7 Tips to Save Stress! Automate Your Outlook Now!

Summary

Highlights

• Automation can cut your email management time in half! ✂️🕒
• Turn on Focused Inbox to keep essential emails upfront! 🔍📧
• Master Quick Steps to automate multiple actions with a single click! 🚀🖱️
• Templates simplify sending repetitive emails, making it quick and easy! 📄✉️
• Sweep and Rules provide a means to clean your inbox efficiently! 🛁📂
• Schedule your emails with Delay Delivery to suit varying time zones! 🌍⏰
• Utilize Co-pilot to smartly manage emails using AI! 🤖📧

Key Takeaways

• Automating your Outlook inbox saves time and increases productivity! 📧💼
• Use Focused Inbox to segregate important emails from regular ones, ensuring better organization! 🗂️✨
• Quick Steps is a powerful feature allowing you to automate and streamline common email tasks! 🚀📑
• Templates can revolutionize the way you manage repetitive emails, saving you valuable time! ⏳✉️
• Sweep and Rules help keep your inbox clean by organizing or deleting emails based on set conditions! 🧹📥
• Delay Delivery allows you to schedule emails to be sent at a preferred time, catering to time zones or work habits! 🌐📬
• Co-pilot in Outlook leverages AI to draft emails, summarize content, and provide insights, taking your email game to the next level! 🤖📧

Overview

Chapters

• 00:00 - 00:30: Introduction to Email Automation in Outlook The chapter introduces the concept of email automation in Microsoft Outlook to improve productivity. It starts by highlighting the significant amount of time professionals spend managing emails, which is over 28% of their working hours. The narrator, Jamie from Teachers Tech, promises to demonstrate how automating the Outlook inbox can significantly cut down this time and boost productivity. The first tip provided is to enable the 'Focused Inbox' feature, which helps in managing emails more efficiently.
• 00:30 - 01:00: Setting Up Focused Inbox The chapter provides a step-by-step guide on how to set up a Focused Inbox in an email account. It starts with navigating to settings, selecting the mail option, and then choosing the specific account for applying Focused Inbox. The user is instructed to sort messages into 'Focused' and 'Other' categories and then save these changes. Upon setting, emails get divided into the two categories, with an option for further customization.
• 01:00 - 03:00: Using Quick Steps for Efficiency This chapter discusses how to enhance efficiency using 'Quick Steps'. It explains organizing emails by categorizing or moving them into different tabs like the focused inbox, which helps in staying organized. The chapter then focuses on 'Quick Steps' found under the Home tab in the ribbon, illustrating how to create new quick steps, such as setting ones for meeting follow-ups, to save time.
• 04:00 - 06:00: Using Templates to Save Time The chapter "Using Templates to Save Time" focuses on the process of managing Quick Steps, which are essentially template actions that can be customized to perform multiple tasks at once. The narrator guides the reader through creating a new Quick Step, starting with naming it and then defining actions such as moving an email to a different folder and forwarding it to someone else. The chapter emphasizes the flexibility and time-saving benefits of utilizing different actions for Quick Steps.
• 06:00 - 07:30: Sweeping Emails with Rules The chapter 'Sweeping Emails with Rules' discusses how to organize emails using automated rules. The speaker demonstrates the process by first selecting the 'move' action to relocate emails to a specific folder named 'demo'. Next, they add another action by choosing to 'forward' emails to a designated address. This allows for better management and organization of emails.
• 07:30 - 09:30: Creating Custom Email Rules This chapter teaches how to create and manage custom email rules efficiently. It covers adding and removing actions, using shortcuts for quick access, and organizing rules by changing their order.
• 09:30 - 11:00: Scheduling Email Deliveries The chapter 'Scheduling Email Deliveries' explains how to manage email drafts within an email application. It starts by describing how to edit or delete email drafts. The user demonstrates navigating back to their inbox from the draft section to apply changes or review an email. By selecting an email, such as one from Microsoft, the user is shown how emails are moved from the inbox to drafts upon selection. The chapter highlights the ease of navigating and managing email status between being a draft or actively filed within the email system.
• 11:00 - 13:00: Setting Up Automatic Replies The chapter titled 'Setting Up Automatic Replies' discusses the process of editing and sending quick notes as automatic replies. The transcript describes two methods of sending these notes. The first is manually writing and sending to a selected recipient. The second method involves using a keyboard shortcut, Control Shift 5, to quickly set up and send the reply in the demo environment. Additionally, the process includes reviewing drafts and emphasizing the usefulness of these automatic features.
• 13:00 - 15:30: Utilizing Co-Pilot in Outlook The chapter titled 'Utilizing Co-Pilot in Outlook' explains the process of using templates in Microsoft Outlook to save time by sending repetitive emails more efficiently. It describes how to access and manage these templates through the Outlook interface.
• 15:30 - 16:00: Conclusion and Invitation for Tips The chapter provides a concluding overview and practical demonstration of managing templates within Microsoft products. It explains how users can quickly add templates to emails and offers guidance on editing or deleting these templates. The focus is on encouraging users to customize and refine templates to suit their needs, ensuring an efficient and personalized user experience. The chapter invites feedback from users on further improving these functionalities.

