Working Smarter with Microsoft Outlook: Supercharge your office and personal productivity with expert Outlook tips and techniques

Length: 428 pages
Edition: 1
Language: English
Publisher: Packt Publishing
Publication Date: 2022-08-12
ISBN-10: 1800560702
ISBN-13: 9781800560703
Sales Rank: #1452815 (See Top 100 Books)

Written by a Microsoft Office Master Instructor, this book helps you transform into a productivity ninja by adopting highly efficient ways of managing Outlook in your daily life

Key Features

Learn smart ways to customize Outlook for a highly productive daily routine
Automate mundane tasks using powerful tools such as Quick Steps and Mail Merge combined with Power Automate
Create a cohesive environment and communication channels within your teams through information sharing using Outlook

Book Description

Millions of users across the globe spend their working hours using Microsoft Outlook to manage tasks, schedules, emails, and more. Post-pandemic, many organizations have started adopting remote working, and the need to stay productive in workspace collaboration has been increasing.

Working Smarter with Microsoft Outlook takes you through smart techniques, tips, and productivity hacks that will help you become an expert Outlook user. This book brings together everything you need to know about automating your daily repetitive tasks. You’ll gain the skills necessary for working with calendars, contacts, notes, and tasks, and using them to collaborate with Microsoft SharePoint, OneNote, and many other services. You’ll learn how to use powerful tools such as Quick Steps, customized Rules, and Mail Merge with Power Automate for added functionality. Later, the book covers how to use Outlook for sharing information between Microsoft Exchange and cloud services. Toward the concluding chapters, you’ll get an introduction to Outlook programming by creating macros and seeing how you can integrate it within Outlook.

By the end of this Microsoft Outlook book, you’ll be able to use Outlook and its features and capabilities efficiently to enhance your workspace collaboration and time management.

What you will learn

Tailor the Outlook environment to the specific needs of your working environment
Understand tips and tricks for setting up and managing appointments and events
Customize the content getting printed in Outlook calendars
Explore best practices and steps for sharing an Outlook workspace with coworkers
Understand how Outlook can handle RSS feeds
Implement the Rules section that will be beneficial for daily routines
Create a time-management system that you can implement to organize and control your inbox

Who this book is for

This book is for Microsoft Outlook users and business professionals who work with Microsoft Outlook daily and are interested in learning tips and tricks for exploring its full potential.

