12 Tips to Get More Done Using Microsoft Outlook

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Күн бұрын

Here is a video on how to get more done in email using Microsoft Outlook.
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📽️ Video Chapters
00:00 Introduction
00:41 Archive Emails
03:30 Use Email Categories
06:43 Advanced Email Search
08:34 Schedule Email Scheduling Time
10:10 GTD Email Processing
11:43 Microsoft ToDo
14:25 Snooze Emails
16:19 Outlook Templates
19:20 Add Bookings Link to Signature
21:15 Outlook Rules
23:41 Copilot for Outlook
26:31 Final Thoughts

Пікірлер: 152

@brettm4858 26 күн бұрын

This is probably the most useful outlook video I’ve ever watched. Thank you for your time creating it!

@ralphstone2023 Күн бұрын

I’m heading up a team of different functions like marketing, product development, Q&S and need to keep the overview of a lot of different topics and projects. Thank you for the archiving and categorisation tip. I reorganised my entire mailbox today. The first time in years I have less than 50 mails inbox without having the feeling I miss something. Big thank you!!

@bearded365guy Күн бұрын

Love it!

@th7321 28 күн бұрын

In addition to the content which is always great, thanks for the cheerful delivery. Packaging makes a difference ! 😊

@davidadams421 28 күн бұрын

Fantastic tips! The only one I would add would be using search parameters in the Outlook Search box, just typing from:X, and/or subject:Y, and/or body:Z makes finding email a whole lot easier. You can use quotes to find an exact phrase. To find email you know you received between two dates received:>05/15/2024 AND received:

@bearded365guy 28 күн бұрын

Thanks for supporting my channel David.

@donnawilliams7754 24 күн бұрын

Some great tips especially getting rid of folders. Categorising and archiving with the advanced search function are my favs. Thank you,

@hagarolsen 28 күн бұрын

Thank you for an excellent video. There are lots of options for me to consider using.

@itwithcarlos 26 күн бұрын

The combination of archive and categorize is excellent, thank you, Jonathan.

@jimmyroels7604 28 күн бұрын

I like all the tips that you provided, thank you Jonathan.

@Beth-fh5rn 27 күн бұрын

That archive tip is really good, I started to use it today, and I made it through my morning emails quickly.

@billegbert6262 27 күн бұрын

Outlook Templates!!! OMG this is the single best feature I've seen in Outlook for a long time. I've been cutting and pasting for years. It's so intriguing, I might have to ignore the New Outlook flaws keeping me from switching, just to use this feature. There are lots of other great tips in this video as well. Thank you. P.S. - My email management, with its many gigabytes of stored emails in hundreds of folders, would be an ideal example of what not to do - although it works well for my transactional business. Your videos encourage me to do better!

@IOSALive 28 күн бұрын

Jonathan Edwards, Your videos always make me happy, so I subscribed!

@waifong23 18 күн бұрын

Thanks for the tips 🌟 Especially liked the use of categories - already use in calendar but didn't think to use in

@samiraslan5737 23 күн бұрын

Thanks, very informative. All tips are new to me

@dianeramseyer4981 12 күн бұрын

Great information - all relevant, quick and easy - and will be helpful. Thanks!

@jessejames4444 28 күн бұрын

Great video! Thank you.

@PeterTeehan 17 күн бұрын

i was a Microsoft Support Engineer. Email templates are a must have. Highly under rated tip!

@PeterTeehan 15 күн бұрын

wow thank you for the heart. Love your content and always enthusiastic and positive. Most important always objective and provide cons when valid.

@SlenderMorrisFurnishings 14 күн бұрын

1st time I have ever seen a KZfaq video that ACTUALLY IS VERY HELPFUL 🎉

@vickyscott827 11 күн бұрын

Really useful, thank you!

@joaovaz1289 28 күн бұрын

I would archive more, replacing my current folder structure, if the index function on outlook wasn't absolute crap and the search function would work better. Current search up to 12 months, acceptable results, over 12 months worth of data..... useless...

