Download the tool from Microsoft and run the Outlook diagnostic to auto-detect server and account issues. Name your quick step, choose an action, such as "Move to Folder" or "Forward, add a shortcut key. The second file Troubleshoot Office 365 Sync and Login Issues system was contained in the old and dreaded "4-Drawer File Cabinets". (I still cringe at the memory of those heavy, metal drawers slamming shut.) Well, these have essentially become the Inbox folder system which automatically alphabetizes the folders. These are your active customers, the most urgent vendors, you name it. So we don’t file them into the A-Z folder system; instead, we keep them handy in the "Favorites" folder at the tip-top of the Outlook Navigation Pane.

How can I manage complicated tasks?

Fortunately, with Outlook, you can view multiple accounts simultaneously. In addition to your work email account (Exchange Server), you can add other accounts such as Outlook.com or Gmail to the same profile in Outlook. As you go through your task list and your calendar, do similar tasks together.

I have 10 minutes: What should I read first in my Inbox?

• In the days of "paper offices" (pre-computer age), we had 3 filing systems.
• For example, if you have only a few minutes, make all of your phone calls (if you have just a few).
• For example, there might be a lengthy series of messages where the last one simply states, "Thanks, that answers my question," so you can just delete the whole conversation.
• Rather than using Bcc to inform a third party of an issue, forward the message after you send it.
• Tackle energy-intensive tasks (for some, that might be responding to messages) when you have more energy.
• If you are taking notes or minutes for the meeting, you can also use OneNote to insert meeting details from Outlook into your notes.
• Use the Bcc feature to remove extra people from an email conversation when you deem that they no longer need the extra email or if the conversation topic has changed.

Regardless of your server setup or organization size, this document will be useful to you.

Fix Tech Issues Fast

But because it’s in your task list, you can move on to your next message, knowing that you will return recreate Outlook profile step by step 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.

Advanced: How do I create a Search Folder for email messages?

Sentences prefaced with the Microsoft 365 logo are references to other Microsoft 365 products, such as Microsoft OneNote, and Microsoft SharePoint Server. Sentences that mention AutoArchive and Outlook Data Files (.pst) are marked Outlook Stuck on Synchronizing Folders 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.

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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. Even if you already have only one list, use categories to sort your personal from business tasks and manage your list effectively. Your personal tasks will be stored on your company's Exchange Server and could be visible to your IT department, so only put appropriate personal tasks on your list.



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. 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.