Top Tip Tuesday: Microsoft Outlook – 6 great tips

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Top Tip Tuesday: Microsoft Outlook – 6 great tips

Here are some little known tips on getting the best from Microsoft Outlook

Turn off New Mail Desktop Alerts

Fed up of being interrupted by New Mail alerts – On the Tools menu, click Options, click the Preferences tab, click E-mail Options, and then click Advanced E-mail Options. Under When new items arrive in my Inbox, clear the Display a New Mail Desktop Alert (default Inbox only) check box.

Recall that message!

Inadvertently sent a message that wasn’t right – and want to get it back before people read it:  To recall or replace a sent message, open the message in the Sent Items folder, and on the Actions menu, click Recall This Message. (Bear in mind that if the recipient has already read the message, this action won’t wipe it from their brain 🙂 sorry)

Set a reminder to reply to a message

Right-click the message you want to set the reminder for, point to Follow Up, and then click Add Reminder. In the Due By list, click the date when you have to complete the reply. In the second list, click a time. In the Flag colour list, click the flag colour you want, and then click OK.

Search for and move items or files to different folders. 

On the Tools menu, point toFind and then click Advanced Find. In the Advanced Find dialog box, specify your search criteria and click Find Now. After the results are displayed in the search results window, move them to the folder of your choice.

Sort messages alphabetically by sender name  

To sort, click Arranged By and then clickFrom. To reverse the alphabetical order, click From again. To sort by Subject line, click Subject. You can sort this way in any table in Outlook.

Delete names from the AutoComplete list  

Select the unwanted name by using the UP ARROW or DOWN ARROW key and then press DELETE.


Not using Outlook ?  You can get this as part of Microsoft Office 365 – in our opinion, the best email solution for small and medium sized businesses.

Simon Tonks

Owner and MD of Synium who loves his job, his life and the wondrous outdoors - especially when on a bike of any kind (but preferably on a mountain bike going downhill fast).Please get in touch if there is anything IT related I can help you with (or if you want to talk bikes :-)