@MarcRohde-rr7fw 27 күн бұрын

Using web email rather than desktop seems to give much better search results and faster. The local indexing is slow in my experience.

@Caba-Rojo Күн бұрын

Control+Shift+V then you can type the name of the folder… for quick sorting functionality

@yenphan5964 12 күн бұрын

Very useful, I hope more than video from you will be lauched.💓💓

@synthwave7 25 күн бұрын

Great video. Outlook was launched in 1990 and still the best email app ever invented.

@roberth.9558 16 күн бұрын

Well done. Thank you.

@hansvaagenes8639 24 күн бұрын

You are going to save me a ton of time and head fog! Thanks for these great tips.

@SofianeMatsa 22 күн бұрын

please continue , you're the best.

@tokenoldwhiteman2598 28 күн бұрын

Brilliant!

@asifuddin9377 23 күн бұрын

Great Video, I like videos from you and as always this is also a Great Video.

@TomasLerno 23 күн бұрын

I use categorize but archive only when i'm done with the e-mail (no more action needed) Works great

@denisedrake4097 28 күн бұрын

EEEK! I have 36 folders off my Inbox. I'm going to switch to the Archive hack. Thanks Johnathan!

@cchoi108 Күн бұрын

Not only do I refuse to use folders, I don't even bother archiving. 😊😅😂

@bearded365guy Күн бұрын

That’s another option!

@atadjs 28 күн бұрын

made me get out of bed, 12.30am.. power up my work laptop and have a crack.. some great trips / hacks.. thanks

@bearded365guy 28 күн бұрын

Great, but the greatest hack is to sleep!

@user-de9kb1df4d 8 күн бұрын

Great Tipps for mastering outlook in an much better way thnx Jonathan According to TODO here is an additional Tip u ave also the possibility to tag ur tasks if u name an task in todo like : clean up ur #room , then u can search for the tag room in the todo search bar. best regards

@nermo8121 26 күн бұрын

Only problem I found when I put email in categories, is when I use the outlook app on my iPhone, doesnt seem to have the ability to show categories..?

@user-ll3ty3qb6r 21 күн бұрын

The same on iPad

@senthilarasan 4 күн бұрын

Good video 👍 Category option is not available in advanced filter in web option and recent new outlook :(

@gregfyn 28 күн бұрын

Well done Jonathan, I can start using some of these techniques today! Here's to a zero inbox!

@bearded365guy 28 күн бұрын

Good luck!

@gregfyn 28 күн бұрын

@@bearded365guy It was a snap! It took a while because bad e-mail hygene is like dirty dishes....the mess piles up quick!

@AnthonyDwyerBairnsdale 24 күн бұрын

Thanks Jonathan love the video and Im trying to change / need to change and adapt some of your ideas. Any thoughts on how to tirage using these techniques when on mobile. Can filter or add categories?

@bearded365guy 24 күн бұрын

Another thing that I have done now…. Which isn’t for everyone. I don’t have any email on my phone and I only use my laptop (Windows) to process email.

@MarcRohde-rr7fw 27 күн бұрын

Great tips. I got rid of my folder a decade ago and never looked back.

@alexarimont5767 5 күн бұрын

Many thanks for the tips. I will try them out. Categorizing and archiving emails will definitely help me, but what do you do when a project XX is completed? Do you delete it from your favourites? Do you rename that category? Cheers!

@bearded365guy 5 күн бұрын

You can remove the category from all emails. The emails will still be in your archive folder. You can then remove the category altogether or just from favourites.

@EdselAdelbert 13 сағат бұрын

These tips are helpful. I tried using categories but they don't work in Outlook App (mobile). I just noticed that you are now able to categorize email but the category do not show up in my favorites section.

@liamwilson847 17 күн бұрын

Great video - but why do my sent emails show up in the category I have replied to? I have a rule already set that all sent emails go to the deleted box - any advice would be appreciated

@lisaosborne6483 15 күн бұрын

so handy!

