Category Archives: Outlook

Outlook Attachments Usage Guide

Attachments is the most popular and misused Outlook feature. If you are DELIVERING a file – use attachments. If you are Sharing a file – it is best to share the file. Sending CCs is the most important reason why “Teamwork” is inefficient. Here is a practical guide about how you should use Outlook Attachments with Office 365.

Outlook Attachments - Poster

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See all attachments sent by someone: People Pane in Outlook

There are many available options. The simplest way to see all attachments sent by someone is to use the People Pane in Outlook. Just go to View tab and activate the People Pane. The most convenient option is Minimized.

Enable People Pane in Outlook

Whenever you open any mail, Minimized People pane is appears at the bottom of the message. You will see a visual list of all the people addressed in that mail – sender, To and CCs. If available, their photo will also be shown. The tooltip which appears on mouse hover shows the name of the person.

Outlook People Pane

How to see all attachments sent by someone

Just click on the name in People Pane. The pane opens up and shows many things – mails from, attachments sent by and meetings with the selected person.

How to see all attachments sent by someone in Outlook People Pane

That’s it. If you have activated the Social Connector, you can even see their Facebook and LinkedIn feed.  Enjoy.

You can help reduce spam

While working with Outlook Web Access (now called Outlook for Web), I noticed a nice little feature which I felt would be useful to fight the junk mail menace and reduce spam.

While handling my mail using OWA, I marked a particular mail as Junk. This messaged popped up. This way, the contents of message will reach Microsoft immediately. That will help them block similar types of mails at server level itself in future. Try it out and help fight spam.

markspam

I could not find a similar feature in Outlook full version. I am assuming that the data must be going to Microsoft if you have participated in the Customer Improvement Program. 

Legal: How to manage 6 min billing in Outlook Calendar

Here is something I learnt yesterday at Wellington. I was conducting a session on Outlook for a team of EA and PAs for Government of NZ. I showed them the Outlook calendar can be managed at different levels of detail starting from 1 hour down to 5 minutes. Just right click on the time display in the daily or weekly view to change the setting.

6 minutes time slot in Outlook calendar

You will notice that there is a 6 minute option available there. Like most of us, I had never understood why would anyone want a 6 minute time slot. But then one of the participants enlightened me! Legal professionals always manage billing in 6 minute increments so that they can have 10 convenient slots per hour. I learnt something new.

This happens all the time. The more you teach, more you will learn!

If you think that a particular feature is useless – think again. This incident teaches you that every feature is designed with a purpose in mind. Discovering that purpose is called learning.

Want to learn more about effective email and time management?  Check out my Outlook Knowledge Pack (50+ articles).