• Outlook Tips & Tricks

    Best Practices for Outlook 2010 (Microsoft support)

    Outlook Tips & Tricks class handout

    Fun Tip!

    Add an Emoji to an email by pressing the keyboard combination Windows key and period. Note: It works best on Outlook online (Webmail).

    windows key and period

    email emojis

    Create folders in Webmail

    To create a folder, right-click on Inbox (under Folders) and click Create new subfolder

     Create folder in Outlook Mail

    Create Contact List

    The instructions below are directly from the Microsoft Outlook support page.

    1. On the Home Page, click Address Book to open your Address Book.

    2. Click the list below Address Book, and then select Contacts.

    3. On the File menu, click New Entry.

    4. Under Select the entry type, click New Contact Group.

    5. Under Put this Entry, click In The Contacts. This selection determines where your new distribution list is saved. This is the default location.

    6. Click OK. Your new distribution list is now set to be saved in the Contacts folder, and an untitled distribution list form opens. At this point, you can begin adding contacts to your new distribution list, as outlined in the following section.

  • Email Etiquette

    Dos

    • 4Ds! Do, Delete, Defer, Delegate (Article)
    • Read your message before you send it.
    • Make your subject descriptive and action-oriented. Use prefixes such as FYI: and Action Required.
    • Change the subject of the message if the topic of the conversation changes.
    • Keep all messages short and to the point.
    • Organize the content of your message from most important to least.
    • Consider bolding important information.
    • Put action items or questions on separate lines so that they stand out and get noticed.
    • Bold people's names when asking questions. For example: “Ryan: What is the status of the project?
    • Limit the number of people to whom you send a message to those who need to read it.
    • Put people who need to be informed on the Cc line.
    • Put people who need to respond or take action on the To line.
    • Use a signature when appropriate, but keep your signature simple, short, professional, and if possible, free of graphics.
    • If you want an immediate response, don't send a message. Phone or send an instant message.
    • Use High Importance sparingly.

    Don’ts

    • Don't use stationery.
    • Don't include your manager on every message you send.
    • Don't send a message when you are angry. Better to write it, save it to your drafts folder, and come back to it later.
    • Don't expect a quick response when sending long messages (more than two paragraphs).
    • Don't send a follow-up message less than a day after the first message. 
    • Don't use read receipts or delivery receipts on every message you send..
    • Don't use ALL CAPS.
    • Don't expand distribution lists. Expanding distribution lists makes messages harder to read and causes them to go into the wrong mail folders for people using rules.
    • Don't use sarcasm. Your humor might be misunderstood.
    • Don't write something you wouldn't want everyone in your company to read. You never know where your message might end up.
    • Don't use cursive or "funny" fonts that are hard to read.
    • Don't use red fonts, because they are hard to read and can be interpreted as being critical.
    • Don't use Reply All to a Contact Group asking to be removed. Ever.

    Adapted from “Best Practices for Outlook” on support.office.com