@alejandroceron6431 Сағат бұрын

I paid my subscription to windows 365 and copilot, I'm not seeing the logo of copilot not the guidance in outlook. I see it in the rest of the programs. any suggestions? Im using the new outlook

@NZButterflyGirl 21 күн бұрын

Thank you. This is a really helpful and useful video. One question I have is, what of these features are only available to business subscriptions and what are available to personal subscriptions as I believe these differ? Do you know?

@bearded365guy 21 күн бұрын

That’s a very good question and I don’t honestly know the answer because I only work with business. My bet is that Outlook is the same with Personal and Business, but someone might correct me!

@NZButterflyGirl 21 күн бұрын

@@bearded365guy I believe that the personal subscriptions do not get the same functionality but I can't find anywhere that tells me the differences. I believe categories will not be in the personal subscriptions but I am not sure about the rest.

@kingiam87 26 күн бұрын

Is it possible to set a rule for categorizing emails?

@bobbysoltani5123 24 күн бұрын

Great video! Thanks for sharing. I have a question about the "Follow Up" category. After you create a task for an email in that category, do you remove the Follow Up tag from the email? It seems like it could get confusing knowing which emails already have tasks and which still need them. I'm thinking of creating tasks directly from my inbox when I process emails without using the Follow Up tag. Do you see any potential issues with this approach? Thanks!

@bearded365guy 24 күн бұрын

Your option works too. Removing the follow up category for me happens during my email processing. So I am looking at it twice per day.

@bobbysoltani5123 23 күн бұрын

@@bearded365guy That makes sense. Thanks again.

@RyanPatrickOwens 17 күн бұрын

You’ve just changed my life 😂

@Rok_Piletic 28 күн бұрын

View>Show as conversation ... how to go around to make subcategories in categories?

@boolage 28 күн бұрын

On my work desktop, I've got a very specific setup on Outlook Desktop (classic for lack of a better word). My work laptop I have turned on the NEW Outlook and while I like the modern look and a few of the features like Snooze etc mentioned here, the Rules I have defined on my desktop Outlook are pretty extensive - I have about 70 of them. Both the NEW Outlook I'm using on the laptop, as well as Outlook on the Web do not even SHOW a Rules menu option under Outlook settings. Nothing on the web when I search for this seems to point to a solution. I'm also the Global Admin of our company's 365 account, and I have not been able to get a single user that can pull up OWA and see the rules option show - it is simply missing. What direction would you suggest we go in - other than stick w/Outlook "classic" on the desktop?

@bearded365guy 28 күн бұрын

I can’t get my head around why the rules would be in the old Outlook, but not in the new Outlook or OWA.

@12boxes 22 күн бұрын

Great tips. I've implemented everything that I had not already done. One problem. I have two Microsoft 365 email accounts in New Outlook. I've set up the categories in the main one, but I can't see an easy way to copy the categories to the other. Is there a way to do that?

@bearded365guy 22 күн бұрын

Might be a manual job….

@luigibru8677 Күн бұрын

My goal is to find quickly an old email. In the Search it would be good to be able to search 2 or more categories in the same time.

@Caba-Rojo Күн бұрын

Control+Shift+V = move to folder… you can start typing the folder’s name and it will search+find the right folder… enter to sort.

@TDHobbies 11 күн бұрын

I am using AOL main and Gmail, categories is not available for use with these, when I click on that account the tab goes away. Too bad as I do not want to change my email address.

@nickdolan8068 3 күн бұрын

Useful ideas and I am a big fan of the GTD Methods, however, I receive a few hundred emails a day from lots of clients, internal product threads and over 80 projects. I often need to look up emails from specific clients or projects and I don't think the categories strategy works for this - can you please comment or suggest a way to make this fit into your process?

@bearded365guy 3 күн бұрын

You don’t think a mix of categories and search would work?

