Top 20 Microsoft Outlook Tips & Tricks

Summary

In this informative video, Kevin shares his top 20 Microsoft Outlook tips and tricks, covering new features like inserting polls, creating distribution lists, and using dark mode. He also explains how to add email signatures, utilize quick parts and steps, and manage inboxes with rules. Other highlights include scheduling emails, setting up an out of office message, and using offline mode. The tips aim to enhance productivity and streamline email management in Outlook.

Takeaways

• 📊 Insert a poll into emails using the new feature in Outlook.
• 📬 Create a distribution list for easy group emailing.
• 🌙 Enable dark mode for a more comfortable viewing experience.
• ✍️ Add a personalized email signature to your messages.
• 🏹 Use quick parts to insert preformatted text snippets.
• 🚀 Simplify repetitive tasks with quick steps.
• 📅 Utilize FindTime to schedule meetings efficiently.
• 🔕 Turn off email arrival notifications to reduce distractions.
• 📂 Organize your inbox with rules to sort incoming messages.
• 📱 Set up a unified inbox to view multiple accounts at once.
• 📅 Easily convert emails into calendar events for scheduling.

Q & A

What is the new feature in Microsoft Outlook that allows users to insert a poll into an email?

The new feature in Microsoft Outlook is the ability to insert a poll directly into an email message, which replaces the previous voting buttons feature.

How can you create a distribution group or list in Microsoft Outlook?

To create a distribution group or list in Microsoft Outlook, go to the 'People' view, click on 'Create a new contact group', enter a name for the group, and then add members from your address book.

What is the process for turning on dark mode in Microsoft Outlook?

To turn on dark mode, go to the 'File' menu, select 'Office Account', and then choose your Office theme. You can set it to 'Dark Gray' or 'Black' to enable dark mode across all Office applications.

How can you add an email signature to your messages in Outlook?

You can add an email signature by clicking on 'New Email', then 'Signature' in the 'Message' ribbon, and creating a new signature with your desired content.

What does the 'Quick Parts' feature in Outlook allow you to do?

The 'Quick Parts' feature allows you to save and reuse preformatted text snippets in your emails, saving time and effort when sending similar content frequently.

What is the purpose of 'Quick Steps' in Microsoft Outlook?

Quick Steps simplifies repetitive tasks by allowing users to create custom actions that Outlook can perform automatically, such as marking an email as important and sending a reply with a set message.

How does the FindTime add-in help with scheduling meetings in Outlook?

FindTime helps find a meeting time that works for all participants, and once a consensus is reached, Outlook automatically schedules the meeting on your behalf.

How can you manage email notifications in Outlook to reduce distractions?

You can manage email notifications by going to the 'File' menu, selecting 'Options', and then the 'Mail' section. Here, you can turn off sound, change the mouse cursor, and disable taskbar envelopes and desktop alerts.

What is the benefit of using rules in Outlook to manage your inbox?

Rules in Outlook help organize your inbox more effectively by automatically moving specific emails to designated folders based on criteria you set, keeping your inbox tidy and easy to navigate.

How can you view all your inboxes from different accounts simultaneously in Outlook?

To view all your inboxes from different accounts at once, set the search box at the top to search across all mailboxes and then type 'folder:inbox' in the search criteria and hit search.

What is the process for setting up an out of office message in Outlook?

To set up an out of office message, go to the 'File' menu, click on 'Info', and then 'Automatic Replies'. Customize your message, set a time range, and choose whether to send it to people within or outside your organization.

Outlines

00:00

📧 Introducing Polls and Distribution Groups in Outlook

Kevin introduces new features in Microsoft Outlook, starting with the ability to insert polls into emails, a step away from the less effective voting buttons. He details the process of creating a poll, including setting up the question and options. Kevin then shifts focus to creating distribution groups, explaining how to create a group for frequently emailed contacts, thus streamlining the process of sending mass emails. This segment showcases the practicality of these features for enhancing communication and efficiency within Outlook.

05:03

🌙 Tips for Customizing Outlook's Appearance and Email Management

Kevin shares several tips to improve the user experience in Outlook. He explains how to enable dark mode to ease eye strain, add email signatures for personal or promotional purposes, and use Quick Parts for inserting preformatted text. Kevin also introduces Quick Steps for automating repetitive email tasks, emphasizing the convenience of these features in personalizing Outlook's appearance and simplifying email management.

