Excerpt for Microsoft Outlook 2016 Time Savers by , available in its entirety at Smashwords

Harrison/ Microsoft Outlook 2016 Time Savers

Microsoft Outlook 2016

Time Savers

By I.F.S. Harrison

Published By

IFS Harrison

Published at Smashwords

Microsoft Outlook 2016 Time Savers

Copyright © 2019 by I.F.S.Harrison All Rights Reserved

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Customizing Microsoft Outlook

Creating New Tab in the Ribbon

Reorder Your Folder List

The Favorites Pane

Customize the Navigation Pane

Peak Views

Customizing the To-Do Bar

Changing the Font Size of the Inbox Message List

Customizing Fields in the Contacts Folder

Customizing Fields in the Task Folder

Desktop Alert Settings

Tips for E-mail Messages

Filtering for Unread Messages

Take Action in Your Message List

Enhanced Reading Pane Features

Color Coding Messages

Conversation View

Ignoring Messages

Making a Meeting Out of a Message

Screenshots and Screen Clippings

Attaching Recent Files

Quick Parts


Automatic E-mail Replies Using a Template

Creating a Data File


The People Reading Pane

Creating Contact Groups from Your Contacts Folder

Creating a Contact Group from an E-mail Message

Editing Contact Groups

Sending an E-mail to a Contact Group

Searching in Microsoft Office Outlook

Searching for E-mails

Searching for Contacts

Microsoft Office Outlook Calendar

The Weather

Selecting Nonconsecutive Dates

Quickly Move Between Months

Creating Appointments

Adding Details to the Appointment While Creating the Appointment

Other Pertinent Options

Scheduling and Sending a Meeting Request

Creating a New Appointment

Responding to Meeting Requests

Showing Time Zones in the Calendar

Sharing Your Calendar

Creating a Shared Calendar

Viewing Other User’s Calendars

Viewing a Group’s Calendar

Microsoft Office Outlook Tasks

Adding Folder Groups

Adding Tasks

Creating Tasks from E-mail Messages

Making Tasks Recurring

Changing the Current View

Marking Tasks Complete

Organizing Tasks

Sorting Tasks

Adding Fields

Removing Fields

Quick Steps

Creating Quick Steps

Running Quick Steps


Mailbox Cleanup

Locating Old Items

Locating Items of a Particular Size


Moving Notes to the Desktop

ALT Shortcuts

Useful Keyboard Shortcuts

Customizing Microsoft Office Outlook

Creating a Custom Tab in the Ribbon

A great feature is being able to create your own tab.

Instead of having to search through multiple tabs or the Options window, to find the commands you use most often, you can have them on your own tab.

You can also have that tab be the first that appears when you open the program.

1. To begin, right click on any tab in the Ribbon.

2. Click Customize the Ribbon…

3. In the Outlook Options window, click the New Tab button.

A new tab, with a new group, will be added to the list of tabs on the Ribbon.

Renaming the tab:

1. Select New Tab (Custom) from the Main Tabs section.

Make sure not to uncheck it.

2. Click the Rename… button.

3. In the Display name: field, type a new name.

4. Click OK.

Adding Commands to the tab:

Commands can only be added to groups on the tab.

1. Click New Group (Custom) from the Main Tabs section.

The left side of the Outlook Options window shows the most popular commands by default, but not all commands.

2. From the Choose commands from: drop down, select All Commands.

3. Highlight the command to add to your tab.

Either drag and drop it to New Group (Custom) or click the Add>> button.

You must select commands one by one.

To rearrange the commands, use the up and down arrows on the right of the window.

Renaming the group:

1. Click New Group (Custom) from the Main Tabs section.

2. Click the Rename… button.

3. Type a new name.

4. Click OK.

Making the custom tab the opening tab in the program:

1. Click the name of your new custom tab to select it.

2. Click the up arrow on the right of the window until your tab is the first in the list.

3. Click OK.

Your tab is now the opening tab.

To Hide a Tab:

1. Right click on any tab in the Ribbon.

2. Click Customize the Ribbon…

3. Uncheck the checkbox to the left of your custom tab.

4. Click OK.

To Remove a Tab:

1. Right click on any tab in the Ribbon.

2. Click Customize the Ribbon…

3. Right click your custom tab and select Remove.

4. Click OK.

To Reset All Customized Tab and the Quick Access Toolbar:

1. Right click on any tab in the Ribbon.

2. Click Customize the Ribbon…

3. Click the Reset button.

4. Select Reset all customizations.

5. Click Yes.

6. Click OK.

Sharing a Custom Tab:

If others in your organization would like a Ribbon similar to yours you can e-mail them the customizations.

1. Right click on any tab in the Ribbon.

2. Click Customize the Ribbon…

3. Click the Import/Export button.

4. Select Export all customizations.

5. Save the Exported Office UI file.

6. Create an e-mail and attach the UI file and send.

The recipient would then save the UI file, open Microsoft Outlook on their computer, open the Outlook Options window and click the Import/Export button.

Next, they should select Import customization file, locate the UI file and open it.

From here they can make any changes to the imported tab(s) they would like.

Back to Table of Contents.

Reorder You Folder List

Microsoft Outlook 2013 introduced the ability to arrange your Inbox folders by simply clicking and dragging them into position.

It’s as simple as that.

Back to Table of Contents.

The Favorites Pane

If you’re like me, you have multiple mail folders in your Inbox.

You might even have to scroll up and down to see them all.

Well if you use some more frequently than others, it would save you time to add the folder to your Favorites.

Displaying the Favorites Pane:

The Favorites Pane should be displayed by default.

If it is not, in the Inbox, click the Ribbon’s View tab.

Click the Folder Pane command and select Favorites.

This will add the Favorites area to your Navigation Pane.

Copying Folders to Favorites:

1. In the Inbox’s Navigation Pane, drag the folder up to the Favorites area.

Removing Folders from Favorites:

1. Right click the folder and select Remove from Favorites.

Back to Table of Contents.

Customizing the Navigation Pane

When you look at the Navigation Pane, you see the labels or icons for the four most used items in Microsoft Outlook.

What you do not see by default, are other features like Notes or Folders.

Let’s take a look at how to change these options.

1. In the Navigation Pane, click the build button (…).

2. Click Navigation Options…

This opens the Navigation Options dialog box.

To display more or fewer items, use the scroll buttons in the Maximum number of visible items list box.

To display text instead of icons, uncheck Compact Navigation.

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