The way to use superior choices to work extra productively in Outlook

Outlook Inbox Repair lead image.
Picture: iStock/Igor Kutyaev

Outlook’s superior choices are sometimes ignored, however for the flawed motive—most customers don’t know they exist. These superior choices assist you to management an ideal deal about the best way you’re employed in Outlook. Realizing that you’ve got these choices to set at your discretion is the important thing. On this article, we’ll talk about these superior choices. When you’re conversant in them, you’ll be able to determine for your self, which settings work one of the best with the best way you utilize Outlook.

SEE: Software program Set up Coverage (TechRepublic)

I’m utilizing Microsoft 365 on a Home windows 10 64-bit system. The model you’re utilizing will decide which superior choices you might have; except you’re utilizing Microsoft 365, you in all probability received’t have all of the choices mentioned on this article. There’s no demonstration file; you received’t want one.

The place are the superior choices in Outlook?

Outlook’s extra superior choices are simple to search out and modify—you’ll discover them within the Backstage space below Choices. Needless to say Outlook, out of the field, tries to fulfill the working wants of most customers, so that you in all probability received’t want to alter all of those choices. Realizing they’re there and tips on how to set them to your working wants is the important thing.

Now, entry these superior choices by clicking the File tab and selecting Choices from the left pane within the Backstage space after which click on Superior within the ensuing dialog to show the Outlook choices proven in Determine A. For those who’ve turned the Backstage off, don’t fear: The left pane objects are nonetheless there.

Determine A

These advanced options are often ignored.
These superior choices are sometimes ignored.

Now that you already know the place these choices are, let’s overview them.

The way to use Outlook panes

The Outlook panes possibility permits you to reset the default positions of the Navigation and Studying panes, and a bit extra. Most of those choices, proven in Determine B, are self-explanatory. These choices allow you to decide what number of hyperlinks Outlook shows within the Navigation pane. The Transfer Up and Transfer Down choices assist you to decide which Outlook window icons the Navigation pane shows. For those who don’t just like the adjustments, you’ll be able to at all times click on Reset to get again to the out-of-the-box look.

Determine B

Control the Navigation pane settings.
Management the Navigation pane settings.

You may discover that the Compact Navigation possibility is dimmed in Determine B. That’s as a result of I’ve Coming Quickly occasions enabled. For those who’re seeing the identical factor, and also you need to allow Compact Navigation, disable the Coming Quickly possibility within the far-right of the ribbon.

The Studying pane choices decide how Outlook offers with e mail in your folders. They’re all self-explanatory however let’s have a look at one of many settings most customers don’t know exists however usually ask for.

The way to modify the Outlook begin and exit

Whenever you open Outlook, do you would like you would bypass your Inbox and go straight to the Calendar window? It’s only some clicks, however should you examine your calendar earlier than reviewing e mail, you’ll be able to go straight to your calendar utilizing this feature.

Click on the Browse button. The default selection is your Inbox. Change that to Calendar, as proven in Determine C, and click on OK. Shut and reopen Outlook, and it’ll open to the chosen folder. You may choose one other folder; I selected Calendar as a result of it’s in all probability probably the most often-used window aside from the Mail window.

Determine C

Choose another folder for Outlook to select when launched.
Select one other folder for Outlook to pick out when launched.

This feature won’t allow you to open Outlook in one other account aside from your default account. You may as well examine the Empty Deleted Gadgets Folders When Exiting Outlook possibility. For those who use your Deleted folder as storage for some time, you received’t need to examine this feature. Nonetheless, checking that possibility is a good way to alleviate your self of the burden of remembering to scrub up that folder often. Now, let’s have a look at a misunderstood function.

The way to use AutoArchive in Outlook

In my expertise, this function appears to be probably the most usually misunderstood of the superior choices. For those who depart all your previous messages and conversations within the Inbox and even different folders, you danger poor efficiency. When an e mail reaches a sure age, this function can kick in and transfer it out of your lively folder and into one other saved in your native system.

As you’ll be able to see in Determine D, this function is disabled on this native system. This selection is okay for customers who don’t have a must maintain previous dialog threads. In truth, I believe the common consumer in all probability doesn’t want this function, however some do after which maintain it disabled as a result of they don’t perceive it—“Don’t use AutoArchive otherwise you’re by no means discover your stuff once more!”

Determine D

AutoArchive is disabled.
AutoArchive is disabled.

