Time-Saving Tricks for Microsoft Outlook 2016

Thomas Fox is president of Tech Experts, southeast Michigan’s leading small business computer support company.

Microsoft Office 365 offers a number of useful tools for today’s busy professionals including some new shortcuts for Outlook 2016. With so many companies now using Outlook as their major email program, Microsoft works to improve its operation with each annual update.

A number of the great features in this program are also found in other MS Office programs. For instance, if you’re familiar with Word, then learning how to use Outlook will be much simpler.

New Changes for Outlook 2016
Using Outlook 2016, you can do a lot more than send and receive emails. You can also manage your calendar, set appointments, schedule meetings, and create/ manage groups.

In addition to being able to set up various types of groups, you can set up groups in Yammer. Yammer has become a central place where teams can exchange files, get updates and have conversations with others.

In Outlook 2016, distribution lists are now known as contact groups. Though the instructions for setting up each type of group vary a bit, they’re very similar.

Users can find the instructions for setting up each type of group online or by using the F1 key in Outlook. The new Outlook has many helpful features like this to make your workday go smoother and help you improve efficiency. Below are some tips and tricks for getting the most out of Outlook.

Turn Off Notifications
There are several ways to turn off notifications in Outlook. This is an easy way to stop all those interruptions that prevent you from getting your work done each day.

Go to the taskbar and click on the triangle. The programs that are already available will show up. Right-click the Outlook icon and you will get a list of things you can do. One of them is turn off notifications. Uncheck the box that says “Show New Mail Desktop Alert.”

If you have Outlook open, you can also go to File>Options>Mail. Here, there are many options. Click on, “Turn off notifications”. You can also personalize your mail client here.

Setting Up Meetings Automatically
One of the favorite shortcuts in Outlook 2016 is the one for setting up a meeting. There are actually several good ways to do this. Drag an email from your Inbox to the Calendar icon at the bottom of Outlook. This will automatically set up a meeting.

You can turn any email into a meeting by doing this. Another effective method, with your email open, click on “Reply with meeting”. This is found on the ribbon in the “Respond” group. Clicking on “Reply with meeting” will send out an invitation to everyone who was addressed in the email.

Instant Messaging a Group
This is a good way to get a fast answer from team members who may be involved in an important project with a fast-arriving due date. Open your last email about this topic or from one of the members of the email. Next, click on IM>Reply All.

This will send out a response as an instant message. Team members who are online will get notified immediately via instant message.

Quick Access Toolbar
Customize this toolbar located at the very top left portion of Outlook. You can add the commands that you most often use so that they’re handy. This can be done in any Microsoft Office program.

Go up to the very top left portion of the screen where you’ll find the quick access icons. Click on the triangle at the end. This opens a drop-down list. One of the options is “more commands.”

Getting Help
These are just a few of the many ways that Microsoft Outlook 2016 will help you get all your work done without too much extra labor and stress.

Learning these shortcuts, tips, and tricks can help you modify Outlook so that it’s customized just for you.

If you take a little extra time each day to learn one Time Saving Tip, you’ll get the most out of the program. In addition to the articles and tutorials found at Microsoft, you can also find hundreds of YouTube videos that will show you exactly how to do something.