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Outlook Basics & Beyond for TBCF Members
Email is one of our primary tools at The Building Code Forum, and Microsoft Outlook offers powerful features that can help streamline how we manage and respond to messages.
1. Organize with Folders and Categories
Folders help keep related emails grouped together, like organizing project files. To create one, right-click in your inbox and choose New Folder—label it for specific projects or contacts. You can also use Categories to color-code emails (think of them as digital sticky notes). Right-click an email, select Categorize > All Categories, and add colors that make finding messages at a glance easier.
2. Flags for Follow-Up
When you need to revisit an email later, flag it. Right-click the message and select Flag. Flagged emails will show up in your To-Do bar (on the right) and keep follow-ups front and center. No more forgotten replies or missed responses!
3. Quick Steps for Time-Saving Actions
Quick Steps let you bundle actions together. If you regularly move emails to a specific folder, create a Quick Step (found on the Home tab) to automate it. Just one click, and the email is organized—perfect for busy building officials.
4. Setting Up Rules for Auto-Organization
Rules are an advanced feature for the tech-savvy but worth mentioning. They can automatically file, forward, or even categorize emails based on sender or content. You’ll find this under Home > Rules—ideal for TBCF members who handle high volumes of emails.
Want More Tips?
We’ll be sharing more Outlook tips tailored for TBCF members soon, from scheduling appointments to automated reminders. Stay tuned to make Outlook work for you, no matter your level of expertise!
Email is one of our primary tools at The Building Code Forum, and Microsoft Outlook offers powerful features that can help streamline how we manage and respond to messages.
1. Organize with Folders and Categories
Folders help keep related emails grouped together, like organizing project files. To create one, right-click in your inbox and choose New Folder—label it for specific projects or contacts. You can also use Categories to color-code emails (think of them as digital sticky notes). Right-click an email, select Categorize > All Categories, and add colors that make finding messages at a glance easier.
2. Flags for Follow-Up
When you need to revisit an email later, flag it. Right-click the message and select Flag. Flagged emails will show up in your To-Do bar (on the right) and keep follow-ups front and center. No more forgotten replies or missed responses!
3. Quick Steps for Time-Saving Actions
Quick Steps let you bundle actions together. If you regularly move emails to a specific folder, create a Quick Step (found on the Home tab) to automate it. Just one click, and the email is organized—perfect for busy building officials.
4. Setting Up Rules for Auto-Organization
Rules are an advanced feature for the tech-savvy but worth mentioning. They can automatically file, forward, or even categorize emails based on sender or content. You’ll find this under Home > Rules—ideal for TBCF members who handle high volumes of emails.
Want More Tips?
We’ll be sharing more Outlook tips tailored for TBCF members soon, from scheduling appointments to automated reminders. Stay tuned to make Outlook work for you, no matter your level of expertise!