@nickdolan8068 3 күн бұрын

@@bearded365guy Already apply outlook Rules and colours (categories) on Calendar items, plan mails into slots in calendar etc. the issue is the volume of emails across so many threads, if you did 4-5 projects and a few clients then your systems would be no issue. However, with volume, the search becomes just as hard to use. not the ":" function in the search is good. Any ideas on large volume and many projects system would be useful I have not found a good one yet

@CaryAmbraziunas 25 күн бұрын

I was hoping to try the archive method - but categories are not available when using IMAP. I use that method as I want to be able to delete emails not only in outlooks but on the gmail servers as well. I found some old macros that appeared to allow the use of categories in outlook with IMAP but none that are still working. Is this possible?

@bearded365guy 25 күн бұрын

Honestly, not sure.

@user-vf8yc6mh5h 15 күн бұрын

Hi John, Thank for your tips, that help me a lot, but I have a issue on outlook 2021; when I select an email, it takes 2/3 min to download pics in that. do you know what problem come from? In Outlook (new) from windows 11 no issue about this Have nice day Sergio

@bearded365guy 15 күн бұрын

That’s a long time! internet good?

@user-vf8yc6mh5h 15 күн бұрын

@@bearded365guy Sure I have 100MB/s dowload

@tilomoz 25 күн бұрын

How long do you schedule your two daily email processing windows for?

@bearded365guy 25 күн бұрын

For as long as it takes! The more you get into the swing, the less it takes. Sometimes it’s 30 mins, sometimes it’s 5 mins.

@iandirootz 23 күн бұрын

I have multiple microsoft emails (one per business). When i create the To Do task by dragging the email into the Create Task area, those tasks aren't showing up in the To Do app integration when i click on the checkbox on the left side. Is it only looking at Tasks created for the primary email account? If so, is there a way to show all tasks for all emails in the To Do area?

@iandirootz 23 күн бұрын

Great video by the way, adopting as much as i can! Really hoping i can access all the tasks though in the To Do integration in outlook. And i am using the New Outlook, desktop app version though.

@bearded365guy 22 күн бұрын

I don’t think there is….. it will be the primary “signed in” account.

@evamuhlhause 24 күн бұрын

When you categorize by something like project name don't the categories proliferate?

@bearded365guy 24 күн бұрын

For me, the nature of projects are that they’re temporary. Once the project is complete, I can go back and remove the category.

@studiobluinteriordesign9097 18 күн бұрын

hi, my advanced search does not have the categories section, It was there a week ago, now it has gone missing. How do I get it back so I can search with a category?

@Frankytown27 14 күн бұрын

same for me !

@kathrynpurcell7065 28 күн бұрын

Like archiving by categories feature, though looks like it only works with web version not desktop version.

@bearded365guy 28 күн бұрын

You can still categorise and archive with old version of Outlook - you can favourite the categories in the old version though.

@johnkibler35 22 күн бұрын

@@bearded365guy Archiving by categories is a great feature, but it is a no go for me until they add categories to Outlook mobile

@jillkinnard270 8 күн бұрын

If anyone could tell me how to have the categories marked "favorite" display in my favorites folder on outlook for mac I would appreciate it????

@bearded365guy 7 күн бұрын

I am not sure. I don’t have a Mac to hand. Anyone?

@robs1979 24 күн бұрын

I really like the idea of archiving and categorising emails but does that mean I can’t find emails on the iOS app as it’s an old version???

@bearded365guy 24 күн бұрын

Using an iPad or iPhone? Can you not use the Outlook app?

@robs1979 24 күн бұрын

Sorry, what I meant was that the current version of the iPad/iPhone app doesn’t give you the ability to search by categories in the same way you can with the web version.

@barryshaw1972 14 күн бұрын

Why can we not add .pst files for archiving with the new Outlook. With these .pst files under classic Outlook I have a good folder structure for very easy access and I have a lot of history which I constantly refer to. Until we can add .pst files (so far I do not see this is an option) I will not covert.

@bearded365guy 13 күн бұрын

If you use Microsoft 365 you should move your PST files into an Online Archive which will still be visible like the PST, but they’re stored in the cloud.