7 Tips to Save Stress! Automate Your Outlook Now! Transcription

• 00:00 - 00:30 the average professional spends over 28% of their  time managing emails that's nearly 11 hours per   week imagine what you could accomplish if you  could cut that time in half in today's video   I'll reveal how automating your outlook  inbox can save you hours and boost your productivity hi I'm Jamie and welcome to teachers  tech let's Jump Right In the first tip I want to   give you to manage your outlook more effectively  is making sure that you have your focus inbox turn   turned on right now notice it just says inbox I'm  going to go up to the menu up top go under view
• 00:30 - 01:00 view settings and under mail here I'm going to go  to focused inbox choose the account that you want   to apply this to I'm going to click sort message  into focused and other click save I'm closing out   and now notice I have focused and other so right  now it went through and divided this it between   the two different ones you can customize this  as you go along too so if you look into others
• 01:00 - 01:30 if there's ones that you wanted to be in focused  you could categorize them or simply rightclick   and then we can move them into different places  different tabs that would recognize but we can   also move to focused inbox or always move to focus  inbox and this will help it even learn better to   keep you organized my next time-saving tip is  to take advantage of quick steps I'm under the   Home tab and if you take a look in the ribbon  we'll go across and we have quick steps right   here I have one quick step I'm going to make a  brand new one this was to follow up on meeting
• 01:30 - 02:00 I'm going to go and drop down and we're going  to go and manage quick steps so once you click   this you're in a spot where you can create your  new Quick Step and I'm just going to go select   this let's start by giving this a name and I'm  just going to call this move and forward it so   I want to take this email move it to a different  folder and have it forwarded to someone else and   those are kind of just random actions but you can  add a lot of different ones so choose my action
• 02:00 - 02:30 if I drop down here you can see all the different  actions here the one I want to do first is move   to where do I want it to have be moved to if I  drop down you can see the different options I   could create a brand new folder I'm going to just  search for a folder I already have created called   demo I'm going to go ahead and add another action  now so if I drop down and take a look at the list   you're going to see forward right here and all the  different other options I'm going to say forward   too who who do I want this forward to well I'll  just pick this email right here and I could add
• 02:30 - 03:00 more if I wanted to I could go ahead and remove  this uh these different steps or these different   actions as well and I could keep adding more  actions what I like is there's also a shortcut to   be even more efficient so if I drop down here you  see the different options I'll just choose this   control shift 5 and once all done hit save and you  notice it popped up right over here so if I wanted   this to be the top one if I have lots of them just  change the order here so if I move the the Quick
• 03:00 - 03:30 Step Up Now this becomes the top one I can go back  and edit these or delete them from here so if I go   ahead and just exit out here and I'm in my inbox  let's go ahead and apply it to this one so let's   say I have this Microsoft one I could go ahead and  click on this so notice it's moved out of here so   where did it go well if I take a look at demo over  here notice it's in draft here because if I go to
• 03:30 - 04:00 edit it I could go ahead and write a quick note  and send it from here so it didn't send it out so   I could go ahead and add a quick note and it's to  the right person that I picked but then I could go   ahead and hit send and remember the other option  was to use the shortcut so if I just said this one   I could use the control shift 5 and just like that  it's going to be in the same place of the demo and   we're going to have it in here you can see there's  the other draft here as well so take advantage
• 04:00 - 04:30 of quick steps and getting things done faster in  Microsoft Outlook here's another big time-saving   tip and Outlook and that's using templates so if  you're sending the same email over and over again   you can use a template to speed this up I'm going  to click new up top here and as soon as I do that   you'll notice that we have the message tab I'm  going to move over to apps and I already have   my templates here but if you don't you will find  it here and this is where you can pin or unpin
