Outlook has SO much
functionality built into it that it can get overwhelming at times - meetings
come in, reminders fire, emai pops up, etc.. etc… etc..
But there are some
actions you can take to make your life much easier. I share these with each new team I go to and
want to put them here as well. For
Outlook "old-timers" (to which I belong since I was there for Outlook
97) these may seem obvious. If you have
never heard of these before, these may really help.
- Create a "cooling off" rule. I have a rule set to delay all mail I
send by 2 minutes. This helps me a
few times per year when I notice a typo at the last second, see that
someone else replied while I was pressing send, or otherwise make some
goof I need to correct. Here's how
- Open the Home tab
| Rules | Manage Rules and Alerts…
- Select Apply rule on
messages I send | Next
- Conditions is the next
tab. I leave this as is since I
want this to apply to all my mail, so I click Next. I get a popup that says this will apply
to every message I send, and since that is exactly what I want, I click
Yes.
- Now I get the action I want
Outlook to take. I select Defer
delivery by a number of minutes and change the link to 2:

-
Now
all mail will wait in the Outbox for 2 minutes after I press send.
Exceptions can be
useful. You may want the rule to be
Delay all mail by 2 minutes unless is it High Importance, so you can set
exceptions like that here.
Click Finish and the rule is
saved.
- Second tip is helpful when an email thread is spiraling out of control. Right click it and select "Ignore". You will get an alert reminding you that this item and all replies, etc… will be moved to Deleted Items. Nifty.
- Finally, I work remotely now and then and it is helpful to force Outlook to sync. Yes, it syncs automatically, but if I know I am about to lose my wifi connection, I can force it to sync by hitting F9. This is more useful in soothing my conscience, but it is a habit that mentally helps me so I keep doing it.
1 and 2 are the biggies. They don't help every single day, but when they do help, they make a HUGE difference.
Enjoy!
Questions, comments, concerns and criticisms always welcome,
John