Outlook’s Calendar Reminders feature helps users keep their calendars in order so they don’t miss any crucial appointments or visit the following internet site meetings. This is a simple feature that is perfect for any professional who is constantly in and out of meetings every day. If possible, keep your personal and business tasks in one place. Keeping one list reduces the number of places that you need to look for what needs to be done.

• Sometimes you receive a message that is really meant for someone else to deal with.
• Otherwise, consider using an online meeting app such as Microsoft Teams or meeting by phone.
• Collapse the top-level Contact Group folder so that you aren’t distracted by the unread messages in the folders beneath it.
• This becomes even more complicated if there is more than one appropriate folder per message.
• Rather than using Bcc to inform a third party of an issue, forward the message after you send it.

Delete it

For example, create a calendar on a SharePoint site to keep track of the group's vacation schedules. The tool that you use to collaborate during a meeting depends on the location and access of your participants. A pair of lines and a highlight show the proposed start and end of the meeting. Don’t use Bcc to let a third party (such as your manager) know about a sensitive message. The Bcc recipient might not realize that he or she has received a Bcc and might respond to everyone, exposing that he or she received a Bcc message. The following rules will help you look professional and get your message across.

Which Contact Groups should go to a folder instead of my Inbox?

The same category set applies to all items, so if you use a category for contacts, keep it. Messages sent to large distribution lists and to RSS feeds can easily overwhelm your Inbox. Treat these streams of information much as inbox repair tool alternative you would a large newspaper — there might be a useful or interesting article, but reading the whole paper would take considerable time. 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.

Daily review: Managing your time and tasks

If you just want to remember a few related tasks, list them in the body of the task. If you have more than 20 items in your Inbox, process the last week of messages and then select the remaining messages and move them to your 1-Reference folder. As time goes on, you will likely receive more and more messages.

When to create a Contact Group in Outlook

If you find you're regularly creating meetings with the same group of people, create a group in the Navigation Pane so that you can more easily see people’s free-busy information. These groups can also include rooms, which can make it easier to find an available room to meet in. The Room Finder pane contains suggested times for the best time for your meeting (when most attendees are available).



Search folders can be especially useful when you need to gather information that is saved in different folders — for example, when preparing for a quarterly meeting. Set your Contact Group folders to auto archive every six months or more frequently if they are time sensitive — for example, a Contact Group for finding carpool rides should be archived daily. Sentences prefaced with the Microsoft 365 logo are references to other inbox repair tool alternative Microsoft 365 products, such as Microsoft OneNote, and Microsoft SharePoint Server. Sentences that mention AutoArchive and Outlook Data Files (.pst) are marked with an icon of a folder and file . If your organization doesn’t deploy these products or features, these sentences can be disregarded without impacting the overall document and work flow.



Once an item has been flagged, it will appear in the To-Do Bar. By flagging it and filing it into your reference folder, you have processed it, and now you can move it out of your view. But because it’s in your task list, you can move on to your next message, knowing that you will return to your flagged items later. If you receive a large volume of messages (more than 200 messages a day), search folders might be a good way for you to parse mail from different senders. If you are short on time, for example, between meetings, you can read the messages in blue – messages sent directly to you. Often these messages are waiting on you for the next step and are the most important.

What if I have retention policies or an Exchange Server Online Archive?

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. 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 information, such as people outside of your company. Create a single task, mark it with the @Meeting category, and set the Start Date or Due Date to the date of your meeting. As the meeting date approaches and discussion points come up, add comments, bullets, and thoughts to the task as they occur to you.