May 19, 2014
The American Bar Association found 93.6 percent of attorneys use email for routine correspondence with clients, according to its 2013 Technology Survey. If you're one of many who use Microsoft Outlook, you may not be aware of some features that can make it faster and easier to manage all of your email.
Use these tricks to declutter your inbox and handle your email more efficiently:
Learning Outlook's shortcuts can save you considerable time when reading, drafting and sending emails. Shortcuts let you keep your hand on the keyboard and make drafting corresponding with clients and colleagues quick and easy. Here are some convenient shortcuts:
- Create an email: Ctrl Shift M
- Reply to an email: Ctrl R
- Send an email: Alt S
- View your tasks: Ctrl 4
- View your contacts: Ctrl 3
- Search: Ctrl E
- Flag an email: Ctrl Shift G
Take the time to organize the dozens of emails you get everyday - if you let them all sit in your inbox, trying to find one specific communication becomes a hassle. Don't let your inbox get the best of you when you know what you're looking for. Create a folder for each of your clients and subfolders for their individual matters.
Also, if you receive emails where you're CC-ed instead of the direct recipient, create a CC folder where such messages can be sent automatically and don't require extensive picking through your inbox to find. To do so, go to Rule then New Rules and click the Advanced Options button. Select "where my name is not in the To box" and have those emails moved to a specific folder you've created.
Use Tasks and Reminders
It can be easy for emails to fall through the cracks if you can't reply right away. Flag emails so they catch your eye later or convert them into tasks. Just drag the message you want to the Task tab in the Navigation Bar.
Outlook 2013 introduced the new Peeks feature that lets you view your upcoming tasks. While in your email, simply hover over your Task tab and a window will pop up giving you a preview of what you have left to accomplish.
These are just some of many tricks to help improve your efficiency when using Outlook. For more tips, view Microsoft Office's Top Tips for Outlook.