The reality is that this function is simple to make use of should you simply study the way it works. The choices assist you to do the next:

  • Management how usually the function runs.
  • Notify you beforehand so you’ll be able to cancel a run.
  • Decide whether or not older objects are deleted or archived.
  • Decide how usually older objects are moved and deleted.
  • Enables you to set a default folder for saving archived objects.

This function offers you all the facility and the decision-making. Put them to be just right for you. We may talk about dozens of situations, however you simply must know that these choices exist to make one of the best of them.

The way to use Hyperlink dealing with in Outlook

This feature is checked by default, and I like to recommend that you simply depart it that means. When enabled, this feature permits you to click on hyperlinks within the net and open the suitable net app. For those who click on a hyperlink in a desktop doc, the suitable desktop app launches. I wouldn’t change this default except you might have a selected motive for doing so.

The way to use Reminders in Outlook

Most customers are conversant in reminders and use them to their profit. Nonetheless, you’ll be able to modify the default settings:

  • To point out reminders.
  • To decide on the sound the reminders use.
  • To point out reminders on the highest of all home windows; I like to recommend checking this feature should you depend on reminders in any respect.
  • Dismiss reminders after the very fact—there’s little motive to maintain dismissing reminders as soon as an occasion has handed.

The way to permit Pen use in Outlook

This feature is so easy it actually doesn’t want a bit of its personal, however, you probably have a system that helps the pen and also you need to annotate emails, examine this feature.

SEE: Workplace 365: A information for tech and enterprise leaders (free PDF) (TechRepublic)

The way to Export in Outlook

Once more, this feature wants no clarification aside from noting that it exists. Merely click on Export and observe the yellow brick highway—I imply the Export Wizard. Use this feature to export messages, calendar occasions, duties and contacts to Outlook on one other laptop or to create a .pst backup file.

The way to use an RSS feed in Outlook

It is a little bit of an archaic possibility, and I’m unsure why Outlook retains it on board. In a nutshell, internet sites used to assist this protocol. When a website up to date data, you obtained an RSS feed discover. For these websites that also provide this service, Outlook nonetheless helps the incoming discover. I don’t know of anybody who nonetheless makes use of this service.

The way to alter the Ship and Obtain choices in Outlook

Outlook’s ship and obtain choices, proven in Determine E, allow you to decide when and if e mail messages are downloaded and despatched. As with many of those choices, these are principally self-explanatory. Many customers by no means change the default choices, which have messages coming in and going out on a regular basis. I don’t work properly this fashion, so I’ve modified these choices to go well with me. I discover the default setup distracting so now, I management when mail goes out and is available in.

Determine E

Use these options to schedule mail ingoing and outgoing in a way that suits the way you work.
Use these choices to schedule mail ingoing and outgoing in a means that fits the best way you’re employed.

As you’ll be able to see, none of those choices is enabled. Once I’m able to ship and obtain, I click on the Ship & Obtain tab and select the account I need to work together with at the moment. You may select otherwise, however the level is that you’ve got the choice!

The way to use the Builders possibility in Outlook

This feature you both find out about and use or not. It actually deserves and article of its personal. Nonetheless, should you’re creating customized types, you’ll need to find out about these superior choices that assist you to publish and in any other case management customized Outlook types.

Present Add-in Consumer Interface Errors is one other distinctive possibility. When enabled, you will note errors generated by add-ins. That means, you’ll know one thing went flawed. By default, Outlook inhibits these errors.

When to make use of Worldwide choices in Outlook

For those who converse with others on a world format, these choices will matter to you. For the remainder of us, these choices aren’t necessary. These choices are so distinctive to the consumer that it’s tough to debate with a large viewers. Almost definitely, the consumer received’t be selecting choices, however relatively an administrator will set these up for customers.

Different choices in Outlook

That is the miscellaneous group of choices. As you’ll be able to see in Determine F, they’re self-explanatory, however with so many of those superior choices, they rely on the consumer’s scenario. The Fast Click on choices allow you to set a default class, which can or is probably not enabled. Most of those choices will in all probability be set for you by an administrator, however should you’re on you personal, the defaults are in all probability sufficient.

Determine F

Set this to suit your individual users needs.
Set this to fit your particular person customers wants.

Outlook’s superior choices assist you to management loads of issues, so you’ll be able to work a bit extra effectively.

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