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Outlook Tips & Tricks to Take Control of your Inbox - Kevin Stratvert

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Rating: 4.0; Vote: 1

Outlook Tips & Tricks to Take Control of your Inbox - Kevin Stratvert learn 10 strategies that I used while I worked as a Program Manager at Microsoft to stay on top of my inbox. I frequently received over 250 - 300 emails every single day. Over the years at Microsoft, I picked up several techniques that helped me control and manage my inbox. This allowed me to focus on just the email that mattered. We start with a simple strategy of getting a text message (SMS / MMS) when a very important email lands in your inbox. Never again miss an urgent message that needs your attention. Next, I show you how to conditionally format your messages, so messages visually stand out that matter to you. Third, we look at the To or CC rule. If you're not on the To or CC line, the message likely isn't very important. With this rule, only messages where you're on the to or cc line stay in your inbox. Fourth, we group messages by conversation, so threads consume less space in your inbox. Fifth, we look at how to flag messages for follow-up. As a bonus, follow-up messages show up in To Do, where you can add tasks to your My Day view. This helps you focus on tasks that matter. Along with setting your own follow-up flags, we also look at how to set up flags on outgoing messages, so you don't forget when you request things of others. This serves as a good tracking system to ensure you're getting responses to your requests. Next, we look at how to set up meetings directly from an email thread. This maintains the context, like who was included in the message and the body of the message. This makes it even easier and faster to set up meetings. We then switch our attention to reducing disruptions by turning off sounds, notifications, and replying to messages in a new window. Lastly, we look at how to use the ignore button to mute threads that don't need your attention. By following these strategies, I was able to focus on the emails and work that mattered, helping make me more effective at my job at Microsoft. - Additional resources - List of SMS/MMS domain gateways to send/receive text messages in Outlook: https://www.liquisearch.com/list_of_sms_gateways - Top 20 Microsoft Outlook Tips & Tricks: https://youtu.be/edABo0VnHK8 - Top 14 Microsoft Outlook Calendar Tips & Tricks: https://youtu.be/6BU_ELSsDLc
Date: 2022-03-15

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Comments and reviews: 10

Kevin
Let me know if you learn any new strategies in this video! These tips helped me so much when I worked at Microsoft. I wish I had something like this when I first started working because I honestly drowned in my excessive email. Here are timestamps if you want to jump around:
- Timestamps-
0:00 Introduction-
0:33 Text message (SMS / MMS) rule-
2:58 Conditional formatting-
5:02 To or CC rule-
7:44 Conversation view-
8:28 Flag messages for follow up-
10:37 Keep track of requests of others-
12:01 Respond with meeting-
12:44 Remove distractions-
13:32 Separate compose window-
14:39 Ignore messages-
15:17 Wrap up
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Bill
Kevin, my main outlook account is an IMAP not a Microsoft Exchange and so I am not able to use any of the more refined aspects like follow up with dates etc. How do I convert from IMAP to M Exchange? I find other explanations a bit confusing and am reluctant to dive in as I worry that I might lose all my emails! Hope you can advise - I find your explanations very clear!
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_W_
Using Outlook rule to forward an email to your SMS via carrier gateway email address will likely violate employment contracts at many companies for violation of NDA and misuse. The email is secured while in Outlook or its clients, but once into the SMS world, it's not encrypted or secured. OK to do for your personal emails but no no for business emails.
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arthur_ko77
This video is damn good. I even gave a thumbs up as well.
After watching infinite chain of good videos like this, I will land directly up into the heaven !
Imagine a road where dollars are spread to hundreds of kilometers.... people will endlessly keep picking up the dollars till they drop dead !
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Julieta
URGENT! I am having a hard time getting my AOL to work on the Outlook 2016 version. How can I correct this, so it doesn't do again? Sometimes I have to reboot my computer to make it work. I am receiving emails right now, but I can't delete them. Can you help me?
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Boris
Great tips!
-10:55: Kevin fails to mention that the main reason why he adds a reminder for his message to Diego is because DIEGO IS FROM HR: Everybody knows that HR never replies to a message without being reminded. ;-))
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Vigilia
Hi Kevin. May I ask for help on how to fix the laptop issue. After I accidentally pressed the windows+delete keys instead of windows+prt sc, the files are automatically deleted. Thank you.
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Meha
I often find myself trying to un-ignore once I have ignored the conversation and somebody walk up to my desk saying they have sent a mail (which I obviously didn-t want to look into)
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Dragana
Could you maybe make a tutorial how to create a pdf file out of emails? I saw some beautiful interactive pdfs made of email box, but I couldn't find tutorial anywhere :(
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Olivia
Okay yes these tips are extremely useful, they're going to completely change my workflow, yada yada yada but WHY is no one acknowledging how funny the example emails are
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