You can set an automatic out-of-office message for times when you're on vacation or have minimal access to your inbox. Related: What To Do When You Send an Email to the Wrong Person 4. Then, select "Defer delivery by several minutes" in "Step 1," and choose the number of minutes you want to delay each message. To delay your emails using Microsoft Outlook, go to "File" and select "Manage Rules and Alerts." From there, choose "New Rule" and start from a "Blank Rule." Skip conditions so that you cover all of your outgoing messages. That way, if you remember right after sending that you forgot to include something or spot an error, you can still prevent the email from being sent or update it. To avoid accidentally sending the wrong email, you can also set your emails with a slight delay. Related: How To Recall an Email Outlook: A Step-by-Step Guide 3. Just add a note that the recipient should ignore the first email and refer to the information in the most recent email instead. If they use another email app, you cannot recall the email, but you can still send a recall message. The recall function only works if the recipient also uses an Outlook account. You can also choose to receive a report on whether each recipient's message recall fails or succeeds. Then, click on the "Actions" drop-down menu followed by "Recall This Message." A recall window pops up and allows you to choose between deleting unread versions of the email or replacing them with an updated version of the email. To un-send or recall an already sent email, open your "Sent messages" folder and double-click on the email you want to recall. When using a mobile device, remember to set your phone to "Sync Mail" from the folders you create. For example, you could move all meeting invitations to a "meeting invitations" folder and then create a rule so that any invitation automatically sorts into that folder. Use Outlook to create rules for each incoming email to automatically sort them into a folder you create for each message category. For example, you might classify messages as "most important," "to do later," "external mail" or "meeting invitations." You can segment your email by categories that you would deal with differently. An organizational system motivates you to manage incoming mail and makes it easier to sort through unread messages. Outlook allows you to organize your email into folders for easier navigation. The best way to organize a cluttered Outlook inbox begins with devising a system of organization. Use these tips to optimize the tools at your disposal to maximize your efficiency in the workplace: 1. You can impress your colleagues and supervisor at a new job by using these features with ease. If your organization uses Microsoft Outlook, learning how to use it effectively is important to your professional development since these skills allow you to organize meetings with your colleagues and send emails easily. View more jobs on Indeed View More Tips for using Outlook email effectivelyĮmail is a critical component of professional communication in an office.
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