Outlook Email Tips and Tricks

Tip 1: Creating and Using Contact Lists in Outlook

How to Create a Contact List:

1. Navigate to Contacts:
   • In the Outlook Dashboard, locate the navigation pane on the left side and select the People icon to open Contacts.
2. Select New Contact:
   • In the "Your Contacts" view, select New Contact from the top ribbon.
3. Choose New Contact List:
   • From the dropdown, select New Contact List.
4. Name the Contact List:
   • Enter a name for your contact list in the first field.
5. Add Email Addresses:
   • Click in the Add email address field to search your organization’s directory and select the contacts you wish to add.
6. Save the Contact List:
   • Once you’ve added all desired contacts, click Save at the bottom of the window.
7. View Your Contact List:
   • If not automatically redirected, select Your Contact Lists in the menu to view the newly created list.

How to Send an Email to a Contact List:

1. Open Mail:
   • In the Outlook Dashboard, select the Mail icon from the navigation pane on the left.
2. Start a New Email:
   • Click New in the top ribbon, then choose Mail from the dropdown.
3. Add Recipients:
   • In the email template, click the To label in the recipient fields.
4. Select the Contact List:
   • In the Add Recipients window, locate and click the (+) next to the desired contact list.
5. Confirm Recipients:
   • Click Save at the bottom of the window to add the contact list as the email recipient.
6. Ready to Send:
   • Your contact list is now added as the recipient for this email.

Tip 2: Scheduling an Email in Outlook

How to Schedule an Email:

1. Open Mail:
   • In the Outlook Dashboard, select the Mail icon in the navigation pane on the left.
2. Start a New Email:
   • Click New in the top ribbon, then choose Mail from the dropdown.
3. Compose Your Email:
   • Add a recipient, subject line, and type your message in the email body.
4. Access Schedule Send:
   • At the top of the email template, click the arrow next to the Send icon.
5. Select Schedule Send:
   • From the dropdown, choose Schedule Send.
6. Set Date and Time:
   • In the Schedule Send window, select a default time or set a custom date and time for the email to be sent.
7. Confirm and Send:
   • Click Send at the bottom of the window to schedule the email.

How to Verify a Scheduled Send:

1. Access Drafts:
   • In the Mail menu, open the Folders dropdown and select the Drafts folder.
2. Locate Scheduled Email:
   • Find the scheduled email and open it to view details.
3. Confirm Scheduled Time:
   • A notification ribbon above the email body will confirm the scheduled send time and date.

Tip 3: Creating and Running an Email Rule in Outlook

How to Create an Email Rule:

1. Open Mail:
   • In the Outlook Dashboard, select the Mail icon in the navigation pane on the left.
2. Identify an Email:
   • Find an email you want to automatically organize into a specific folder.
3. Create a Folder:
   • In the Inbox folder, click the ellipses (•••) next to the folder name, then select Create new subfolder. Name the folder and click Save.
4. Access the Rules Menu:
   • Right-click the email you want to create a rule for, select Rules, then choose Create rule.
5. Open Advanced Options:
   • In the Create a rule window, select More options to access additional settings.
6. Define Rule Conditions:
   • Name the rule in the first field.
   • Set a condition in the second field (e.g., "subject or body includes").
7. Assign Rule Actions:
   • Set an action (e.g., "move to") in the third field.
   • Choose a folder from the dropdown or click Move to different folder to select a subfolder.
8. Configure Additional Options:
   • Check Stop Processing More Rules to prevent older rules from overriding the new rule.
   • Check Run Rule Now to apply the rule immediately to existing emails.
9. Save the Rule:
   • Click Save to finalize.

Tip 4: Creating and Managing Pinned Emails in Outlook

How to Pin an Email:

1. Open Mail:
   • In the Outlook Dashboard, select the Mail icon from the navigation pane on the left.
2. Select an Important Email:
   • Find an email you want to keep easily accessible.
3. Pin the Email:
   • Right-click the email, then choose Pin from the menu. This moves the email to the top of your Inbox.

How to Unpin an Email:

1. Locate the Pinned Email:
   • All pinned emails appear at the top of your Inbox.
2. Unpin the Email:
   • Right-click the pinned email, then select Unpin from the menu.

Tip 5: Creating and Testing an Email Signature in Outlook

How to Create an Email Signature:

1. Open Settings:
   • In the Outlook Dashboard, click the Settings icon (gear) in the top-right corner.
2. Search for Signature:
   • Use the search bar in the Settings menu to type "Signature." Select Email Signature from the results.
3. Create a New Signature:
   • Click + New Signature.
4. Name the Signature:
   • In the first field, give your signature a name.
5. Compose the Signature:
   • Use the text field to create your email signature.
6. Save the Signature:
   • Click Save.
7. Set Default Signature:
   • Assign your signature to New Messages and Replies/Forwards by choosing it from the dropdown.

Tip 6: Reporting a Phishing Email in Outlook

How to Report an Email as Phishing:

1. Open Mail:
   • Select the Mail icon in the navigation pane.
2. Locate the Suspicious Email:
   • Find the email you suspect is a phishing attempt.
3. Report the Email:
   • Right-click the email, choose Report, and then select Report phishing.

Tip 7: Recalling a Sent Message in Outlook

How to Recall a Message:

1. Access Sent Items:
   • Navigate to the Sent folder.
2. Recall Options:
   • Right-click the email, select Advanced actions, then choose Recall message.
3. Monitor Recall Status:
   • Check the status report sent to your Inbox.