Microsoft since its inception has always been characterized by presenting the best software on the market, and when one of their services was not giving their maximum potential they made a migration, This is how Outlook emerged from Hotmail.
Even so, this one came a little late to the market, and that’s why there are many objections from users when creating an account in this email service.
That is why today we have brought you some of the features that make Outlook stand out of your competition, and some tricks that will help you get the most out of your account.
What features make Microsoft Outlook a unique email service?
Despite the adversities that Microsoft has faced in the past, with the previous email service “Hotmail”, this company has been able to learn from its mistakes and today provides a high-quality service with nothing to envy from other companies.
This great Microsoft service is online from year 2013, and since its release it has done nothing but stand out for its excellent features. There is a powerful characteristic that defines very well the quality of your service and this is the “Active View”, This feature allows the user to interact with anything they receive in the mail without leaving the mail or having to download the file.
For example, If you receive an email in which they send you a link to a YouTube video, or any other video bank, it can be played from the email without the need to open it directly on the platform.
The active view ensures that users can view the information more comfortably from the same interface, and even provide real-time information on some services, to name just a few, the online tracking of a postal shipment.
It also stands out for its effort in which customers have all their trays tidy and clean of irrelevant information. For it has a sweep system that is in charge of organizing the information and allowing to eliminate large amounts of mail at one time.
Another of the peculiarities that enhances it the most and makes it a unique service is the integration it has with the world’s best-known word and number processors, it is the Microsoft office suite.
With Microsoft Outlook you have access to Office Word, Excel, PowerPoint and more online programs, That’s why with this account you can access and share all your documents that you have anchored there. Also has integration with almost all social networks, which makes it possible to respond to the messages of these platforms by this means, for example those of Facebook.
List of the best 20 tricks to get the most out of Microsoft Outlook mail
Next, We will look at 20 best ways to get the most out of Microsoft Outlook through some tips and tricks that we will mention:
shortcuts
All computer software has strategic commands that allow speed up the orders of certain processes. These shortcuts usually speed up the basic processes of the application, so now we will look at some of the more useful in this app.
- “Ctrl+R”: Reply the mail.
- “Ctrl+M”: Menu reply and receive emails.
- “Ctrl+U”: New email.
- “Ctrl+D”: Delete selected mail.
- “Alt+W”: Go to the next email.
- “Alt+R”: Reply to all in the mail.
- “Alt+S”: Send email.
quick elements
A great way to save time writing emails is when we have an introduction or some phrases that we usually use in many of these, then in order not to write them every day and repeatedly we can save them in the quick elements.
For in case you need them just having to select them to appear immediately in the text:
- To do this, in an email that we are writing, we must select those phrases that we consider should be saved as “Quick Elements” and shade them with the cursor.
- Then we will press the keys “Alt+F3.”
- To insert these elements in our message when we go to compose an email, we just have to enter the tab “Insert” and in the upper menu just on the right edge we will find the option “Text”.
- In the menu that will be displayed, click on “Quick Elements” and in the next drop-down window we choose “AutoText”.
- Finally here we will choose the element to insert and that’s it.
group messages
When we receive a large number of messages in our tray, it can be a little difficult to locate any of these later. To solve it we can use a good trick, for this we go to the main menu and go to the tab “View”.
There at the top we will find “Show messages in conversations”, We must mark this to activate it and be able to use it.
Unwanted mail
Surely you have received messages that are not of interest to you or from people or companies bothering you with irrelevant information, or offering products and services that are not attractive to you. If this is so, you should know that you have the option to block certain users and for that there are two simple methods.
- from the menu “Start” click on the small symbol “Forbidden” located near the left side, this is the spam button.
- In the displayed tab we will click where it says “Options for Spam Email”.
- Then in the new window we go to the tab “Blocked senders” and click on “Add”.
- In this part we must enter the email address of the user or company that we want to block.
The other, even easier way is by right-clicking on any email from the user that we want to block and selecting the option “Unwanted mail”, successively in “Block Sender.”
smart cleaning
Microsoft Outlook has a cleaning system that we must configure to have the best experience.
- To make use of this we locate ourselves in the entry in the menu of “Start”we select the option “Cleaning” and from here we can delete an entire series of emails as a conversation, folders and sub-folders.
- But if after pressing one of these 3 options instead of clicking on “Clean up”, we give it in “Setting”, we can optimize the work a little more.
- In the next window that will open, we go down the menu “Mail” and in the section “Conversation Cleanup” We select the parameters that we are needing.
Personal signature
In Outlook it is possible customize the emails to send With a personal signature, this is very useful to show a good business image.
- To do this we must create the signature in a new message, we give the option to “Signature” located near the right edge and later on what will be displayed click where it says “Firms”.
- Once there we can create or insert an already digitized signature, or even a logo can be used.
Tracing
This allows us to keep track of all messages, so that if we need to be notified at a specific time to answer any email we can set a follow-up alarm.
- If we right click on any email, in the section of “Tracing” we can choose to be notified today, tomorrow, the following week or the one above, it all depends on what you need.
- And if we click on “Add Notice” we can choose a more specific time.
Grades
It is possible to maintain a cleaner workspace using the notes, this to have at hand any important data that is necessary to use in one or several emails a day.
- To use them, press the keys “Ctrl+Shitf+N”.
With this trick we will undoubtedly have better support and organization when writing them better.
Send SMS
This is a wonderful trick that allows us to send SMS from the mail, its operation is very simple, we just have to Put the contact’s phone number in the sender and the email address of the operator with which said line works.
Applying it we would have something like this:
Rules
Creating rules in Microsoft email is a trick very useful when organizing information and messages.
- On the main screen near the right side we have the option “Move”, This in turn displays the option “Rules”, and in the last drop-down menu is the option “Create Rule”.
From here we can configure the parameters so that the software takes actions when an email meets the conditions.
For example you can choose that all the mails of “X” user go to the folder “X” and so on.
In this way we can maintain good control over the information that enters the mail and that it be organized according to our preferences.
filter messages
A very good trick to find messages in a gigantic inbox is by applying one or more filters.
- From the menu of “Start” on the right side is the option “Search”, When pressed, this will display the option “Filter email”.
- It will be here where we will choose which filter to use to find the emails that fall within those specifications.
new folders
Another very useful way to organize messages so that they are easier to find is through folders.
- To do this we go to the tab “Binder” and select the option “New folder” which is first on the left side of the menu.
- In this we will choose the name, the content of the folder and its location.
search folders
From the same tab “Binder” we can create a folder specifically for email searches.
- This is done by clicking on “New search folder”; option that is located on the left side.
- In this way we can choose between unread emails, emails marked for follow-up or emails from certain people, among many other options.
folder cleaning
A very good function to maintain the order of our tray is carrying out the cleanup of redundant messages from folders.
This trick is very good, since does not delete everything in its entirety but only those repeated messages that are created during the thread of conversations, leaving only the most recent and important ones.
- For this, it is enough to enter the section of “Folders” and in the left panel right click on the folder you need to empty and click on “Clean folder”.
Color categorization
Every time we receive an email we can assign these a category of importance according to the color that we assign to it.
with this we can establish a hierarchy between what is important and what is urgent, To do so, we just have to right click on the received mail and in the section of “Categorize” choose the color you require.
contact groups
We can organize our contacts through groups to make it much easier to find them, this too It can be very useful for sending information massively.
- The first thing is to go to the section “Contacts”, We can access it from a small icon that is located in…
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