If you must work in Microsoft Outlook, you may at effectively do it sensible. Here are a number of suggestions that can assist you work extra effectively in all obtainable variations of Outlook. All of our suggestions had been examined utilizing Outlook 2021, however some suggestions additionally work in an identical kind with Outlook 2019 and 2016.

This article was translated from German to English, and initially appeared on pcwelt.de. The screenshots under stay in German.

Tip 1: Backup and restore profile settings, signatures, and e mail accounts

Outlook 2016/2019 and Outlook 2021 save their profile settings—together with e mail accounts, favourite folders, settings, and details about the required servers—within the Windows registry. If you export the corresponding keys, you’ll be able to switch a big a part of Outlook’s settings to a brand new pc or restore them within the case of recent installations.

To restore, you solely have to double-click on the exported registry file and all e mail settings will probably be built-in into Windows once more. The steps are as follows:

1. Open the registry editor with regedit.
2. Navigate to HKEY_CURRENT_USERSoftwareMicrosoftOffice16.0OutlookProfiles
3. You will see every profile as a separate key under the Profiles key. Right-click on the profile you wish to export and choose Export from the context menu. There’s your backup!

To restore your backup, double-click on the exported registry file and have it imported into Windows.

Want to again up your Outlook signatures too? Outlook saves signatures within the listing ” C:Users<username>AppDataRoamingMicrosoftSignatures”. You can even simply save these by copying them and restoring them at any time.

Tip 2: Address folks straight in emails

If you ship an e mail to a number of recipients, you’ll be able to deal with the person recipients straight inside the e mail textual content utilizing the @ signal. If you press the @ signal within the textual content, you’ll be able to choose an individual from the deal with e book and write textual content to that particular individual. This individual is then robotically entered as a recipient of the e-mail if she or he just isn’t already one.

Tip 3: Move appointments throughout months and weeks within the calendar view utilizing drag & drop

If you click on and maintain an appointment in Outlook’s calendar, you’ll be able to drag it from the present view to the calendar on the left and launch it. Outlook strikes the appointment to then and exhibits the brand new day on the precise facet of the calendar view. This means that you can fine-tune appointment particulars. This is helpful for shortly shifting an appointment over a number of months or weeks, but additionally for shuffling an appointment between days in the identical week.

Tip 4: Change the topic traces of emails for simpler looking out

In the studying space of Outlook in addition to the window of an open e mail, the topic is seen on the very prime. If you click on within the topic space, you’ll be able to edit it. This has a number of benefits. For instance, you’ll be able to regulate the topic straight within the mail window when replying or forwarding, or combine necessary info corresponding to buyer numbers or order numbers. Since Outlook additionally indexes this space, you could find e-mails with efficient topic traces extra simply by way of search.

Tip 5: Use textual content modules in Outlook

If you employ sure textual content passages often, it can save you them as textual content modules in Outlook. To do that, choose the textual content in an e mail and select “Insert -> Quick parts -> Save selection in quick parts catalog” within the editor window. This means that you can simply recall the textual content at any time. (If “Quick parts” doesn’t seem, you’ll discover the command on the far proper of the toolbar by the … ellipsis.)

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Inserting textual content modules into e-mails is finished by way of the identical menu by clicking on the saved textual content module or by writing the identify of the textual content module within the e-mail. Outlook then acknowledges the saved textual content modules and you may insert them shortly and simply.

Tip 6: Automate your inbox with Quicksteps

Outlook’s “Quicksteps” allows you to assign a number of actions to emails to type them, corresponding to categorizing an e-mail, marking it as learn, and shifting it to a selected folder. Better but, all this may be accomplished with a mouse click on when you’ve arrange Quicksteps.

If you open an e mail and right-click inside it to open the context menu, you’ll discover “Quicksteps -> Manage Quicksteps“. That’s where the magic lies. Select “New” to create a brand new Quickstep, then choose “Edit” and enter a reputation on the prime of the window to put it aside for fast and simple future use within the Quicksteps menu. The “Add action” possibility allows you to fine-tune the precise steps to be carried out when you choose this Quickstep in an e mail, corresponding to assigning it a class or shifting it to a selected folder. You can delete Quicksteps by clicking on the trash icon.

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If you drag an e-mail onto the contacts icon on the backside left whereas holding down the precise mouse button, you’ll be able to create contacts from e-mails. Outlook reads out related contact info and fills within the corresponding fields robotically. You can, in fact, edit the fields later if wanted. To assist with future contact data enhancing, Outlook shows the content material of the e-mail as textual content inside the contact. Any info you don’t want, you’ll be able to merely delete.

Thomas Joos