10:07

🕒 Scheduling and Notification Customizations in Outlook

This segment focuses on optimizing meeting scheduling and managing notifications in Outlook. Kevin introduces FindTime, a tool for finding mutually agreeable meeting times, and demonstrates how to disable distracting email notifications. He covers the creation of rules for automatically organizing emails and the setup of a unified inbox to view multiple accounts simultaneously. The tips provided aim to reduce distractions and streamline email and meeting management.

15:11

🗓️ Enhancing Outlook with Calendars, Tasks, and @Mentions

Kevin delves into advanced features of Outlook that leverage calendars, tasks, and email mentions. He outlines how to add various calendars, including holidays and sports schedules, and integrate flagged emails with Microsoft To Do for better task management. Kevin also explains the use of @mentions in emails to grab attention and streamline communication. These features are presented as ways to enhance organizational and communication efficiency within Outlook.

20:13

🌐 Advanced Email and Account Management Tips in Outlook

In the final segment, Kevin provides advanced tips for managing emails and accounts in Outlook. He explains how to automate out-of-office replies, add accounts from other email providers, and manage multiple time zones for scheduling meetings. Additionally, Kevin introduces the concept of delaying email delivery and utilizing offline mode to focus without interruptions. These advanced tips aim to give users greater control over their Outlook experience and email management.

Keywords

💡Poll

A poll is a method of gathering opinions or votes on a particular topic, as demonstrated in the video where Kevin explains how to insert a poll into an email in Microsoft Outlook. This feature allows users to collect responses and feedback efficiently, making it useful for decision-making and gauging preferences within a group.

💡Distribution Group

A distribution group in Microsoft Outlook is a collection of email addresses treated as a single entity, simplifying the process of sending emails to multiple recipients at once. This concept is highlighted in the video when Kevin creates a distribution group for the Kevin Cookie Company's senior leadership team, streamlining regular communication with a group of people.

💡Dark Mode

Dark Mode is a display setting that uses a darker color scheme for user interfaces, reducing the brightness and glare from screens, which can be beneficial for eye comfort and battery life on devices. In the video, Kevin demonstrates how to enable Dark Mode in Microsoft Outlook, making the application's interface darker and potentially more comfortable to use in low-light conditions.

💡Email Signature

An email signature is a block of text, images, or links that is automatically appended at the end of an email message. It often includes the sender's name, contact information, and sometimes promotional content. In the video, Kevin explains how to add a personalized email signature in Outlook, which he uses to promote the Kevin Cookie Company's flagship location in Times Square.

💡Quick Parts

Quick Parts is a feature in Microsoft Outlook that allows users to save and reuse frequently used pieces of text or formatting. This can significantly speed up the email composition process by avoiding repetitive typing. In the video, Kevin uses Quick Parts to save the cookie recipe as a reusable chunk of text, which he can easily insert into emails when needed.

💡Quick Steps

Quick Steps is a functionality in Outlook that simplifies repetitive tasks by automating a series of actions with a single click. It can be used to perform multiple actions such as marking emails as important and sending replies without the need for manual intervention. In the video, Kevin creates a Quick Step to quickly acknowledge receipt of an email and promise a follow-up, saving time and effort.

💡FindTime

FindTime is an add-in for Microsoft Outlook designed to streamline the process of scheduling meetings by finding a time that works for all participants. It functions similarly to services like Doodle, where participants' availability is matched to find the best time for a meeting. In the video, Kevin mentions FindTime as a solution to the common problem of finding suitable meeting times.

💡Rules

Rules in Microsoft Outlook are used to automatically manage incoming emails based on specific conditions set by the user. They can sort, move, or filter messages into designated folders, helping to keep the inbox organized and reducing the time spent on manual email management. In the video, Kevin uses rules to automatically move messages from the Microsoft 365 message center into a separate folder.

💡Unified Inbox

A Unified Inbox in Microsoft Outlook is a feature that consolidates multiple email accounts into one inbox, allowing users to view and manage emails from different accounts simultaneously. This enhances productivity by eliminating the need to switch between separate inboxes for each account. In the video, Kevin explains how to set up a Unified Inbox by searching across all mailboxes from the search box.

💡Calendar Item

A Calendar Item in Outlook is an event or appointment that users can create, edit, or schedule. It helps in organizing time and commitments effectively. In the video, Kevin shows how to create a calendar item directly from an email by dragging and dropping the email onto the calendar icon, which then opens a view to set up a calendar invite with a specific time.

