Use Outlook to Manage and View All of your Email Accounts

If you are currently managing multiple email accounts from different providers, you may not realize that you can use Outlook to view all of your messages in one app. No need to navigate to multiple websites.

When you are in Outlook, navigate to the File tab. Click Add Account and follow the wizard to configure your mailbox. Common webmail programs like Yahoo, Outlook.com and Gmail will auto configure, but you may need to check with your provider to get the correct settings.

Repeat as needed for all of your email accounts

Organize Incoming Outlook Messages with Color

Many of you remember the command to organize with color; a tool that would change the font of incoming messages that meet certain criteria with color. That option is still available, but it is hidden. Here is how to do it in newer versions of Outlook:

1. Navigate to View>View Settings>Conditional Formatting...

2. Click button to Add

3. Choose a name for this rule

4. Choose font, color and size and click OK

5. Choose condition (for example, click FROM and select name of person that you would like messages to be formatted)

6. Click OK twice

7. Going forward, repeat step 1 and click to de-select this rule when you want to disable

Office 365 and 2016 Cheat Sheets for Windows and Mac

If you're like me, I cannot keep up with all of the new features and add-ins that roll out for the applications I use. For over 30 years, I have emailed cheat sheets to my students after attending one of my training sessions. This year, we are all trying to get our mailboxes under control, so here is a link to Microsoft's Quick Starts, training videos and downloadable tip sheets. 

https://support.office.com/en-us/article/Office-Quick-Starts-25f909da-3e76-443d-94f4-6cdf7dedc51e?ui=en-US&rs=en-US&ad=US 

Outlook Categories to Color Code Email, Calendar and Notes

Most of us completely ignore the Categorize button in Outlook, but it can help simplify your ability to view and sort messages, calendar entries and notes. Take a moment to assess and define several categories that will make sense for you.

Assign a Category to an Outlook Item

1.      Do one of the following:

·   Select the item and click Categorize from the ribbon

·   Right-click the item and select Categorize

2.      Make the desired selection or selections in the Available Categories list

3.      To add a new category:

·   Click Categorize,

·   Click to select All Categories…

·   Click New

·   Type the name for the category in the New Category text box and select color

·   Click Add and then click OK

4.      Click OK

Got FOMO?

One typically American problem is fear of missing out (FOMO). What is the longest that you have been "off the grid" in the past 12 months: no email, no text, no Facebook, no Instagram, no internet? I'm guessing the only time you are willing do that is while you are sleeping! Most of us will take our devices on holiday and answer work emails as well. In some countries, that is against the law. Stop doing that now! Get your email organized so that you can automatically control, forward and reply to messages while you are out of office.

Here is an article discussing why France is making that illegal

Enable Auto Spell Check in Outlook

I was the spelling bee champion in the 6th grade, but I am the worst typist. As a former schoolteacher, I would be appalled to send an email out with a spelling error. Why doesn't Outlook enable auto spell checking by default? 

No worries. You can enable that feature yourself. Navigate to File>Options. On the Mail category click to check "Always check spelling before sending". Going forward, you will not need to manually spell check your messages

Use Outlook to Manage and View All of your Email Accounts

If you are currently managing multiple email accounts from different providers, you may not realize that you can use Outlook to view all of your messages in one app. No need to navigate to multiple websites.

When you are in Outlook, navigate to the File tab. Click Add Account and follow the wizard to configure your mailbox. Common webmail programs like Yahoo, Outlook.com and Gmail will auto configure, but you may need to check with your provider to get the correct settings.

Repeat as needed for all of your email accounts