Microsoft Outlook

Microsoft Outlook is more than just an email program!

Explore the features which can take you from basic use to an Outlook ninja! See how to create a usable storage system, work with additional time zones, reuse text quickly when responding to emails, or create your own email templates.

What are you waiting for? Save time and check out these awesome articles…

How to use Search Folders in Outlook

Microsoft Outlook offers numerous features to help you manage your inbox efficiently. Among its many functionalities, Search Folders are a valuable tool to streamline your email. Search Folders in Outlook allow you to gather specific emails from various folders across ...

How to send email using Outlook

When users first start using any program, it can be a bit daunting with lots of buttons to choose from. Sometimes we want to perform the simplest of tasks such as to send an email but the overwhelm of a ...

How to create a poll using Forms in Outlook

Did you know you can create a quick poll using Microsoft Forms all from the comfort of Outlook? Yep that's right, you don't need to specifically create the form in the Forms website. This feature is especially useful if you ...

Conditional Formatting in Outlook

Many users have discovered the amazing conditional formatting functions available in Excel, but not many know that you can also use conditional formatting in Outlook. This feature allows you to specify rules based on your incoming email messages so that ...

How to recall email in Outlook

There comes a time when inevitably we send an email which was either to the wrong person OR was sent before we actually finished writing it. It happens to the best of us. There is however a way in which ...

How to display a second time zone in your Outlook Calendar

For anyone with friends, relatives or colleagues living in a different time zone, it can be a fun maths game to work out what the time is where they are located. Personally I'm having to do this now after a ...

How to send bulk emails using Mail Merge in Word

For the most part, I find people have heard of a Mail Merge. The process of combining a list of contacts with a letter which you can then merge together and print. Did you know that you can also use ...

Create folders to store emails in Outlook

How to create folders in Outlook

Inspired by my achievement this week where I reduced the number of emails in my inbox from over 1,000 down to 296, I thought it would be a great idea to touch on the processes of how to create folders ...

How to use Quick Parts in Outlook

As a business owner, I spend a significant amount of time managing my emails. I often need to respond to the same questions several times a week. This is where Quick Parts in Outlook saves me time and sanity. Not ...

Free up mailbox space and download email to Microsoft Outlook

I’ve encountered more than a few clients now who have run into issues with their allocated mailbox space. Depending on your hosting provider, you could be provided with email storage from 250MB to 10GB. The more space we have, the ...

Scan Microsoft Outlook for errors using Inbox Repair Tool

Scan Outlook for errors using the Inbox Repair Tool

If you have tried to open your Microsoft Outlook client and have received an error relating to your .pst file then you have come to the right place. The Inbox Repair Tool is a utility included with Microsoft Outlook which ...

How to create a new Contact in Outlook

Microsoft Outlook gives you the ability to create and manage contact details in a personal address book. Because Outlook encompasses email, contacts, scheduling and more, you can utilise these features across any task you are performing which is associated with ...

Create your own custom email template in Outlook

For anyone who sends emails on a regular basis, you may find yourself sending the same information over and over. This is especially relevant for people running a business and it is this situation where email templates can come in ...

How to create a recurring appointment in Outlook

I don't know about you, but I have many appointments which repeat on a regular basis. I for one, certainly do not want to have to put those into my calendar one by one, it would take a long time. This ...

How to open any Microsoft Office program

How to open any Microsoft Office product

For those starting out using Microsoft Office and even for those familiar with the programs, our computers can sometimes be a treasure trove full of so many programs that it's impossible to find the one we want. Being able to ...

The best keyboard shortcuts in Microsoft Outlook

Anyone who has ever attended training with me, or even anyone who has read my other "shortcut key" posts, will know that I am a big fan of keyboard shortcuts. Anything that can improve efficiency and workflow is a good ...

How to copy formatting using Format Painter

Each of the Microsoft programs includes some basic clipboard options which incorporate the Cut, Copy and Paste functions. Generally users are pretty familiar with these tools. What many users have not utilised is the fourth function in the group called ...

Create a rule to move email to a specified folder

Want to know how to create a rule to move email to a folder in Outlook? I get a lot of email. Some is important but I also get a significant amount of email which consists of newsletters, and notifications ...

Back up your Email folder in Outlook

I’ve now published several articles where I discuss the importance of backing up the data on your computer (See Backing up your files – a vital step to securing your data); and part of that process should also include backing ...

How to customise a contacts display name in Outlook

When we are forced to spend vast amounts of our working day using email, it is important that we are able to configure and utilise the features to the best of our ability. Often it’s the small things that can ...

How to create a screenshot using Office

For years I have been creating screenshots for various reasons; for use in training courseware; to illustrate to a remote user a button I want them to press; to relay information about a technical problem or error, and the list ...

Create a distribution list in Microsoft Outlook

The use of email for many people has become a daily event. Companies and organisations rely heavily on the use of email for correspondence with both internal and external contacts. One aspect of email which can provide great time saving ...

The Office Clipboard – a hidden treasure

A common feature used within all of the Microsoft Office applications is the cut, copy and paste feature. I personally use this A LOT. The ability to cut, copy and paste within any of the applications and also between different ...

Setup a POP or IMAP email account in Microsoft Outlook

The first step to using Microsoft Outlook is setting up and configuring your email account. Whether you wish to access an email account through your workplace or one available through your internet provider you will need to know how to ...

Create a rule to forward email to colleagues in Outlook

Microsoft Outlook has the ability to be able to set up rules that allow you to create an action that Outlook will make on your behalf. Rules can be a great method to assist you in managing your incoming and ...

Customise the Quick Access Toolbar

At the start of almost every Microsoft course I teach, I discuss the options you have to customise any of the Microsoft Office products. The Quick Access toolbar (QAT) is right up there on my list of favourite ways to ...

How to use Outlook as an RSS feed reader

Whenever conducting Outlook and WordPress training courses I am asked about RSS feeds. It's one of those phrases that pops up in various places but often people don't actually know what it is. One such place that it can be ...

Emails are delayed, speed them up!

A common complaint I hear in relation to email is that email is too slow to appear in the inbox. With current technology, we expect instant response and instant receipt. I have often received an email or phone call advising ...

Forward a Contact card using Outlook

Microsoft Outlook provides a great solution for managing your email, contacts, calendar, and to do lists all within the one location. In cases where I need to send contact information to other associates or colleagues, I utilise the built-in features ...

Email Tracking Options in Microsoft Outlook

Email Tracking Options in Outlook

Microsoft Outlook allows you to assign two email tracking options within an email message. The options include a delivery receipt and/or a read receipt. It is useful to know the difference between these two options and any limitations in how ...

Create a signature in Outlook

These days the use of a signature within an email message is considered standard practice, especially in any corporate environment. Signatures can provide an email user with time-saving possibilities whether you are a home user, small business or corporate user ...

How to use AutoCorrect in Microsoft Office

The Microsoft 365 programs include a powerful feature called Autocorrect. Autocorrect helps to reduce typing errors whilst you work and is set up by default to correct common spelling and punctuation errors. Typing errors such as irregular capitalisation, or commonly ...