Outlook Time Saving Tips to Make Your Emails Pop

October 11, 2013 Outlook  No comments

With all of the emails you get every day, you need to keep yourself and your inbox organized. Luckily, Outlook’s built-in tools make it easy. Check out these Outlook time saving tips to help you use your email for all its worth.

Quick Parts

With Quick Parts, you can save time by creating reusable content only once. Similar to Gmail’s “Canned Responses,” it allows you to store email messages that you send often, so that you don’t have to retype the same thing each time you want to send that email. To create a Quick Part, type what you want included, then highlight it. From there, go to the “Insert” tab and click on the “Quick Parts” button and choose “Save Selection to the Quick Part Gallery.” A dialog box will appear and prompt you to enter a name, which gallery you want it stored in, a category, a description, and where you want it saved. You also have the option to either insert the content as its own new paragraph, or for the content to be inserted alone without formatting (meaning it can be inserted into the middle of another paragraph). Once you have created a Quick Part, you will be able to insert it into any email. To insert it, go to the “Insert” tab and click on the “Quick Parts” button. Select which one you want to insert then click insert. To rename a Quick Part, go to the “Insert” tab and click on the “Quick Parts” button. Click on the name of the Quick Part that you want to rename and select “Edit Properties.” In the Modify Building Block dialog box, enter the new name and click ok. When you are asked if you want to redefine the block entry, select “Yes” and your changes will be saved.

Smart Art

A SmartArt graphic is a visual representation of your ideas and information. You can select from the many different layouts to make sharing your message quick and easy. In an email, they can grab the attention of your recipient; however, it is important to remember that graphics like SmartArt, increase the size of your email, so you should use them in moderation. The great thing about using SmartArt in an email is that it is actually sent in the body of the email and not as an attachment. To insert a SmartArt graphic in your email, go to the “Insert” tab, and click on the “SmartArt” button. From there you can choose the layout of your graphic. There are many different layout options to choose from including list, process, cycle, hierarchy, relationship, matrix, and pyramid. Once you have chosen the layout of your graphic, you will be able to add text. A “type your text here” dialog box will appear to the right of the graphic, so you can enter, modify, and edit your text.

We hope you found these Outlook time saving tips helpful. If you are interested in learning more about Outlook, check our upcoming Desktop Training Academy Outlook Courses.

Leave a reply

You may use these HTML tags and attributes: <a href="" title=""> <abbr title=""> <acronym title=""> <b> <blockquote cite=""> <cite> <code> <del datetime=""> <em> <i> <q cite=""> <s> <strike> <strong>