Top 5 Outlook Time Savers

May 12, 2022 | Outlook Hints and Tips

Microsoft Outlook (or other emailing packages) are something that most of us use on a daily basis so if we can set things up so we can save a little time then it’s got to be a good idea. This blog is aimed at Microsoft Outlook users but many of the features are also available in other emailing packages but the options might not be in the same place. 

AutoSignature 

An AutoSignature sits at the bottom of each email and often contains contact details as well as being a sign off from the message.  I have mine set up with information such as telephone number, website and social media handles.  This would be much more time consuming to type in manually or copy and paste from another location each time. 

Set up AutoSignature 

  1. From the File tab, select Options 
  2. On the left choose Mail
  3. Click on the Signatures button 
Autosignature in Microsoft Outlook

4. New signatures can be created from here or existing ones modified. 

NOTE: Many companies will create your AutoSignature for you which may also contain information such as a disclaimer that the views of the individual are not necessarily also the views of the company.  These may not be able to be adjusted by the employee. 

Template emails 

If I am sending out certain emails on a regular basis then I set them up as a template and can use this as a starting point every time I want to send out the same sort of information.  These can then be customised at the point of sending. 

Setting up the Template: 

  1. Create an email like you normally would.  If you are using an AutoSignature remove it or it will be added again when the new email is created. 
  2. Go the File tab 
  3. Choose Save as, give the template a name and change the type to Outlook Template 

To use the Template: 

  1. Go to the File tab 
  2. Select New Item, More Items and Choose Form 
Choose Form

3. Look in:  User Templates in File system and select the template previously saved 

Rules 

I have many rules set up but most automatically move emails from certain email addresses into folders.  I particularly use this for newsletters that I don’t want to clog up my inbox and are then all stored together when I get a chance to read them. 

Setting up rules 

  1. Go to the File tab 
  2. Click on Manage Rules and Alerts 
Manage rules and alerts

3. Click on New Rule and follow the steps required 

Rules can be run automatically or when you choose. 

Junk 

Junk emails drive me nuts and many are repeatedly sent by the same people. Rather than manually deleting these each time they come in I block them so they automatically go to my Junk folder.  This means I can concentrate on the emails I really want to see. 

  1. Click on an email from the recipient you want to block 
  2. Click on the Junk icon 
  3. Choose Block Sender 
Block Sender

Time Blocking 

This is not strictly an Outlook feature but it certainly helps dealing with the large volume of emails that most people now receive.  I have turned off all my notifications and only check my emails 3 times a day.  This gives me blocks of time when I can fully concentrate on other tasks without the distraction of messages popping up every few minutes.  It is far more time efficient to avoid these distractions and deal with emails en-masse. 

Switching off Notification 

  1. From the File menu select Options 
  2. On the left choose Mail 
  3. In the Message Arrival section untick any notifications you do not want to receive 
Block Sender

Further Reading

If you’ve enjoyed reading about my top 5 time savers in Microsoft Outlook, there’s some other blogs below that you might find useful:

Want to learn more about Microsoft Outlook? Then email lara@laramellortraining.co.uk to discuss how I can help or have a look at the Microsoft Outlook Courses I run.