Microsoft Outlook boasts over 400 million active users worldwide! No wonder!

It’s an incredibly powerful communication and scheduling tool with the potential to enhance your business and your productivity.

In our experience as Microsoft Gold Partners -many organisations are under-utilising Microsoft Outlook and not getting the best bang for their buck!

Here are our five crucial tips to help you work smarter within Outlook:

1. Focused Inbox Feature:

The Focused Inbox feature automatically organises emails into two categories:

1) Focused

2) Other

It helps your workforce prioritise their day.

You can enable this feature by selecting the View tab, and then ‘Show Focused Inbox’.

This machine learning-driven tool analyses your email habits, prioritises important messages and declutters your inbox.

View ribbon in MS Outlook

It’s easy to declutter your inbox!

2. Sync Apple or Google Calendars:

Getting your Apple and Google calendars synced with Outlook is a game-changer!

This integration consolidates your events, appointments, and meetings together in one handy space. Follow these quick steps to sync your calendar:

  1. Sign in to your Google Calendar and find the calendar you want to sync.
  2. Click the three dots, then click Settings and sharing.
  3. Go to Integrate Calendar and note down the secret iCal address. Important: Do not share this with anyone else.
  4. In Outlook, select File > Account Settings > Account Settings. Head to the Internet Calendars tab, and click New.
  5. Paste the secret address and hit Add. Type the name of the calendar as you want it to appear in Outlook in the Folder Name box and hit OK.

Then you’re sorted!

Google Calendar

Sync your Calendars by access your calendar’s settings.

3. Delay Email Delivery:

Timing is everything!

You can schedule your emails to land in your customer or stakeholder’s inbox at the most opportune time for them.

So whatever time of day or time zone you’re in you can give your email the best chance of grabbing attention with this feature.

Access this option through the Options menu via the More Options panel.

Options Ribbon on MS Outlook

Access delay delivery option in the Options tab

4. Tag Emails as Important:

Quickly identify emails that require immediate attention by tagging them as ‘important’.

While composing a message, use the High Importance button in the Tags Group on the Ribbon.

For received emails, adjust the priority level in the Message Options menu within the Tags group.

Tag Emails as Important

You can always highlight priority emails

5. Create Tasks from Emails:

Managing a team of remote workers?

You can transform email content into actionable tasks within Outlook for your colleagues.

Drag an email to the Tasks icon, generating a task with the message content.

You can set due dates and reminders, or assign tasks to streamline your to-do list. This feature simplifies follow-up actions based on email content and keeps the whole team on track.

Incorporating these six tips into your Outlook workflow will significantly enhance your team’s efficiency and productivity.

Task bar

It’s easy to assign tasks to specific emails

Microsoft Outlook, as part of the Microsoft 365 suite, offers tons of features to help you and your team run a tight ship.

Explore these functionalities with the team at Sleepless today. Request a call back – Sleepless – Ireland’s leading cloud and data services company.