Microsoft Outlook is more than just email—it’s a powerful productivity tool that, when used properly, can save hours every week. Yet, most employees only scratch the surface of what it can do.

Here are 10 Outlook productivity hacks every employee should know to work smarter, not harder.

1. Use Keyboard Shortcuts

Skip the mouse and move faster:

• Ctrl + R = Reply

• Ctrl + Shift + M = New Email

• Alt + S = Send Email

  Learning just a few shortcuts can save significant time each day.

  
  

2. Schedule Emails to Send Later

Need to draft an email now but send it tomorrow morning? Use “Delay Delivery” (in Options > More Options) to schedule messages. Perfect for working across time zones.

3. Turn Emails Into Tasks

Don’t let action items get buried in your inbox. Simply drag and drop an email into the Tasks icon to create a to-do with a direct link to the message.

4. Use Focused Inbox

Outlook’s Focused Inbox separates important emails from clutter. Enable it under View > Show Focused Inbox and let Outlook highlight what really matters.

5. Quick Steps for Repetitive Actions

If you often move messages to a folder, forward them to your manager, or flag them, set up a Quick Step (Home > Quick Steps) to do it in one click.

6. Use Rules to Automate Your Inbox

Stop sorting emails manually. Create rules to automatically move newsletters, CC’d messages, or specific senders into folders.

7. Create Calendar Shortcuts

Turn any email into a meeting request by dragging it into the Calendar icon. Outlook automatically fills in the details.

8. Use Categories and Color-Coding

Color-code projects, clients, or priorities with Categories. This makes it easier to scan your inbox and calendar at a glance.

9. Set Up Email Templates

If you send the same type of email often (e.g., confirmations, status updates), save it as a Template. Just select New Items > More Items > Choose Form > User Templates.

10. Master Search with Filters

Find messages instantly with advanced search operators like:

• from:manager

• hasattachments:yes

• subject:report

This is a game-changer when dealing with a busy inbox.

Work Smarter, Not Harder

Outlook has powerful features built in—it’s just a matter of unlocking them. By using these 10 hacks, your team can spend less time sorting emails and more time focusing on the work that matters.

Want more Microsoft 365 tips? We can help your business unlock all the hidden features to boost productivity.