@barryshaw1972 13 күн бұрын

@@bearded365guy how do i do this. not really tech savy

@ogdanem 28 күн бұрын

I'm one of those guys who has hundreds of hundreds folders and nest folders and has yet to find the right way to escape this method.

@bearded365guy 28 күн бұрын

Do you think you could work with the archive method?

@ogdanem 28 күн бұрын

@@bearded365guy I think so and would like to try it

@mdfasa 23 күн бұрын

Archive is good, had same issues looks good for 2 weeks going on...

@chris151267 23 күн бұрын

Question : When searching on Google, are you asking yourself in which folder to search ?

@TonyLoffiLara 23 күн бұрын

I’m in the same boat man. I have folders for every customer and vendor. It’s crazy. But I’ll give this archive a try.

@dbourgeau 28 күн бұрын

I’m glad they have the email templates feature, but it seems limited to the individual user. It’s not helpful for those of us who need to share lots of templates across a department, for example. (Unless I’m missing something?)

@bearded365guy 28 күн бұрын

No, you’re right. It’s a basic feature. Microsoft could do so much better.

@peterstalworth 27 күн бұрын

You can type an email outs and then click file and save as, then save the file as an .oft file and place it into a share folder for your department or company and everyone and then click the file and it will open a new template for who every clicks on the file 👍🏻

@dbourgeau 27 күн бұрын

@@peterstalworth Much appreciated. Yes, that's how we handle it now. It's a bit clunky as people have to go somewhere besides Outlook to get their templates. I was hoping for a better solution in the future, especially since the new outlook simply wouldn't open OFT files until recently. I guess we can keep doing what we're doing as long as they don't deprecate the file type.

@DontFollowZim 26 күн бұрын

If you think archiving into a single folder and/or categorizing into a flat list of categories is better than multi level folders... you must not get many types of emails. Simple enough for my with emails but my personal email has far more folders

@demetricdavis1355 19 күн бұрын

How do you open another mailbox?

@gamefreak3072 28 күн бұрын

There's also a checkbox on the signature page to "add a link to my bookings page"

@ThePnut 18 күн бұрын

Problem with categories is that they do not show up on your moble Outlook app, therefore you lose everything you have sorted on your phone. Sub folders do show on the mobile app

@bearded365guy 18 күн бұрын

Yes, that’s true. Although I don’t use Outlook on my phone anymore…. Wasted too much time replying to emails when I didn’t need to.

@EldricEonar 14 күн бұрын

Won't swap to new outlook until shared mailboxes are added properly and not hidden away.

@boolage 28 күн бұрын

On the topic of search when are they going to fix the fact that the AND logical operator does not work? I can search for emails all day from or to a specific contact but not being able to use logical operators correctly is not excusable considering the amount of disk space and processing power sucked up by MS Search on any PC.

@davidadams421 28 күн бұрын

Logical operators do work. For example, received:>05/15/2024 AND received:

@boolage 28 күн бұрын

@@davidadams421 It may work in your example but trying it with simple strings as in trying to find any emails with both the word Outlook as well as the word Java (typed simply as "Outlook AND Java" - without the double quotes of course), will locate all emails with Outlook somewhere in the email AND all emails with Java somewhere in the email - instead of only emails with BOTH strings in them.

@boolage 28 күн бұрын

@@davidadams421 that particular query may work - but something like searching for 2 strings - and only emails that have BOTH strings in them does not. It will return all emails with string 1 AND all emails with string 2. Some emails will have only one of the two strings, some may have both, but there appears to be no way to get it to return only emails with both strings in them.

@David.William83 28 күн бұрын

Archiving and categorising interesting however I don’t think you can categorise on Outlook mobile app can you?

@bearded365guy 28 күн бұрын

Yes, you can!!

@David.William83 28 күн бұрын

@@bearded365guy does anyone know how on iPhone? I can’t see it.

@colbyabrahamoff8148 28 күн бұрын

@bearded36guy since when?

