Nine tips to make it more efficient to use Outlook's graphics and text tutorials _ Web surfing

Microsoft Outlook is more than just an e-mail client, and it offers a number of powerful features to manage your emails, meetings, and contacts. However, because it provides so much functionality, it can take a lot of time to fully master it. And some common functions may be buried under a heavy menu. The key to using Outlook efficiently is to customize many of its views and options so that it's better suited to your work habits. This article describes nine ways to help you improve the efficiency of using Outlook.

tip One: Easily enter a date

When you use the Tasks feature in Outlook, when you enter a start and end date, you do not need to enter a full date. If the date is this month, just enter the day you want, and Outlook will automatically enter the other parts for you.

For example, the current is March 2007, you enter 11,outlook in the date section will think you want to enter the March 11, 2007, and will automatically convert to this date.

Figure 1 Simplified input date (click to view larger image)

Similarly, you can enter only the month and day, and Outlook automatically adds the current year.

tip Two: control how to print your notes

If you use the Notes feature in Outlook to record questions, thoughts, or reminders, sometimes you want to print them out. By default, Outlook prints the contents of a note on each page, which may not be the effect you want, because the content of the note is generally not too much, so that the content is not concentrated, on the other hand, waste paper.

In fact, Outlook provides a feature that allows you to solve this problem. Select all the notes you want to print, and then select Print from the menu. In the pop-up dialog box, remove the check box from the Print option and click Confirm.

Figure 2 check box in print options (click to view larger image)

If this option is disabled, it may be because you are using HTML formatting. You must switch to text format to enable this option.

tip Three: A specific message comes in with a hit

In our work, we need to print e-mail messages for some reason. If you need to print most or all of your emails from a sender, you can manually open each email and print it, but this is a hassle. You can actually set up a rule to print the email of a specific sender so that you can focus on other tasks more efficiently.

From the Tools menu, select Rules and Alerts. In the E-Mail Rule tab, click New Rule. Create a rule to specify that once a sender's message is received, it is automatically printed.

Figure 3 Rule Wizard (click to see larger image)

In fact, the use of this rule and notification function, we can customize a lot of the operation in line with their needs, as long as everyone in the work to be more pondering on it.

tip four: Efficiently store sent Messages

When we reply to a message, Outlook stores a copy in the Outbox. Over time, the contents of the Outbox will be more and more, so that when you need to find a specific mail, it is more difficult to find.

In fact, we can store the original message and the reply message together, for example, you can now store emails from your leader, Boss Wang, in a folder called "Boss Wang", and you'll also be able to keep a reply to it in this folder. The implementation steps are as follows:

1, from the Tools menu, select Options, in the Preferences tab, click the email section of the email option button.

2. Click the Advanced email option at the bottom of the Mail Processing section. In the Save Message section, select the Inbox, and then choose to keep the reply message in the same folder as the original message, and click OK.

Figure 4 Efficient Storage Send mail (click to see larger image)

Tip Five: Add a note to your email logo

Quick Flags can help you categorize your messages and can often be categorized according to the importance of the task. For example, you can have the red flag represent "emergency", Blue Flag for "general" and so on, but there is a problem, now Outlook can not add a text description of these flags, so that when you see different flags, the first thing to think about what the different signs mean, this is an annoying thing.

There is an easy way to get Outlook to remember what these flags mean for you, and to display them from the interface at all times, and to set the steps very simply.

1, from the Tools menu, select Custom.

2, in the tool tag, click New, and the new toolbar named the appropriate name, such as "logo", click to confirm.

3, in the Custom dialog box, select the command label.

4, select the action from the category list.

5, next, from the right side of the window to drag and drop different colors of the flag to your new toolbar.

6, after adding the logo you need, modify the name for each flag, for example, change the red flag to "key". Then select the following display image and text. The operation of that step in turn.

You can drag the new toolbar into Outlook.

Figure 5 Add a note to the message flag

Tip Six: Set a working calendar that works for you

By default, Outlook's working calendar is a traditional five-day working system, from Monday to Friday. In fact, in many cases, some friends do not press this work time, some Saturday also work, Outlook can also let you according to your own needs to modify the working calendar.

Select options from Tools in the menu, and in the pop-up window, you can select Saturday or Sunday, and you can also choose from here the daily commute time.

Figure 6 Setting the appropriate working calendar (click to see larger image)

tip Seven: Highlight messages from a particular sender with color

There are always people who have emails that make you feel particularly important, and you can have Outlook get your attention in a particularly eye-catching color as soon as you receive the sender's email.

1. In the Mail section, select the organization from the tool in the menu bar.

2, from the right side of the view, we can see that we can target different senders, recipients and other information to set the color of the message.

Figure 7 highlighting messages from a particular sender with color (click to view larger image)

After this setting, Outlook displays all messages from the sender, both now and in the future, in bold red.

tip Eight: Make your new mail different from existing messages

By default, Outlook displays the unread messages that you receive in bold form. If you think that's not enough, you can also consider showing them in a more eye-catching color.

In the message, select your Inbox, select the custom current view in your Inbox, and then choose Automatic Formatting in the pop-up window and click the Font button, where you can set the font, size, and color of the display.

Figure 8 Making unread messages more visible (click to see larger image)

It's important to note that you're setting up the display format for unread messages in your Inbox, and if you want them to have this effect, you'll need to set them separately for the messages in other folders.

Tip Nine: Force reply sent to multiple recipients

When you carry out mass, if you want to send a reply to the recipient of all of you to receive a response, then the recipient in the reply must click Reply All. If the recipient just replies, then only you will receive the reply, you have to forward the reply to others, so inefficient.

In fact, before sending the message, by setting can let the recipient reply to everyone in reply.

1, when writing the email, click on the Format bar options.

2. In the delivery option, select the email of the person who is allowed to receive a reply.

3, click Close, save this setting.

Figure 9 Force reply sent to multiple recipients (click to see larger image)

This way, when the recipient responds, whether it's a choice reply or a reply to all, the person you set up will receive the reply.

Outlook is a very powerful mail management, task management and schedule management of the comprehensive tool, I believe that in the Enterprise Office friends, if reasonable use, will be able to greatly improve the work efficiency.