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FivelittleknownwaystoendrepetitionandbusyworkinOutlook
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Type less, find email faster, and more-easily keep track of appointments
Alan Naditz
Digital Edge staff
February 17, 2015 WW08
With all the things Outlook can do, wouldnt it be nice if there were ways to make it even easier to use? Some of the
applications most-helpful functions are not very obvious, but they can make your job a lot less redundant. Heres a look at
a handful of them:
Learn more
Learn more
For more ways to get the most out of
Microsoft Outlook, check these
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Enable touch features in Outlook
Select Calendar, and scroll down to Time zones to set your local time zone.
If you need a second time zone visible so you can track what time it is back home, or perhaps see what time it is for
coworkers elsewhere, click Show a second time zone and set appropriately.
You can switch from one location to the other by clicking the Swap Time Zones button (see Figure 3).
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FivelittleknownwaystoendrepetitionandbusyworkinOutlook
When done, click OK.
5: Stick em up
Those colorful Post-it notes that once appeared all over your computer monitor and desktop can now appear inside
Outlook, thanks to a built-in sticky notes feature.
Press Ctrl+Shift+N from anywhere in the Outlook interface to create a new note, which can be dragged and
positioned where desired on screen.
By default, notes appear in pale yellow, but you can assign them to categories, which causes them to switch to the
associated color.
To manage your notes, click on the Note icon at the bottom of the View pane. From here you can copy, organize and
print notes. You can also use the field at the top-right of the window to search for notes containing specific text.
There is no automatic deletion of notes, so they will remain as long as you leave them there. (There used to be a sixmonth retention on notes, but that was removed a couple of years ago.)
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FivelittleknownwaystoendrepetitionandbusyworkinOutlook
Let's try this again with line breaks. Learn keyboard shortcuts! ctrl + (1, 2, 4) to switch between
mail, calendar and tasks. ctrl + shift + m to create a new mail message ctrl + r to reply ctrl + shift
+ r to reply all And my favorite: ctrl + shift + v to move an email to a folder. Create a folder in your
inbox named "current". When you process your emails in the morning, go through each email, if it
needs attention, reply (see above), if it needs attention later, make it a task (drag to tasks in the right
sidebar), if it needs delete (del), and if it is something you want to save for later reference, move it
to "current" (ctrl + shift + v). I used to process 100+ messages in a few minutes this way, and I'd end
up with a task list for the day. For ribbons, use alt, then select the letter corresponding to the
menu you want. Great for excel too (Alt + a, then T to filter/unfilter). I never liked the ribbons until I
realized you can access them with the keyboard and they show which keys to use once you press
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