An email has become an integral part of our daily life, and few people can imagine a single day without it. Each of us starts and finishes the day by checking a mailbox, especially those who use it for work. Not to get lost in this stream of letters, it is worth choosing a convenient mail service. Perhaps, Microsoft Outlook is the best option. The service is more often perceived as a professional tool, but it is also quite suitable for everyday usage.
Meanwhile, additional features of Microsoft Outlook can make our life easier. So, if you are already using this software or about to begin importing MBOX file into Outlook with your whole correspondence, this list of 10 useful features will improve your user experience. So, let’s take a look at them.
10 Useful Features of Microsoft Outlook for Regular Users
Even if you don’t use your email for business purposes, some Microsoft Outlook features can significantly save you time. Here are the most obvious of them:
1) Change the letter preview
The program shows a preview of each letter, which includes information about the sender and subject, followed by one line from the email body by default. However, you can change the number of lines previewed. Go to the View tab — Preview Message. Then select from 1 to 3 lines for preview. Please note that the number of lines specified affects only the text volume from the email body, while the basic info (about the sender and a subject) is shown by default.
2) Outlook windows
MS Outlook allows you to open multiple windows at once. It is great because you can view your email, calendar, and notes at the same time without navigating through the app. However, this is only relevant for large monitor owners.
3) Choose the main mailbox
If you have several accounts, you have to choose the main one, which will be shown when you start the app. To do this, press Options – Advanced on the left panel. In the Start and Exit section, activate the Browse button. Find the account of your interest and choose Inbox or any other folder, which the program will display after the launch.
4) Create the search folder
If you often search some files by words or phrases, you can configure a specific search folder, which will display you a list of files that correspond to a particular query. The program provides users with several search templates, but you can create one that meets your personal requirements. For instance, Unread Folder contains all the corresponding emails in one place, even if they are in different folders in your Inbox. Choose a template from the list, or create a custom search folder yourself.
5) Cleaning up folders
This function deletes unnecessary messages in the selected folder. To test the feature in action, right-click on the folder where the duplicates and copies of messages have accumulated and select the Clean up folder. You can specify which messages are considered redundant. You can set up the cleaning so that it does not affect essential or marked messages, as well as choose in which folder to move unwanted messages.
6) Postponed delivery
This function allows you to write an email and send it at a time when it will be suitable for you. Just specify the delivery time, and it will arrive without your participation. Click the Options button and select Delay Delivery. Then, specify the date and time in the “Do not deliver before” box. Other parameters can be set as well. If you need to cancel a delivery or change the date and time of sending, you can easily do it in the same section.
7) Use the quick steps
This function allows you to automate the process of working with your mailbox completely. To do this, try mastering the Quick Steps tool. In the skillful hands, this is an incredibly powerful feature that will help you cope with huge volumes of letters. It allows you to automate any sequence of actions and make them with a single click.
8) Customize the rules
We don’t always play by the rules, but in Outlook rules can be very helpful. They allow you to configure specific events automatically based on what is happening. Click New Rule and then set the required parameters in the appeared window. You can ask the application to make a particular voice signal, make an alert, and remove letters that meet particular requirements to a particular folder.
9) Change your account name
When you add an email account in Outlook, the default account name is your email address. However, you can change the account name to a more descriptive one, which will make it easier to find the account you want. This feature is especially useful if you have a lot of email accounts in Outlook.
10) Hot commands
If you prefer to use a keyboard, you can speed up commands in Outlook by using some basic phrases. For example, you can do the following:
- open Outlook without a preview window (outlook.exe/nopreview);
- start the program with a specific email folder instead of the one you have assigned as the main one (outlook.exe/select folder_name);
- launch Outlook, restoring all windows if the program was closed as a result of a system error (outlook.exe/restore);
- open the powerful Outlook search tool (outlook.exe/finder).
As you can see, Outlook is a powerful email tool that has become a standard in business communications. It has plenty of non-obvious features that you might find useful. We recommend you not stop on the received results and continue learning the functions of this powerful mailing program. Perhaps, it will improve your user experience and help to cope with any volume of letters. What useful features in Outlook would you like to share? Tell us your ideas in the comments.