• 04:30 - 05:00 it and then it's going to show up right here so  as soon as I click on this now Microsoft already   put a few in here and this is how how quick they  are to use so if I was going to say this one I can   click on it it gets added to the email right away  at any time if you want to change these or delete   these just go ahead and click the delete or use  the edit template and you can change whatever you   want so in this one if you wanted to add Maybe a a  bit longer template what I would do is and if you
• 05:00 - 05:30 know you're using it over and over again I would  start an email and get it how you have it how you   wanted to have it looking in here you could add  any attachments you could change the color on any   of these so if I just quickly just to show you a  little bit of a demo here and if I was going to   put an attachment in here as well so let's just  pick this Excel practice sheet this could be now   if I go ahead and copy this contrl C go back to  my template paste it in here and I'm just going
• 05:30 - 06:00 to call this demo hit save so notice it's in there  with the uh with this and everything so I'm going   to go ahead and delete this discard this message  and let's go ahead and create a new message and if   I go up top we have my my templates because I've  pinned it here click on it and here's my demo one   that I have here so it shows shows me here's the  other ones here if I click on it it goes right
• 06:00 - 06:30 inside here so it's even giving the attachment  here it's giving the the uh formatting that I   added to this and you can make it look any way  you want and then copy paste it over this can be   a real timesaver this next tip for organizing your  email is a quick one but often overlooked let's   use this email as an example if you look up at the  Home tab and inside the ribbon well we're going to   move to sweep so sweep quickly will make a rule  around the selected email authors so since I have
• 06:30 - 07:00 that email selected if I select sweep it will come  up with this message it shows me for who the email   is from and what rule it will apply so it makes a  very quick way so if you want to let's say always   move messages older than 10 days from the inbox  folder and move to where so I could say create my   own in this case we'll do an example let's call  this demo 2 and I'm going to click save let's go
• 07:00 - 07:30 ahead and hit okay so notice now I could view my  rules I'm just going to hit okay but it cleaned   up a lot of my emails here if I look at demo two  it has those seven different emails that I was   quickly able to organize now I could have chosen  to delete these as well that's part of the rules   that you get to make up for yourself this next  tip is a very powerful tip it's how you can fil   incoming emails with a rule now I've kind of  showed you with sweep how it creates a rule
• 07:30 - 08:00 very simple rule this will allow you to have  some more customization so in this case I'm   getting these Microsoft invoices I just want them  to automatically let's say go into a folder when   they get into my inbox so I can go up and create  a rule by choosing rule manage rules and I can go   choose the account that this will be part of and  click add new rule now just like before we give
• 08:00 - 08:30 it a name and I'm just going to call this demo  what's my condition going to be so it dropped   down and select for this one I'm going to say  subject includes so and then now I can put the   words in so if I just put in if I look at this  it has Microsoft invoice I'm going to put those   words in it so I'll say Microsoft invoice just  leave it there now I could add another condition   if I want it or go right to the action what do  I want to have happen so I'm going to drop down
• 08:30 - 09:00 and I want it to move into a folder what folder  is it going to be well I'll drop down and this   time I'll create a folder and I'm going to say  Microsoft invoice just like this invoices and   hit save so I have my condition if I see something  go through with this and the action and you can   also see that we can add another action or we  can have an exception to this as well now if I
• 09:00 - 09:30 save this this will apply to all incoming future  messages with this but if I want to run the rule   now based on all the messages that I already have  with an invoice I could choose this one and hit   save because what's going to happen is it's going  to go through my emails if I look for Microsoft   invoices it cleaned up the past ones as well and  any future ones will go right to there so creating
