Streamline Your Productivity in Outlook with These 10 Essential Features and Tips
- jason15065
- Dec 9, 2025
- 4 min read
Microsoft Outlook is more than just an email client. It offers a wide range of features designed to help you manage your time, organize your communications, and stay on top of your tasks. Many users only scratch the surface of what Outlook can do. If you want to get the most out of this powerful tool, exploring these 10 key features will boost your productivity and simplify your daily workflow. Stick with us as we help you Streamline Your Productivity. Remember to follow, like and share for more content.
1. Focused Inbox to Prioritize Important Emails
Focused Inbox separates your most important emails from the rest, helping you avoid distractions.
How to use it:
Open Outlook and go to the Inbox.
Look for the tabs labeled Focused and Other at the top.
Emails Outlook considers important appear under Focused.
To train Outlook, right-click an email and choose Move to Focused or Move to Other.
You can turn Focused Inbox on or off by going to View > Show Focused Inbox.
2. Quick Steps to Automate Repetitive Actions
Quick Steps let you perform multiple actions with one click, saving time on routine tasks.
How to use it:
Go to the Home tab and find the Quick Steps group.
Click Create New to set up a custom action.
Choose actions like moving emails to a folder, marking as read, or forwarding.
Name your Quick Step and assign a shortcut key if desired.
Use it by selecting an email and clicking the Quick Step or pressing the shortcut.
Add-on tip: Combine Quick Steps with Outlook Rules for even more automation.
3. Use Rules to Organize Incoming Mail Automatically
Rules help you filter and sort emails as they arrive, keeping your inbox tidy.
How to use it:
Click File > Manage Rules & Alerts.
Select New Rule and choose a template or start from scratch.
Set conditions such as sender, subject keywords, or recipients.
Define actions like moving to a folder, deleting, or flagging.
Save the rule and it will run on incoming messages.
Tip: For Microsoft 365 tenants, Streamline Networks provides a Mailbox Forwarding Rule Report feature. This report identifies when forwarding rules are created in mailboxes, which is a common tactic used in account compromises.
4. Schedule Emails with Delay Delivery
Sometimes you want to send emails at the perfect time, not just immediately.
How to use it:
Compose a new email.
Go to the Options tab.
Click Delay Delivery.
Under Delivery options, set the date and time for sending.
Close the dialog and send the email. It will stay in your Outbox until the scheduled time.
Add-on tip: Use Power Automate ever sent a message and just never remember to follow-up? Power Automate can help to get reminders if no reply arrives from emails.
5. Use Calendar Sharing and Scheduling Assistant
Coordinate meetings efficiently by sharing calendars and using the Scheduling Assistant.
How to use it:
Open your calendar in Outlook.
Click Share Calendar and choose who to share with.
To schedule a meeting, create a new event and click Scheduling Assistant.
Add attendees to see their availability.
Pick a time when everyone is free and send the invite.
Add-on tip: Scheduling Poll and Scheduler will help bring everyone together on an available time.
6. Use Categories and Flags to Track Emails and Tasks
Categories and flags help you organize emails and mark important items.
How to use it:
Right-click an email and select Categorize to assign a color-coded label.
Use categories to group related emails or projects.
Click the flag icon to mark an email for follow-up.
View flagged items in the Tasks pane or To-Do Bar.
Tip: Use "My Day" view - Layout in Outlook to summarize your calendar and Tasks on the same page as your email. No more switching back and forth.
7. Use Search Folders to Access Important Emails Quickly
Search Folders gather emails based on criteria without moving them from their original folders.
How to use it:
In the folder pane, right-click Search Folders and select New Search Folder.
Choose a predefined folder like Unread Mail or create a custom one.
The Search Folder updates automatically with matching emails.
Use it to monitor specific projects, clients, or flagged messages.
Tip: Multiple inboxes with share mailboxes? Add it to Favorites and you easily see when mail arrives without the scroll.
8. Use Email Templates to Save Time on Repetitive Messages
Templates let you reuse common email formats without rewriting.
How to use it:
Compose a new email with the content you want to save.
Click File > Save As.
Choose Outlook Template .oft) and save.
To use, go to Home > New Items > More Items > Choose Form.
Select your template and customize before sending.
Tip: In the new Outlook (rolling out GA in late 2025), Microsoft added built‑in, full email templates (beyond the “My Templates” snippets). These are still stored per user, but they roam with the account. Publish the OFT to SharePoint to allow other in your org the same data.
9. Use Outlook Mobile App for On-the-Go Productivity
Stay connected and manage your email and calendar from anywhere.
How to use it:
Download the Outlook app from your device’s app store.
Sign in with your Microsoft 365 account.
Use features like Focused Inbox, calendar, and reminders.
Swipe gestures let you quickly archive, delete, or flag emails.
Syncs seamlessly with desktop Outlook.
Add-on tip: Integrate with Microsoft To Do for task management synced across devices.
10. Use Add-ins to Extend Outlook’s Functionality
Outlook supports many add-ins that add features or connect with other apps, some are free and some are paid, but always practice safe selection and get administrator approvals.
How to use it:
Click Home > Get Add-ins.
Browse or search for add-ins like Bookings, Loop, Viva Engage, or Translator
Click Add to install.
Access add-ins from the ribbon or message window.
Use them to translate emails, save notes, or manage projects without leaving Outlook.
Now you have read how to Streamline Your Productivity in outlook: Follow us for more tips: Next time we tackle CoPilot and how it can clarify and simplify your processes.
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