Set a reminder by selecting a time frame from the "Reminder" dropdown menu. Check Sync Contact Groups if you have groups in the contact list and would like to sync members Outlook sync help from FixTechGuide of that group. Companies that use Outlook also sync Outlook or GAL contacts to employees’ smartphones. For example, Skender and The Morse Group, top construction companies, respectively save 1500 and 500 hours in IT labor. For instance, you can quickly switch between Mail (Ctrl + 1), Calendar (Ctrl + 2), and Contacts (Ctrl + 3). You can also open a new email (Ctrl + N), send an email (Ctrl + Enter), or reply to all (Ctrl + Shift + R).

• As you go through your task list and your calendar, do similar tasks together.
• He has a bachelor's degree in computer science and likes to read, hike, and fish in his spare time.
• For example, many messages can be responded to in two minutes or less.
• If you receive many messages that go back and forth among several different people, change to Conversations view.
• The default arrangement for tasks is by Due Date, but you might consider changing the arrangement to Start Date, depending upon how you use flags.
• The Quick Steps feature lets users automate repetitive email tasks with a single click.
• This is when you respond to those messages that you have deferred.
• And as projects change, update your Quick Steps so that they are only the things you really do.
• Sometimes you can’t find a message by only searching in your reference folder alone — it could be a message that you sent or it could have been misfiled.

Delete it

To find a message with an attachment, select the Search box and on the Search tab, select Has Attachments. Or, start by typing the name in the Search box, and then press the down arrow key to select From to narrow the results. After you have processed your messages, the best place to do work in Outlook (reply to messages and so on) is in Tasks. By switching to Tasks, you won’t be distracted by messages arriving in your Inbox.

Which Contact Groups should go to a folder instead of my Inbox?

This guide represents our advice on how to get the most out of Outlook. A few core scenarios are covered Outlook data file cannot be accessed to help you leverage Outlook into your information management needs. Go to File → Office Account → Update Options → Update Now. Jon Harris is a Technical writer with experience working for cybersecurity and tech related companies. He has a bachelor's degree in computer science and likes to read, hike, and fish in his spare time.

Daily review: Managing your time and tasks

"Working less" means you touch each piece of correspondence one time only. Whether it’s an actual paper envelope with a letter or whether it’s an email. "Correspondence" means Incoming Information, not necessarily "follow-up tasks". In this article, we’ll give you some of the best Outlook hacks for digital office management, along with some awesome Outlook tips and tricks featured in the program. I told my boss I'd like to give a (voluntary) company-wide training in something someday as a self-development goal and he suggested Outlook/inbox management. I don't manage his inbox but I did help him get the Stack method set up and he's blown away by how awesome it is, so now thinks I'm an Outlook wizard.

When to create a Contact Group in Outlook

If you find you're regularly creating meetings with the same group of people, create a group in the Navigation Pane so that you can more easily see people’s free-busy information. These groups can also include rooms, which can make it easier to find an available room to meet in. The Room Finder pane contains suggested times for the best time for your meeting (when most attendees are available).



Search folders can be especially useful when you need to gather information that is saved in different folders — for example, when preparing for a quarterly meeting. Set your Contact Group folders to auto archive every six months or more frequently if they are time sensitive — for example, a Contact Group for finding carpool rides should be archived daily. Sentences prefaced with the Microsoft 365 logo are references to other Repair Outlook Profile Online Microsoft 365 products, such as Microsoft OneNote, and Microsoft SharePoint Server. Sentences that mention AutoArchive and Outlook Data Files (.pst) are marked with an icon of a folder and file . If your organization doesn’t deploy these products or features, these sentences can be disregarded without impacting the overall document and work flow.



Use the Scheduling Assistant to view all meeting attendees availability. Rather than using Bcc to inform a third party of an issue, forward the message after you send it. Use the Bcc feature to remove extra people from an email conversation when you deem that they no longer need the extra email or if the conversation topic has changed.



Some people try to use the read and unread states to indicate whether a message is new or a reference item. Inevitably, messages will be reread, and the mental tax of figuring out what you need to do will be paid again. A far more efficient Inbox plan is to go through your messages and decide what to do with each one. Spend 20 minutes in the morning going through your messages, and then turn your attention to doing a daily review of your task list.