Get More Done with Outlook
Most people use Outlook for the basics — sending and receiving email. But the platform is packed with features that can save you significant time every day. Whether you use Outlook on the web or the desktop app, these tips will help you work faster and smarter.
1. Use the Focused Inbox
Outlook's Focused Inbox automatically separates your important emails from newsletters, promotions, and low-priority messages. Important emails go to the Focused tab; everything else goes to Other. Enable it under Settings → View all Outlook settings → Mail → Focused Inbox.
2. Master Keyboard Shortcuts
Keyboard shortcuts dramatically speed up common tasks:
- Ctrl + N — Compose a new email
- Ctrl + R — Reply to an email
- Ctrl + Enter — Send the current email
- Ctrl + F — Forward an email
- Delete — Move selected email to trash
- Ctrl + Shift + F — Open Advanced Find
3. Schedule Emails to Send Later
Want to write an email now but send it at a better time? In Outlook desktop, click the dropdown arrow next to Send and choose "Send Later." Pick your date and time — perfect for reaching recipients in different time zones or for sending reminders at the right moment.
4. Use Rules to Auto-Organize Your Inbox
Inbox rules automatically perform actions on incoming emails based on conditions you define. For example, you can automatically move all emails from your bank to a "Finance" folder, or flag emails containing certain keywords. Set up rules via Settings → View all settings → Mail → Rules.
5. Pin Important Emails
Instead of leaving important emails unread so you don't forget them, use the Pin feature. Hover over any email and click the pin icon — the email will stay at the top of your inbox until you unpin it.
6. Snooze Emails
The Snooze feature lets you temporarily hide an email and have it reappear at a time you choose. Hover over an email and click the clock icon. Choose when you want the email to come back — later today, tomorrow, next week, or a custom time. Great for emails that need action but not right now.
7. Use @Mentions in Emails
When composing an email to multiple recipients, type @ followed by a person's name to mention them directly in the body of the email. The mentioned person's email will be automatically added to the recipient list, and the email will be flagged for their attention. This mirrors the experience from tools like Teams and Slack.
8. Create Email Templates with Quick Parts
If you frequently send similar emails, save time by creating a Quick Part (desktop app). Write the content you want to reuse, select it, then go to Insert → Quick Parts → Save Selection to Quick Part Gallery. Next time, insert it with just a few clicks.
9. Search Like a Pro
Outlook's search bar accepts advanced queries to find emails fast:
- from:name — Emails from a specific person
- subject:keyword — Emails with a specific subject
- hasattachment:yes — Emails with attachments
- received:last week — Emails from the past 7 days
10. Integrate Microsoft To Do
Outlook integrates with Microsoft To Do, Microsoft's task manager. Flag any email and it automatically appears in your To Do list. You can add due dates, notes, and reminders — turning your email inbox into a powerful action list without leaving Outlook.
Even adopting two or three of these habits can meaningfully reduce the time you spend managing email each day. Start with the Focused Inbox and keyboard shortcuts — the results are immediately noticeable.