Learn Tips and Tricks of Microsoft Outlook 2016

Many of us use Outlook and we don't pay much attention to upgrading our profile. But, we should be aware of the fact that the latest versions offer us amazing features, which older editions lack. So, let's know and learn tricks, tips of Outlook 2016.

Must-know tips and tricks of Outlook 2016:

1. Quick Parts

Opt Quick Part to use a text/phrase frequently, instead of typing it every time. To do this,

Now onwards, as soon as you start typing the phrase a pop-up will appear and you can insert the same.

2. Future Email

Outlook allows you to send future emails. To set up a future email, write the email first, go to Options, opt Delay Delivery. Mention date and time for Email delivery in “Do not deliver before” tab, close the tab and hit Send button.

Note: If you are a POP or IMAP user then your Outlook should be open until the Email goes).

3. Categorize your emails

If you handle bulk emails and facing difficulty in managing them then grouping will help you. For this, go to the View tab, use Show as Conversations option. Make modifications in Arrange By and View Settings tabs.

4. Search Folder

If you frequently search for a particular item, then select the Folder tab and opt New Search Folder. Use “Create a custom Search Folder” or choose from available templates to set up your search criteria.

5. Filter Emails

Filter Email option present in the Home tab allows you to display only particular types of emails, like unread, read, flagged, emails with attachments, emails of a specific date, and time period, etc.

6. Junk or Overlook unwanted messages

You can clog all future emails from unwanted senders using the Junk E-mail Options option. You can even block entire domains and countries. You are also free to mention what you think is junk and what you aren’t.

7. Rapid Creation

If you frequently shift from email to other category and vice-versa then the New Items option located at Home tab assuredly helps you. The tab allows you to create new emails, contacts, appointments, notes, tasks, etc. without changing your current window.

8. Quick Steps

Quick Steps will be your mighty if, you are the one who performs specific tasks frequently. Set your own plan of action using the New Quick-Step and Manage Quick Steps options. It definitely saves time.

9. Rules and Conditional Formatting

Rules option available in Move tab of Home window allows you to set up and monitor auto-constraints for processing emails. Via Create Rule you can set criteria for – sender, recipient, size, date, and even more. And, the alike feature is Conditional Formatting (present in Settings under View tab). Even though it does not process your emails, you can use it to match certain features like font and color. So, fetching items in the Inbox will be easier.

10. Clean-Up Tool

To clean your redundant messages from the selected conversation you can opt Clean Up option. It examines a whole conversation and erases emails that have been cited in their entirely inside a successive message– thus you find out the summary of the conversation through succeeding emails. In Clean Up Settings you can indicate which kind of messages can be removed; does it need to erase the single conversation or entire folder.

11. Delegate access

If you want to give authority to anyone in order to access

your Outlook, then you can do it by clicking on File > Account Settings > Delegate Access > Add > give the name of the person (to whom you wish to give access. Also, you can alter authentication consents. A default delegate can access also update your calendar, task list. But, he/she should be using the same version as your Outlook and your profile should be in Exchange Server.

12. Read receipt and time zone

Go to File > Options > Mail and manage your read receipts. This feature helps to track your email i.e. whether it has reached the recipient’s email server or not. You can also manage its setting as when it should be send-always or never. And in the same location (i.e. File > Options) Calendar option allow you to set the local time zone. This prevents you from missing meetings and appointments in Outlook due to the wrong local time.

13. Sticky notes

Like Windows, Even Outlook has inbuilt sticky notes. Just press Ctrl+Shift+N anywhere in your Outlook to open a new note. From Note option present under View tab you can even copy, print, organize your notes. You can use the text of the note and search it from the Search tab.

14. Sync personal accounts

You can even add a personal mailbox to your Outlook profile. For this select File > Add Account.

15. Move your profile

If you want to move your Outlook account on to a new computer, the make use of Export and Import options available in your profile. Go to File and choose Open and Export option. Navigate to the location of your data file and pick the file. And, finish the process.

But, this inbuilt Open and Export feature cannot move the entire attribute of your profile. So, how to migrate Outlook to a new PC completely? Here is the way.

A smart technique to backup and migrate Outlook data

Step 1: Get Migrate Outlook software installed on your Windows system and opt Migrate option



Main Screen

Figure a: Main window

Step 2: Browse the Backup file to the new PC. SPecify the Outlook profile and enter the credentials.


Select Backup PST file to migrate

Figure b: Select Migrate


Step 3: The progress of the migration process will be displayed on the screen. View the migrated file items and press on the Finish button.


 Status of the  Migration Process

Figure c: Select items to Migrate


Note: Check how to transfer the calendar in Microsoft Outlook using the Migrate Outlook toolkit.

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