Outlook: 4 tips for less e-mail stress

Microsoft Outlook is used in many companies and private households. With these four tips, you’ll be able to keep track of your e-mails every day


1. Mail Management - Get Yourself Air


Many professional mail users are desperate about the bulk of the messages they get daily. With a simple strategy, you can cope with daily evils.


2. Outlook 2007-2013: Prepare e-mails for redemption tasks


If your inbox is already swelling, let your decision-maker play and delete any superfluous e-mails. Detach radically from all useless emails. Redirect emails that might be of interest to others, and then delete those mails. Check the remaining emails for the urgency and the workload.


3.Outlook 2007-2013: Use Search Folder


What is urgent and quick to deal with is to work immediately. The rest of the e-mails are placed on the re-upload. If you are continually distracted by new inboxes from your actual work, simply turn off the inbox for a while. They do not run to the mailbox every two minutes.


4.Outlook 2010-2013: Automatically highlight important messages automatically


To do this, activate the Send / Receive tab, and then click the Work offline icon. Already you have peace. If your work allows it, turn back to Online, and then work the inbox. You can not save more time.


In the IMAP era, you can mark your emails for tracking, but do not set a time for reminders. If you are not working with an Exchange server, you only have the option to create a task from it.


To do this, select the e-mail and drag it into the Tasks area with the left mouse button. As soon as you release the left mouse button, the task window appears. Here you define the start and the due date for processing. If necessary, add a category. After saving, you have created a new task that also appears in the taskbar in the Inbox. Because the full content of the email is displayed, you can delete the e-mail from the inbox.


But beware of emails with attachments. You must then save the attachments separately before deleting the mail. Or go a different way and drag the e-mail into the task area with the right mouse button. Then a context menu appears. Here you select the command Move as task with attachment. Then the complete e-mail with attachments is stored as a task.


Quicksteps make life even easier. For example, convert an e-mail to a task with a Quickstep. To do this, select Create New from the Quickstep menu. The Edit Quickstep dialog box is displayed. In the Name Name screen, type Restore. In the Action selection box, select the Create a task with attachment entry. Finally, click Finish.


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In the future, select the desired e-mail, and then click the Quickstep rendition. Because IMAP accounts do not support tasks, these tasks are stored in your local PST file.


By using search engines, you can instantly retrieve emails. Search folders are virtual folders that display e-mails whose criteria match the selected selection.


For example, if you are using the tracking flag, select the Folder tab and click New search folder. In the dialog box that now appears, select the Unread or E-mail Tracking entry. This search folder is already created and you can process these e-mails comfortably.


You can highlight messages of important contacts with an eyecatcher in color. Then you will immediately recognize what is important to you.


You can use certain criteria to change the appearance of items in Outlook. You may know this conditional formatting from Excel. Also with Outlook it is helpful. First choose View / View Settings / Conditional Formatting. The dialog box of the same name is displayed.


Click the Add button, and then type a meaningful name in the Name input box. Then, click the Font button. In the dialog box that now appears, you specify the desired font, font, font, and font color. Now it is about the prerequisite for these formats.


Therefore, click the Condition button. In this dialog box, select the Advanced tab. Select the From field using the Field / Frequently used fields button. Then select the value contains in the Condition column. Then tap the last name of the desired contact, and then click the Add button. In this way, you can also add more contacts to this formatting.


Conditions that are listed in the list are evaluated as an OR condition. This offers the possibility to assign the same formatting to several contacts of a company. The conditional formatting must be made individually for all incoming mailers. After you have confirmed all the dialog boxes, the messages are displayed according to your requirements in the conditional formatting. They fall into the masses of the news immediately.