Working Smarter with Microsoft Outlook
Contributors
About the author
About the reviewers
Preface
    Who this book is for?
    What does this book cover?
    To get the most out of this book
    Download the color images
    Conventions used
    Get in touch
    Share Your Thoughts
Part 1: Introduction to Outlook
Chapter 1: Getting Started with Outlook
    Manage Outlook
        Info
        Office Account
        Feedback
        Other options
    Drag and drop techniques
        Drag and drop to the calendar
        Drag and drop to a to-do Item
        Drag and drop to people/contacts
        Drag and drop other uses
    Customizing views as per tailored needs
        The Quick Access Toolbar
        Outlook Today
        Show Focused/Other view
        The Layout section
        Peek
        Advanced View settings
        The Clipboard viewer
    Summary
    Questions
    Answers
Part 2: Email Essentials
Chapter 2: Sending and Receiving Emails
    Sending and receiving email
    AutoComplete
        Removing AutoComplete list entries one by one
        Using contact addresses for the AutoComplete list
        Enabling or disabling the AutoComplete list
        Clearing all entries from the AutoComplete list
    HTML email signatures
    Attachments
        Cloud file attachments in Outlook
        Multiple attachments
        Changing the file association for an email attachment
    Voting buttons
        Inserting voting buttons
        Tracking and printing results
    Recalling a sent message
    Handling replies
    Working offline
        Is Outlook working?
        When Outlook shows that it is disconnected
    Summary
    Questions 
    Answers
    Further reading
Chapter 3: Managing Email Accounts
    Why have multiple email accounts?
    Selecting an email host
    Email protocols
        POP3
        IMAP/SMTPP
        Microsoft Exchange
    Setting up email accounts in Outlook
        Email account setup  – automatic
    Changing a mail server 
    Multiple email accounts in Outlook
    Domain names
        Adding a custom domain
    Summary
    Questions 
    Answers
    Further reading
Chapter 4: Organizing Your Outlook Environment
    Conversations
        Conversation view
    Quick Steps
    Categories
        Applying a category
        Removing a category
    Conditional Formatting
        Default Conditional Formatting rules
    Flags
        Steps to set a flag
    Rules and alerts
        Creating rules
        Managing rules
    Summary
    Questions
    Answers
Chapter 5: Outlook Mail Merge
    Mail Merge
        Creating a mail merge in Outlook
        Mail Merge custom attachments, Cc, Bcc, and Subject
    Summary
    Questions
    Answers
Part 3: Beyond Email – Calendars, Contacts, Notes, and More
Chapter 6: Managing the Calendars
    Views
        Manage Views…
    Customizing your views
        Work time
        Calendar options
    Display options
        Time zones
        Scheduling assistant
        Automatic accept or decline
        Weather
    Appointments, meetings, and events
        Recurring appointments
        Prioritizing appointments
    Multiple calendars
        Viewing side-by-side calendars
        Viewing overlay calendars
    Printing calendars
        Printing a specific day or range
    Summary
    Questions
    Answers
    Further reading
Chapter 7: Contacts in Outlook
    Adding new contacts
        Adding a contact from an email message
    Business cards
        Default business cards
        Editing a business card
    Contact groups
        Update Now
        Managing contact group members
        Sending a message to a contact group
        Forwarding a contact group
        Deleting a contact group
    Views
        Viewing contacts
        Managing views
        Viewing the GAL
    Viewing a contact’s address on a map
    Summary
    Questions 
    Answers 
Chapter 8: Outlook Notes
    Creating a new note
    Organizing notes
    Displaying notes on the desktop
    Sending notes
    Summary
    Questions
    Answers
Chapter 9: Tasks and To-Dos
    To-do list versus tasks
        To-do
        Tasks
        Task folders
        Viewing tasks in the calendar
    Summary
    Questions
    Answers
Part 4: How to: Share, Search, and Archive in Outlook
Chapter 10: Save Time Searching
    Using Search
        Instant search
        Advanced Search
    Settings and indexing
        Rebuilding the Outlook index
    Search syntax and operators
    Summary
    Questions 
    Answers
    Further reading
Chapter 11: Sharing Mail, Calendars, and Contacts
    Sharing mail, calendars, and contacts
    Permissions
        Viewing delegated folders
        Inbox permissions
        Calendar permissions
        Contacts permissions
    Changing/editing delegate permissions
    Request sharing
    Summary
    Questions
    Answers
Chapter 12: Archiving and Backup
    Cleaning up email clutter
    Archiving
        Archive
        AutoArchive
        Online Archive
    Backing up Outlook
        Exporting and importing
        Saving emails outside Outlook
        Restoring a .pst file
    Summary
    Questions
    Answers
    Further reading
Part 5: Outlook Collaboration and Integration
Chapter 13: Collaboration and Integration within Outlook
    Cloud computing
        OneDrive
        OneNote
        Microsoft Teams
    Outlook groups
        Creating an Outlook group
        Mobile phones
    Add-ins
        Problems with add-ins
        Managing add-ins
    RSS feed
        Creating an RSS feed
        Viewing an RSS feed
        Deleting an RSS feed
    Summary
    Questions
    Answers
    Further readings
Part 6: Powerful Ways to Automate Outlook
Chapter 14: Nine Useful Rules
    Rule 1 – delaying sending after sending an email 
    Rule 2 – receiving a text message
    Rule 3 – To or Cc
    Rule 4 – automatic reply
    Rule 5 – processing emails that are delegated
    Rule 6 – purging emails with Newsletter in the subject line
    Rule 7 – applying a category as per the word in the subject line
    Rule 8 – redirecting email replies to another person
    Rule 9 – blocking out-of-office replies
    Summary
    Questions
    Answers
    Further reading
Chapter 15: Programming with Macros
    The Outlook object model
    Visual Basic
    Macros
        Activating the Developer tab
        Visual Basic Editor
        Macro scenario
        Creating a macro
        Running macros with the button on the ribbon
    Summary
    Questions
    Answers
    Further reading
Chapter 16: Managing Your Day System
    Kanban
    Five SMART habits to be productive
        SMART habit #1 – use search
        SMART habit #2 – don’t repeat steps
        SMART habit #3 – folders
        SMART habit #4 – templates
        SMART habit #5 – journal entries
    Power Hour
    Summary
    Questions
    Answers
Assessments
    Chapter 1 – Getting Started with Outlook 
    Chapter 2 – Sending and Receiving Emails 
    Chapter 3 – Managing Email Accounts 
    Chapter 4 – Organizing Your Outlook Environment 
    Chapter 5 – Outlook Mail Merge 
    Chapter 6 – Managing the Calendars 
    Chapter 7 – Contacts in Outlook 
    Chapter 8 – Outlook Notes 
    Chapter 9 – Tasks and To-Dos 
    Chapter 10 – Save Time Searching 
    Chapter 11 – Sharing Mail, Calendars, and Contacts 
    Chapter 12 – Archiving and Backup 
    Chapter 13 – Collaboration & Integration within Outlook
    Chapter 14 – Nine Useful Rules
    Chapter 15 – Programming with Macros
    Chapter 16 – Managing Your Day System
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