Outlook 2016 Productivity Hacks

Last month we successfully held our Outlook 2016 Productivity Hacks webinar. The webinar was designed to help everyday users of Outlook 2016 expand upon basic skills and use Outlook more efficiently. The webinar expanded on our previous blog post Getting the most from Microsoft Office 365.

We have provided you with a link to replay our webinar. Enjoy!

Outlook 2016 Productivity Power Tips from Grassroots IT on Vimeo.




Skype Meetings in Outlook

      • chedule a Skype Meeting through Outlook
      • “Meeting Options” button lets you fine tune your meeting


Auto Responders

      • Auto Responders are a powerful way of keeping others informed when you won’t be responding to email as usual
      • Rules – EG: forward specific emails to a co-worked for action in your absence


Outlook Rules and Automation

Outlook Rules and Automation can do some amazing stuff to help streamline and automate parts of your workflow

      • Basic rules can move emails between folders based on simple criteria
      • More advanced rules can be triggered by a wide range of conditions
      • Once triggered a rule can execute a number of actions
      • Define any exceptions to the rule

Idea:- Play the Darth Vader theme song when you receive an email from your boss

Idea:- Print all attachments from an email then file the email automatically


Attaching Files

      • The new way of adding attachments to an email automatically shows the last few documents that you have worked with


Quick Steps

      • Quick Steps can provide a super useful way of executing frequently used actions, such as moving an email to another folder



      • Helps you filter low-priority email, saving time for your most important messages.
      • The email server keeps track of the email you read and the ones you don't.
      • Once you turn it on, Clutter is automatic. As new email comes in, it takes messages you're most likely to ignore and puts them into the "Clutter" folder.
      • The more you use it, the better it gets.
      • If you find Clutter isn't for you, you can turn it off.


Outlook Mobile

      • The new and improved Outlook app unifies your email, calendars, cloud storage and contacts, so it's easier to get things done.
      • Outlook Mobile App has long provided similar functionality to clutter, although here it’s called your Focused Inbox.
      • Manage emails with simple swipe gestures and share availability with your contacts effortlessly on the new Outlook app.
      • Email signatures will not be copied over, but you can create your own text signature.


Filter your Inbox

      • Filter your inbox by unread emails, important emails or even create your own filter


BCC a Meeting Invite

      • Add a contact to an existing meeting without notifying the current attendees.


Quick Parts

      • Quick Parts for standardised blocks of text
      • New Email > Highlight Text > Insert > Quick Parts > Save Selection to Gallery


Delayed Delivery

      • Schedule emails to be sent when it is convenient for you


New Search Folder

      • Will show emails that match a certain criteria that you have specified
      • Will show emails in all your folders not just your inbox


Task Bar Shortcuts

      • Right-click task bar to create new email, appointment, etc


Conditional Formatting

      • View > View Settings > Conditional Formatting
      • Apply conditional formatting to emails in your inbox
      • Useful for VIP, Projects, etc



      • New Email will appear simply but hitting Control-V and pasting the content from your clipboard.
      • This works for new Calendar items


Desktop Notifications

      • Turn off desktop notifications, then on for VIP using a Rule


Email Templates

      • Email Templates. File > Save As > Outlook Template


Favourites Folder

      • Pin folders to 'Favorites'


Setting Appointments

      • Create appointment date using natural language. eg: Next Monday


For further information on setting an appointment in Outlook read our blog Sending the perfect Outlook Meeting Invite.


Picture of Ben Love

When not looking at ways to use technology to create a competitive advantage for his clients and build better businesses, Ben is a husband, busy father of boys, avid gardener, and keen runner and cyclist.

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