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You can create rules free form by selecting Rules in the Home tab in the “Move” section. In Outlook, you accomplish this automation by creating a rule. This saves you the processing time and reserves your inbox for important, action-demanding messages. In these cases, you want to automatically route these emails to a specific folder/label and have them skip your inbox. The most common example is newsletters, but advertisements and social media notifications can also fit this criterion. Many people open their inboxes to emails that they don’t need to process when they receive them. The feature is available for 50% of Windows Beta Channel users running Version 2010 Build 13301.20004 or later.and Outlook on the web: Available for English users in North America.At this time, it’s only available to some users: Outlook has recently rolled out a similar feature called Text Predictions. If you want to take the suggestion, click TAB. Once you’ve done this, you should see the Smart Compose suggestions in a light grey font color as you type. Beneath it in the Smart Compose personalization section, select “Personalization on”.Scroll down to the Smart Compose section and select “Writing suggestions on”.Click on the “General” tab (if you’re not already there).To begin using it, you need to ensure it’s turned on: Gmail beat Outlook to this game with its Smart Compose feature. This can save a substantial amount of typing time as you tab through the typing of words. If you’ve gotten used to your phone guessing the word you’re typing, then you’ll appreciate Gmail and Outlook (and Google Docs/Word) doing the same. Smart Compose (Gmail) / Text Predictions (Outlook) Once you do, you can create new and access existing templates from any email you plan to write by selecting the three vertical dots: To enable the Templates functionality, you need to first turn it on: Templates in Gmail functions very similarly. We’d recommend adding Quick Parts to your Quick Access Toolbar to make it easier to access quickly. From then on, you’ll see that Quick Part in your menu. To create a new Quick Part, type the desired text, highlight it, and then select “Save Selection to Quick Part Gallery,” the option shown at the bottom of the expanded menu. To access Quick Parts in Outlook, you’ll need to open a message and have your cursor in the email body field. #Outlook quick steps email font archiveAutomatically Archive Emails When Responding: (Gmail only) Why take the extra step to file an email after sending a response when you can have Gmail automatically file it for youħ Productivity-Boosting Email Features Quick Parts (Outlook) / Templates (Gmail)įind yourself sending pretty much the same email or parts of emails over and over again? Stop re-typing those standard responses and create a Quick Part in Outlook or a template in Gmail (Gmail previously called these “canned responses”).Quick Steps: (Outlook only) Turn a multi-step action into a single step one.Converting an Email into a Calendar Event: (Outlook + Gmail) Skip the back-and-forth toggling between your calendar and email and the re-typing and let your email app create the event itself.Automate Actions for Specific Emails: (Outlook + Gmail) If you always do the same thing to certain emails, let your email app do it automatically.AI-Suggested Replies: (Outlook + Gmail) Before you type a word, let your email guess what you want to say.AI-Powered Email Writing: (Outlook + Gmail) Let your email app guess what you’re trying to say and then type it for you.Reusable Email Text: (Outlook + Gmail) Quickly insert standard text into any email rather than re-typing.Here’s a quick index if you prefer to skip to a certain feature: To help sort through the countless features, we’ve listed the ones that we have found save real time and are consistent with our research-based email management approach. Outlook’s ribbons and Gmail’s settings are littered with tools, so it’s conceivable that most are overwhelmed by the number of options and instead, choose to stick with what they know. Though a sizable number of people are beginning to look beyond the traditional email providers for solutions, it seems, at least in our anecdotal experience, that few are fully utilizing the existing standard email applications like Outlook and Gmail. Others are trying to forego email altogether with team-based collaboration hubs like Slack and Microsoft Teams. Some have turned to powerful add-ins like Boomerang or even new email applications like Superhuman and Hey to hedge in the time they spend in their inbox. While the numbers vary considerably, many people spend a third of their workday reading, writing, or processing emails. #Outlook quick steps email font professionalIt’s no secret that managing email is one of the great struggles of being a professional today. ![]()
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