@dan-tw 28 күн бұрын

@@bearded365guy not sure you can… unless I’ve entirely missed something in the recent updates…

@bearded365guy 28 күн бұрын

Hi all - SORRY! My bad. You can of course archive away on a iPad/iPhone - but the categories feature is not available….yet. I think it will come. It needs to!

@ErnestWarner 28 күн бұрын

I am trying to use the categorize, archive and task function. For example I created a Quick Step rule that categorizes an email for follow-up, archives the email and then the task window opens for me to determine when to complete the email as a task. The challenge I have is that when I complete the task, the email keeps the categorization and does not delete. Does anyone know how to create an action or rule to delete the email when I mark the task complete? Or do I need to do something else?

@bearded365guy 28 күн бұрын

Ernest, I think that might be part of your email processing routine. Quick scan of the follow up category to see if anything can be uncategorised……

@ErnestWarner 28 күн бұрын

Thank you! @@bearded365guy

@IVFRegulation 28 күн бұрын

I am the IT Manager of microsoft 365, i am facing a problem that all external emails are landning in the junk box. I reduced the spam indicator but the issue is still remain. Any recommendation?

@bearded365guy 28 күн бұрын

All external emails? Do you use an external spam provider or just M365?

@davidadams421 27 күн бұрын

That sounds maybe like a whitelisting issue? In exchange you can either whitelist or blacklist. If you whitelist, _only_ email on the whitelist gets through, everything else is junked. Also, as Jonathan says, if you're relaying email through another service, you'll need the IP of that service's mail exchanger in your domain's SPF record. Use Microsoft's Message Header Analyser (google it) to check for authentication failures.

@davidadams421 27 күн бұрын

That sounds maybe like a whitelisting issue? In exchange you can either whitelist or blacklist. If you whitelist, only email on the whitelist gets through, everything else is junked. Also, as Jonathan says, if you're relaying email through another service, you'll need the IP of that service's mail exchanger in your domain's SPF record. Use Microsoft's Message Header Analyser (google it) to check for authentication failures.

@davidadams421 27 күн бұрын

@IVFRegulation 25 күн бұрын

@@bearded365guy Just M365

@dorothyevans3864 28 күн бұрын

Here’s a challenge for you: I use categories and a single folder to file everything, but it drives me NUTS that I also have to process my sent email. How do I categorise my outgoing mail and save it automatically to my Archive with the category label still present? I know using conversations will pull all threads together, but I want an empty sent box and I want to see anything I send where I’m expecting a reply, or belongs to a specific project etc in the appropriate category search. I put all my processed email into a folder called “All processed Mail” (inventive, hey?) after I categorise them and use the search folders to list all categories. I much prefer categories to folders as email can be in one or more category but only in one folder. Weirdly, it has never even occurred to me to use the Archive. Will be amending that tomorrow morning 😂.

@bearded365guy 28 күн бұрын

I understand. So you’re sending an email to someone and then you want to categorise that as “Waiting for reply”. You don’t want that email in your sent items? It could live in your sent items with a category? Or, manually, could go into sent item and move it to archive…. Or you could create an Outlook rule to move items into archive. I personally would use option 1 and keep my sent in my sent, with just a category applied!

@dorothyevans3864 27 күн бұрын

@@bearded365guy Thanks for the reply. I’d have to steel myself to keep a full sent folder But, if the categories don’t get stripped, I suppose I could just bulk move everything to Archive periodically. Have subbed 😊. I did come across a pain in the wotsit using the online version - it appears I can add only one category to a message. Such a shame as it looks good but I’ll probably have to stick to the desktop app. Does mean I can set up some new quick steps to apply the categories and move to archive, though. Swings and roundabouts!

@TerryAtkinson-fp8gt 26 күн бұрын

I cc myself and have a rule that sends it to a folder. After watching this video it now categorises it for me instead. Still can’t use new outlook. To many things don’t work for me. I’m using search folders in old outlook and achieving the same results. Doesn’t seem to be the same functionality for a shared inbox though ?