Microsoft Outlook

This training equips participants with advanced techniques to efficiently manage email, calendars, and tasks in Microsoft Outlook. Participants will learn how to organize inboxes, automate tasks, utilize advanced search functions, and maximize productivity through effective time management strategies. This course emphasizes the ability to streamline communication and improve overall workflow.

Target Audience: This course is suitable for administrative professionals, executives, and anyone who relies heavily on Outlook for communication and time management.

Module 1: Outlook Interface and Productivity Setup

• Navigating the Outlook interface

• Customizing the ribbon and quick access toolbar

• Setting up signatures and automatic replies

• Adjusting views and layout preferences for better workflow

Module 2: Inbox and Email Management Best Practices

• Organizing emails using folders and subfolders

• Using categories, flags, and color coding

• Creating Quick Steps to automate repetitive actions

• Applying conditional formatting for visual email cues

• Archiving, cleaning up, and decluttering your inbox

Module 3: Advanced Email Features

• Using conversation view and focused inbox

• Creating and managing rules for automated email sorting

• Setting delivery and read receipts

• Delaying or scheduling email delivery

• Inserting voting buttons and using email templates

Module 4: Efficient Search and Filtering

• Using Search Folders

• Mastering Advanced Find and Instant Search

• Applying filters by date, sender, keyword, attachments, etc.

• Creating custom search criteria and saving frequent searches

Module 5: Calendar Mastery and Meeting Management

• Creating appointments and all-day events

• Scheduling and managing recurring meetings

• Sharing calendars with others and viewing multiple calendars

• Setting calendar permissions and delegate access

• Using Scheduling Assistant for team meetings

Module 6: Task and To-Do List Efficiency

• Creating and prioritizing tasks

• Assigning tasks to others and tracking progress

• Using To-Do bar and task list integration with Microsoft To Do

• Customizing task views and categories

Module 7: Notes, Contacts, and Journal Tools

• Creating and organizing notes for quick reminders

• Managing contact lists and creating groups

• Linking contacts with tasks and appointments

• Introduction to the Journal tool for tracking interactions

Module 8: Integrating Outlook with Microsoft 365 Tools

• Using Outlook with Teams, OneNote, and SharePoint

• Sharing meeting notes and agendas with OneNote

• Attaching files from OneDrive

• Quick access to Teams meetings within calendar events

Module 9: Productivity and Time Management Strategies

• Implementing the 4D method: Delete, Delegate, Do, Defer

• Using time-blocking techniques in the calendar

• Creating routines and automation for high efficiency

• Leveraging Outlook to reduce multitasking and focus

Bonus Topics (Optional / Advanced Users)

• Using macros in Outlook

• Setting up multiple accounts and profiles

• Introduction to Outlook Web Access (OWA)

• Protecting sensitive emails with encryption

• Common Outlook troubleshooting and performance tips