Top 5 Outlook defaults to change

Feb 6, 2020 | Outlook Hints and Tips

Outlook has loads of really cool default options that can be altered to make your use of the package even better by tailoring it to your exact requirements.  The default options are available from the file tab and options.  Here are my top 5 favourite Outlook defaults.

The first is from the calendar options.

1. Change Fahrenheit to Celsius

The current weather for a location of your choice is shown at the top of the calendar.  This includes the temperature in Fahrenheit but can be altered from the calendar options.

Image to show how to change Celsius to Fahrenheit

All of the rest of the options are under mail from within the options.

2. Close original message window when replying or forwarding

Normally when you have replied or forwarded an email the original message window remains open.  This means that once you have completed your reply or forward the original message must be manually closed.  Automating this saves significant time over the course of a day, week, month or year.  If you don’t do this it can leave you with extra windows accidentally left open which can make it tricky to find the one you meant to use.

Image to show how to deal with replies and forwards

3. Message arrival notifications

You can change whether you get any notifications when messages arrive and if you do what these are.  This can prevent distractions when working on other things when constant email interruptions can be the bane of your life.  The options sit in the message arrival section of the mail options.  Options available are playing a sound, change the mouse pointer, show an envelope icon in the taskbar or display a desktop alert.

Image of message arrival notifications

4. When replying to a message

Choose whether to include original message text or not.  There are several options as to the exact result of doing this.  There is a similar option when forwarding.  This makes the emails bouncing backwards and forwards much shorter but loses the conversation thread which can be really handy at times.

Image to show how to deal with replies and forwards

5. Empty deleted items folder when exiting Outlook

It is often forgotten about but the deleted items folder and its contents still take up memory.  Emptying it on exiting means that it is constantly being cleared.  This is great unless you realise the following day that the item you deleted has now gone!

Image of emptying deleted items

These are my favourite Outlook defaults but I’m sure everyone has their own.

Want to learn more about Outlook? Then email to discuss how I can help or have a look at the Outlook Courses I run.