Outlook Email Organization Best Practices 2021 – Tips to Manage Emails Effectively at Work
In this technical era, Microsoft Outlook becomes the standard email application in the business world. It allows users to send and receive emails, manage contacts, entries in calendars, and many other things to do. However, Millions of people use Microsoft Outlook to manage their emails, contacts, calendar, etc. at their work and at home.
Microsoft Outlook has many precocious features but it also has some serious drawbacks. Being an Outlook user, it is very common to experience several errors. So, it is required to manage the Outlook application in a better way. Therefore, in this blog, we are going to tell you some tips for Outlook Email Organization best practices 2021, 2020, 2019, 2018, 2017, 2016.
Tips to Manage Outlook Emails Effectively at Work – Best Practices 2021
If you want to manage your Outlook emails manually, you can follow these Outlook Email Organization tips, which are given below:
Tips # 1: Spare Yourself from Repeated Typing with Quick Parts
If you need to regularly send a standard passage of text, then you can save this passage as Quick Parts. This makes your task easier and inserts a passage into the emails with only a single click. To save the passage as a Quick Part, you need to highlight the text in the composer window. Then, switch to the Insert tab and go to the Quick Parts drop-down and choose the Save selection to Quick Parts gallery option. Once you are completed with this process, your passage of text is saved in Quick parts. It will pop up as a suggestion in the future when you start typing the phrase. Alternatively, you can also select the passage text from the Quick Parts drop-down menu.
Tips # 2: Write a Message to be delivered in Future
If you have news or information that you do not want to share immediately, then Outlook has a feature to set delivery time according to your choice. For this, you can write an email and go to the Options tab then click on the Delay Delivery option. It gives you an option to set the date and time when you want to send the emails. After entering the specific date and time, click on the Send button. Then, the message will be held until the specified time for sending.
Tips # 3: Create Templates for Common Messages
There are many times when we need to send the same message again and again. This might be quite irritating. So, Outlook provides an option to create templates for some frequently used messages. With the help of this feature, you can choose the commonly used message from the draft as a form of the template instead of typing email again. In addition, you can also customize these templates on the basis of the email requirement. It will help users to save their crucial time.
Tips # 4: Filter Emails to Find Relevant Messages
If you need to find any specific message from a large number of emails, then Outlook offers a filter option for it. There are various types of filters associated with Outlook. You can select the menu option to choose certain filters such as attachments, dates within specific time periods, etc.
Tips # 5: Junk or Ignore Unwanted Emails on Outlook
At the time of using the Outlook application, you may receive hundreds of emails every day that are not necessary. It might include some advertising emails, group mailbox responses, etc. Usually, you do not read these messages. In this case, you can junk or ignore the unwanted messages on Outlook by moving them into another folder.
Tips # 6: Instantly Create New Emails & Appointments
In Outlook, you can create new emails, appointments, contacts, etc. instantly by using the New Items dropdown on the Home tab. If you do not want to look into the Outlook interface for finding any information, then you can right-click on Outlook’s icon in the Windows taskbar. It will open a jump list that creates a direct shortcut to arrange any new items.
Tips # 7: Sort Emails with Rules & Conditional Formatting
You are allowed to sort emails of Outlook with rules and conditional formatting. For this purpose, go to the Home menu then click on the Move section, and select Rules. It will provide an option to create and manage the rules for processing in an automatic way.
Tips # 8: Use Voting Option Instead of Sending Bulk Messages
The voting option is a way to collect information from emails. Because we are in the habit of sending or receiving lots of email messages daily. Most of the email messages are unwanted, which does not require any reply.
You just need to respond either Yes or No in place of sending the email in reply. In this case, the voting option of Outlook is useful.
Manage Outlook Emails Using SysTools Outlook Email Organization Software
The above-discussed tips are the best practices for Outlook Email Organization. But, still, there are some users who faced issues in managing the Outlook emails. In this situation, they can choose SysTools Outlook Email Organization Toolkit. It is the all-in-one solution to manage Outlook inbox management.
The software has a feature to locate all Outlook emails with their attributes. It can also recover and manage the corrupted PST file. However, if a user wants to export the Outlook PST file in another format, then the tool provides more than 10 formats to convert PST files. In addition, you can merge PST files, shrink PST files, and split Outlook data files according to requirements.
There are no file size limitations imposed with this tool. However, by using the Microsoft Outlook toolkit, you can import and save Outlook files in bulk, which saves the user’s time. You are also allowed to exclude duplicate emails from the Outlook mailbox during exportation. Moreover, this toolkit is sufficient to handle almost all types of problems in Outlook.
Conclusion
In this write-up, we have discussed the top 8 Outlook Email Organization best practices 2016, 2017, 2018, 2019, 2020 2021. After all these discussions, we can conclude that it is best to opt SysTools Outlook Email Organization software. This toolkit is simple and easy to use to manage Outlook emails. Also, it is suggested by many data recovery experts.