Category Archives: Outlook

“New outlook towards Outlook” : Article Links

Here is a list of relevant articles for topics covered in the New outlook towards Outlook video.

  1. Confusion- Which method of communication to use when
  2. Are you misusing the 50 GB Inbox?
  3. Reduce Inbox Clutter using Artificial Intelligence
  4. Rules, Quick Steps, Clutter, Junk, Spam – what is the difference
  5. How to identify important mails automatically?
  6. The Outlook paradox: Are you helping others at the cost of your own work?
  7. Tasks folder is your best friend!
  8. Never delegate work using email: Use Outlook Tasks
  9. Beyond Task List – Add a duration column
  10. Arrange meetings with yourself = Time Management
  11. Tired of long mail trails? Why not just chat and finish it off?
  12. Common concern: Yammer will lead to uncontrollable misuse
  13. Smart Searching in Outlook

And finally, here are all articles written by me about Outlook.

Here is a poster for Outlook Best Practices.

New Outlook Best Practices Poster.

Irritant: Excessive Text selection

I want to select a sentence. Sometimes, instead of the sentence, the entire paragraph is selected. Inside a table, contents of the entire cell are selected. I quickly undo and then try to select the text again, this time with a bit more caution, but alas, the problem still remains. It is inexplicable and frustrating. Here is what you do in such cases.

The Text Selection action replay

I want to select the second paragraph.
I am using Shift Right Arrow to select the text, one character at a time.

excessive selectionimage

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Usually we get frustrated at this point. We give up the effort and start all over again … HOPING that it will work this time.  It never does!

Fortunately, there is a simple solution to this selection nightmare.

The solution is … Press SHIFT  and LEFT ARROW once. That’s all.

Even if you use Shift CTRL RightArrow to select word by word, this problem can occur. The solution is exactly the same: Press Shift LeftArrow.

Continue reading Irritant: Excessive Text selection

Outlook Knowledge Pack

Outlook is great. But our outlook towards Outlook is not! That is why we waste lot of our precious time in doing the wrong things in and around Outlook. I have covered many aspects of effective Outlook usage. Here is a comprehensive list, in recommended order of reading. The complete Outlook Knowledge Pack.

Outlook Knowledge Pack

Photo credit: simondavies57 / Foter / CC BY-SA

Continue reading Outlook Knowledge Pack

Outlook 2016: Insert Attachment shows OneDrive recent files

Office 2016 has enhanced the integration with cloud. Inserting attachments into a mail requires you to select the file to be inserted. Often this file is something you have been working on very recently (as in, few minutes back). But often we forget the path and struggle to locate the file. Now that problem is solved. Find out how…

Continue reading Outlook 2016: Insert Attachment shows OneDrive recent files

What did I learn today: Clear Outlook Categories (For Demo Warriors)

This article is relevant for people who conduct demos or training on Outlook. During demos we create custom color Outlook Categories. These categories remain customized for the next demo as well.

Ideally I would want the categories to have default names (Red Category, Blue Category and so on). How to clean all of them quickly just before the demo? Simple.

Start Outlook with the Startup Switch /cleancategories

<office installation path>outlook.exe /cleancategories.

This DOES NOT remove custom categories which have already been applied to Outlook items like mails, appointments or tasks. These have to be removed separately. But it does remove the custom descriptions. Now the category dialog looks like this.

Clear Outlook categories

Here are many more Outlook related articles.

Simplified file sharing with Outlook Web Access

As we know by now, sending mails with attachments is generally a bad idea. We also know that storing the file on the cloud – using OneDrive and sending a link is a more convenient option. We refuse to change our behavior in spite of knowing the benefits of the new way of file sharing. So Microsoft changed its product to suit our lack of flexibility.

Now you create a new mail, click on the Attach button, choose the file from local PC as usual – and NOW Outlook Web Access asks you a simple question. Do you really want to ATTACH the file or should I store it on OneDrive and send a shared link? You just have one click to decide that. Just choose the OneDrive option and you get all the benefits.

Simple, effective – yet ignored. Start using it!

How to do file sharing

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Why doesn’t Outlook show pictures in some messages?

Well, you must have seen this thousands of time by now.

Picture not shown in email messages Outlook

Pictures are not downloaded. That is obvious. What is NOT obvious is what has MY PRIVACY to do with it? The mail was sent by someone else – including the pictures in it. So how does it affect my privacy?  Read on to find out the logic and the action you should take.

Continue reading Why doesn’t Outlook show pictures in some messages?

Best Practice: DO NOT put Out of Office (OOF) message if you are away on official work

Out of Office (OOF) is a common habit. We put it when we are not on our desk. But in today’s world of mobility, internet availability and smart phones, it should be used ONLY when you are really on LEAVE.

I have seen people pout OOF message when they are traveling on official visit, in off-site, undertaking training programs and so on. That is NO LONGER a valid reason for putting OOF message.

I do agree that your response will be delayed in such circumstances. But there are two related arguments in this context.

Firstly, people do not expect lightning fast responses in general. If you respond in few hours, it is ok. And whatever official work you have, meetings, flights, etc. you will get a break. And what do you do in the break? Check mails. So DO NOT bother to set OOF.

Secondly, even if you are in some so called engaging activity, most people are checking emails during off-sites, training programs, and even during customer meetings.

In short, use OOF with discretion. Period.

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