Spare yourself repeated typing with Quick Parts
If you regularly need to trot out a standard passage of text, you can save it as a Quick Part for easy insertion into your emails. Simply highlight the text in the composer window, then switch to the Insert tab, click the Quick Parts dropdown and select “Save selection to Quick Parts gallery”. In future, when you start typing the phrase, you’ll see it pop up as a suggestion – hit return to insert it in full
Write a message to be delivered at a future time
If you have some news that you don’t want to share immediately, Outlook lets you defer delivery until a specified time. Write your email, then switch to the Options tab and click Delay Delivery. This opens a requester with a “Do not deliver before:” field; enter a date and time, then click Close. The Delay Delivery box remains ticked, indicating that after you hit Send, the message will be held until the specified time for sending. If you’re using an Exchange server, you can now close Outlook; if you’re using POP or IMAP you’ll have to leave the application open until the specified time for delivery has passed.
Group messages by…
If you receive a high volume of email, tracking down relevant messages can be a chore. Outlook can group emails into conversations, so that a single click shows all related messages together. You can set this on a global or per-mailbox basis by going to the View tab and ticking “Show as Conversations”. Click the “Arrange By:” bar at the top of the message list and select “View Settings…” from the dropdown menu to configure additional grouping options.
Create a folder for common searches
You can always search the current folder by typing into the search field above the message list. If there’s a particular search you frequently carry out, you can simplify the job with a Search Folder. Go to the Folder tab and click New Search Folder to create one: you can choose from a variety of templates (such as finding mail from specific people, or mail marked as important) or set up your own criteria using the “Create a custom Search Folder” option. Your new search folder appears in the folders pane at the left-hand side of the Outlook window; click on it to see messages meeting your selected conditions. Right-click and select Rename Folder to give it a convenient name.
Filter emails to find relevant messages
Another quick way to find specific emails is to use the Filter Email dropdown at the far right of the Home tab. choosing a menu option instantly filters your mailbox display to show only certain types of emails, such as those with attachments, those dated within a specific time period and so forth. Within your filtered view, you can type into the regular search box to drill down further. For more search options, select “More Filters…” from the dropdown to make the Search Tools tab visible: here you’ll find additional settings, as well as the Recent Searches dropdown that lets you repeat recent searches with a single click.
Junk or Ignore unwanted email
If someone keeps clogging up your inbox, you can block all future email from that sender by clicking the Junk dropdown on the Home tab. Select “Junk E-mail Options” to open a configuration dialog that lets you specify what you count as junk and what you don’t – here you can blacklist entire domains and even entire countries. If the sender is legitimate but the conversation isn’t relevant, click Ignore: this doesn’t permanently block anyone, but new emails in that particular conversation thread will be binned as soon as they arrive.