extra email or if the conversation topic has changed.
For example, if you are one of five people who receive a question and you want to answer it, move the other four people to the Bcc line and write something such as “ Bcc’ing Joe, Jeff, James, and Jennifer.
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Even if you don’t use all of the best practices described here, following only a few will improve your experience with Outlook. Top of Page. Setting up Outlook: The layout. The first step in following these best practices is to set up a system to optimize how you use Outlook. It’s considered best practice to have: The Navigation Pane open on. Microsoft Lync is still fully integrated into Microsoft Outlook so you can view a colleague’s status and start an audio or video call right from within Microsoft Outlook While the mail view is a bit difficult to read because of the monochromatic color scheme, Microsoft Outlook ’s people view is much Dec 03, · Thank you for contacting Microsoft community. We are glad to assist you with your concern. You may create a Hotmail/Live or an email account and then configure the account in Outlook using Exchange Active Sync (EAS). You may also setup the account on iPhone and synchronize the Calendars and contacts.
Microsoft outlook 2013 best practices free download.Best practice syncing Outlook 2013 with iPhone?
Download Microsoft Outlook Windows email client that uses SMTP and IMAP. Virus Free. Dec 03, · Thank you for contacting Microsoft community. We are glad to assist you with your concern. You may create a Hotmail/Live or an email account and then configure the account in Outlook using Exchange Active Sync (EAS). You may also setup the account on iPhone and synchronize the Calendars and contacts. Even if you don’t use all of the best practices described here, following only a few will improve your experience with Outlook. Top of Page. Setting up Outlook: The layout. The first step in following these best practices is to set up a system to optimize how you use Outlook. It’s considered best practice to have: The Navigation Pane open on.