• 09:30 - 10:00 these rules to filter incoming email will keep  things clean for you this next Microsoft Outlook   tip is how to send your emails with a scheduled  delayed delivery you don't want to send it right   away you want to be able to craft your emails  and have it sent out exactly when you want maybe   it's different time zones or maybe it's just the  way you work so let's say I've crafted this very   important email here and I want to send it out  to my team if I don't want to send it right away   don't click Send just do the drop down and  schedule send if you'll see here they show
• 10:00 - 10:30 different times if it was last chosen as a  time to send out but you can go and choose a   custom time as well so I could go pick a time  schedule what time I would like to be maybe I   want to come really early in the morning and  then hit send and you'll notice is it's not   going to be in your scent items it's going  to go to your drafts if I move over to my   drafts you'll see it right in here if I click on  it there's a note here it's a scheduled send if
• 10:30 - 11:00 I want to go through an edit I can modify the  email or send it now if I would like but take   advantage of crafting and sending later don't  forget about setting up your auto replies so   whether it's a business trip or vacation this will  let people know you're unavailable let's go up to   our view and then to view settings again this time  we're going to go under accounts and you're going
• 11:00 - 11:30 to see that there's automatic replies at this  point you can pick what account you wanted to   be connected to go ahead turn this on what's the  dates that this is going to be for so if you want   specific dates you could turn this on and then  pick between certain dates and times and you'll   also have some options to block the calendar for  this period automatically decline new invitations   for events or decline and cancel my meetings  during this period so you decide if any of
• 11:30 - 12:00 these are uh matching your needs here is where  you're going to write your message so let's say   I have this message that I'm just letting people  know that I'm taking a much needed break in here   and then I can also add on is this going to be uh  send replies outside the organization or only to   contacts so once you get everything kind of set  up the way you want go ahead and hit save so now   these are going to be sent for you during that  time if someone sends you an email if you want
• 12:00 - 12:30 to go back to this at any time remember it's under  the accounts and we have our automatic replies and   you can go ahead and turn it off and save it the  ultimate Microsoft Outlook tip I have for you here   today that beats all the other ones kind of like  one tip to rule them all is co-pilot if you have   co-pilot available to you take advantage of it I'm  going to show you a few quick things that co-pilot   can do for you but I'll come out with more detail  video that I'll place up top in the card let's
• 12:30 - 13:00 take a look at these tips so if you're drafting  an email you can simply go up top to co-pilot and   draft with co-pilot or even get coaching tips now  I can go to the Body Hit forward slash and I can   go draft with co-pilot put in my prompt again the  more detail The Prompt the better and generate but   it also allows you once it's generated you can  do some customization from it uh you can see the   different suggestions but you can keep it and  it's there now what I really like also is if I
• 13:00 - 13:30 go to any email co-pilots at the top I can get  a quick summary so you can see to to see how   much time this can save you now now the thing  I really like is if I go over to co-pilot on   the side here this connects with my Microsoft  365 and different people in my organization uh   so here's an example here so here's a prompt that  they already have started stay informed so what's   latest from Cathy with the emails chats and files  if I click on it it goes down to my prompt I can
• 13:30 - 14:00 send it and it's going to go look through any  of the different emails different things sent   from Kathy and it will even put different  links uh in the to the email so right here   I could click on uh the different emails or edit  them Pages you can see they're citing where the   information came from so it makes it easier to  search your email using co-pilot but I can also   ask things about it to sum up different emails go  searching through email calendar and it will even
• 14:00 - 14:30 have some different ideas for prompts if I open  them up you can see all the different ones that   uh you can go through whether it be catchup  learn create Ask so co-pilot is definitely a   game changer inside Outlook watch for that video  that I will have coming up shortly I hope these   tips that I showed you today about Microsoft  Outlook will save you a lot of time do you
• 14:30 - 15:00 have any other tips that you would like to share  write them down in the comments down below thanks   for watching this time on teachers Tech I'll see  you next week with more Tech tips and tutorials