Multi-tasking in Outlook

Posted in: Computing Services, IT Literacy

Picture these scenes – I’m sure many of you have encountered at least one of them:

·         You are in Outlook calendar and have just found a meeting you’re due to attend in a couple of weeks’ time. You now need to create and send an email, but don’t want to leave your current calendar appointment view.

·         You are reading an email, which reminds you that you need to book an appointment in your calendar – you want to do this without leaving your email.

·         You are reading an email that contains 3 different tasks that you need to get done. Rather than just flag the email (which will create one task) you want to create separate ones, using text copied from the email, without leaving your Inbox.

Outlook shortcuts that let you multitask

There are 3 Outlook shortcuts that I find really useful in achieving each of the tasks above, without leaving your current Outlook view – they work from any Outlook window.

·         [Shift]&[Ctrl]&[M] will create a new email message.

·         [Shift]&[Ctrl]&[A] will create a new calendar appointment.

·         [Shift]&[Ctrl]&[K] will create a new task.

Each of these will open a new window to create your item and then return to where you are when you’ve sent/saved and closed.

Many thanks to those who added comments or spoke to me about my last IT Training blog.  I hope this one will help you use Outlook more effectively.

As always, if you have any IT-related questions, please use the IT Help Forms in TOPdesk.

Bye for now,

John

IT Trainer, Computing Services

Posted in: Computing Services, IT Literacy

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  • Another feature that I find very useful for creating meetings from email is to use the 'Reply with Meeting' option in received email.
    This maintains continuity of information in the meeting request and also automatically includes all mail recipients as meeting attendees.

  • One more great tip for this sort of thing...

    If you have organised a meeting with other people, you can email all the invitees / attendees by opening the meeting in Calendar and clicking 'Contact Attendees' in the ribbon.

    It saves a bit of time and makes sure you include all attendees (you can edit the 'To' list for a particular eamil if you want to).