Top Menu

Best practices for Outlook – Managing your Inbox

Using the 4 D’s when working with Mail

  • Delete it.
  • Do it (respond or file for reference, can this be completed within 2 minutes or less).
  • Delegate it (forward).
  • Defer it (using categories and flags) for a second review in your task list.

Delete it

Delete messages that you don’t need to read. If it’s junk, delete it.

If you never want to receive another message as part of this conversation, Ignore it.

Do it: The 2-minute drill

It’s amazing what can be done in two minutes. For example, many messages can be responded to in 2 minutes or less. But if a message takes longer than two minutes to deal with, defer it.

Delegate it

Sometimes you receive a message that is really meant for someone else to deal with. In these cases, reply and include the person to whom you are delegating the message on the To line. If you find you are doing this often, consider creating a Quick Step that replies and adds the delegated person to the To line.

Defer it

 

When to defer a message

Deferring a message means that you will review it later, when you have time.

Reasons to defer a message:

  • It can’t be dealt with in less than two minutes.
  • It will take a while to read.
  • It will require a carefully crafted response.
  • It requires additional action in another program

Duplication Shortcut Key

When working in Word, PowerPoint, Excel and Visio and you need to copy an object(Shape, picture,chart etc)and all its formatting, rather then using the usual copy and Paste, try using CTRL + D.  This will simply duplicate the object you have selected including all your editing and formatting options.

Changing the Default Folder

When you first open PowerPoint, the default folder (Open or Saving) is Documents. To change this, go to the File Tab (Backstage view) and select options. In there on the left is the save option and on the right you will see the default file location.

Changing the Default Folder

When you first open Word, the default folder (Open or Saving) is Documents. To change this, go to the File Tab (Backstage view) and select options. In there on the left is the save option and on the right you will see the default file location.

Changing the Default Folder

When you first open Excel, the default folder (Open or Saving) is Documents. To change this, go to the File Tab (Backstage view) and select options. In there on the left is the save option and on the right you will see the default file location.

Removing blank cells from a List

Option 1:

 

Highlight all cells (See shortcuts), switch on filters.  From one of the drop down menus, deselect everything and then choose just the blanks option. Then Highlight and Delete

 

Option 2:

 

Highlight all Cells, this time go to the home tab and the Find & Select button.  From there select go to Special; in that dialog box choose blanks.  Right click on any highlighted area and delete. (Make sure these are blank rows or columns not individual cells).

Even more Shortcut Keys you may not have known

Ctrl+Shift+F3 Create Names From Selection
Ctrl+Shift+F6 Previous Workbook
Ctrl+Shift+F12 Print
Ctrl+Shift+A Formula Arguments
Ctrl+Shift+F Fomat Cells Font Tab
Ctrl+Shift+O Select Comments
Ctrl+Shift+P Fomat Cells Font Tab
Ctrl+Shift+` Format Cells -
General Format
Ctrl+Shift+1 Format Cells – Number Format
Ctrl+Shift+2 Format Cells – Time
Format
Ctrl+Shift+3 Format Cells – Date Format
Ctrl+Shift+4 Format Cells -
Currency Format
Ctrl+Shift+5 Format Cells – Percent Format
Ctrl+Shift+6 Format Cells -
Exponent Format
Ctrl+Shift+7 Format Cells – Apply Border
Ctrl+Shift+8 Select Region
Ctrl+Shift+9 Unhide Rows
Ctrl+Shift+0 Unhide Columns
Ctrl+Shift+- Format Cells – Remove Border
Ctrl+Shift+= Open Insert Dialog
Box
Ctrl+Shift+[ Direct Precedents
Ctrl+Shift+] All Precedents
Ctrl+Shift+; Insert Time
Ctrl+Shift+’ Copy Cell Value Above
Ctrl+Shift+/ Select Array
Ctrl+Shift+ Select Unequal Cells
Ctrl+Shift+Space Bar Select All
Ctrl+Shift+Tab Previous Window

Navigating and Highlighting Shortcuts

Ctrl+Up Arrow Move to Next Cell
With Data Above
Ctrl+Down Arrow Move to Next Cell With Data Below
Ctrl+Space Bar Select Column
Ctrl+Tab Next Window
Ctrl+BackSpace Goto Active Cell
Shift+Left Arrow Select Left
Shift+Right Arrow Select Right
Shift+Up Arrow Select Up
Shift+Down Arrow Select Down
Shift+Space Bar Select Row
Shift+Tab Move Left
Ctrl+Shift+Right Arrow Select all cells to the Right or all cells with data
Ctrl+Shift+Left Arrow Select all cells to the left or all cells with data
Ctrl+Shift+Down Arrow Select all cells Below or all cells with data
Ctrl+Shift+Up Arrow Select all cells Above or all cells with data