After you finish processing your messages, you should have a clean Inbox and can switch your focus to your calendar and tasks. If you find that you are repeatedly applying the same categories and flags, create a new Quick Step that flags, categorizes, and files. Quick Steps give you the ability to perform multiple actions in one click. They are a useful tool to help you keep a clean inbox FixTechGuide support for Office 365 and to generally be more efficient at using Outlook.

How can I manage complicated tasks?

This guide represents our advice on how to get the most out of Outlook. A few core scenarios are covered to help you leverage Outlook into your information management needs. Go to File → Office Account → Update Options → Update Now.

I have 10 minutes: What should I read first in my Inbox?

• Each additional person you invite to a meeting adds to the complexity of the meeting, making it harder to control.
• If your corporate policy dictates that you have multiple folders for each type of item, follow that policy.
• These statistics show the importance of efficiently managing your inbox.
• Looking at the whole picture of your time and your tasks will help you to prioritize important work over less urgent tasks.
• Search folders are useful for gathering information from across different mail and RSS folders.
• You can’t read every message you receive — nor should you try to.
• The tool that you use to collaborate during a meeting depends on the location and access of your participants.

To do this, select the Recurrence button and change the end date. If you find that you are often performing searches across your whole mailbox, you can set the default search scope to always search across all folders by going to the Backstage view. All search terms are additive, so if you want to find a message from someone with attachments, select the commands on the ribbon (From, Has Attachments) to build your search.

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Create Contact Groups (formerly known as personal distribution lists) in Outlook when you want to make it easier to send messages to a group of people outside your corporation. For all groups inside your corporation, create a public Contact Group (ask your IT administrator about how to do this). Send your calendar in a message when you set up meetings with people who can’t see your free/busy recreate Outlook profile step by step information, such as people outside of your company.

Advanced: How do I create a Search Folder for email messages?

To quickly mark a message as read, press the keyboard shortcut Ctrl+Q. If you are taking notes or minutes for the meeting, you can also use OneNote to insert meeting details from Outlook into your notes. After the meeting, you can send your notes to the attendees as a message. If you want to collaborate in Repair Outlook Profile Online a more ad hoc fashion, you can use OneNote to take notes together in a single notebook.



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.

Set Up Quick Steps

Let rules help you to read what is most interesting and pertinent to you. Read and unread states in Outlook help by showing you quickly which messages have been read at least once and which have not. However, the read and unread states of messages can be easily be triggered by clicking around your messages so they aren’t a perfect record— just a tool.