💡Holidays and Schedules

In the context of Microsoft Outlook, adding holidays and schedules refers to the ability to incorporate special events, national holidays, or sports and TV schedules into the calendar for better planning and awareness. This feature allows users to stay informed about upcoming events and plan their schedules accordingly. In the video, Kevin explains how to add various calendars, such as holidays by country or sports team schedules, to the Outlook calendar through the web interface.

Highlights

Inserting a poll into an email message using the new feature in Microsoft Outlook.

Creating a distribution group or list in Outlook to streamline email sending to multiple recipients.

Activating dark mode in Outlook for a more comfortable viewing experience across all Office applications.

Adding an email signature to standardize communication with contact information and promotional content.

Utilizing quick parts in Outlook to insert preformatted text snippets into emails for efficiency.

Implementing quick steps to automate repetitive email handling tasks such as marking messages as important and replying.

Using FindTime add-in to facilitate meeting scheduling by finding a time that works for all participants.

Disabling email arrival notifications to reduce distractions in Outlook.

Setting up rules in Outlook to manage incoming messages and organize them into specific folders automatically.

Unifying multiple email inboxes into a single view for easier management and review.

Creating calendar items directly from email messages for time management and follow-ups.

Adding various calendars, including holidays and sports or TV schedules, to Outlook for comprehensive planning.

Flagging emails in Outlook for task management integration with Microsoft To Do.

Using @mentions in email messages to grab recipients' attention and streamline communication.

Accessing the My Day view in Outlook on the web for a consolidated look at upcoming tasks and calendar events.

Setting up an automatic out of office reply in Outlook to inform senders during periods of absence.

Adding multiple email accounts, including Gmail and Yahoo, to Microsoft Outlook for centralized email management.

Incorporating additional time zones into the Outlook calendar to facilitate cross-time zone scheduling and coordination.

Scheduling email delivery in Outlook to send messages at a later time, controlling the perception of responsiveness.

Engaging Outlook's offline mode to focus on work without email interruptions or to prepare for mail merges.

Transcripts

Hi everyone, Kevin here. Today I want to show you  my top 20 favorite tips and tricks in Microsoft  

Outlook. If you want to jump around, feel free to  use the timestamps in the description. Otherwise  

let's jump on the PC and get started. Tip number  one, you can now insert a poll into an email  

message. This is a brand-new feature that's just  now rolling out. In the past, Microsoft Outlook  

supported something called voting buttons, but  let's be honest, they never really worked that  

well. So how do we insert a poll? Well, first  off, we need to open up a new email message.  

So let's go up to home on the ribbon and click  on new email. Once a new email message appears,  

to insert a poll, let's go to the top ribbon and  click on insert. Over on the left-hand side of  

the insert ribbon, there's a new option called  poll. Let's click on this. This opens up a pane  

on the right-hand side and I can enter a question  and then I could enter a few different options.  

I'm going to start off by inputting my question.  My question is what's your favorite cookie  

company. Now I could insert a few different  options and the first option is going to be  

Mrs. Fields and I'll go through and add a few  more. I've now added several different options  

and I could continue adding more options if I  want to. I could even set it so people can select  

multiple answers, but we know there's only one  correct answer so I'm going to leave it to select  

a single answer. Once I'm all done configuring  my poll, I can insert the poll into my email.  

This now inserted the poll into my email message.  I can remove the poll if for whatever reason I  

decided I didn't want it, and if I click here, I  can now vote on the different options. Clicking  

on this link opens up my web browser where I could  see my question and all of the different options  

and then I can enter my email address so it  tracks my response. Now, like I mentioned before,  

there's only one correct answer and that's the  Kevin Cookie Company. Next, I'm going to enter in  

my email address. Once I'm all done typing in my  email address, I'll click on vote. This drops me  

on the results page where I can see a compilation  of all of the results and just like I expected,  

100% of respondees selected the Kevin Cookie  Company. Tip number two, did you know that you  

can create your very own distribution group or  list in Microsoft Outlook? What can you do with  

that? Well, let's say that you always email the  same five or six people and instead of typing in  

each individual email address, you'd rather just  type in a group name and then it'll send it to  

all of those individuals. To set up a distribution  list, let's go down to the bottom left-hand corner  

and click on people. This opens up the people view  and in the top left-hand corner, I have the option  

to create a new contact group. Let's click on  this option. This now opens up a window where  

I can create my very own distribution group. Up  above, I need to type in a name for this group  

so let me type something in. I entered the Kevin  Cookie Company senior leadership team. I email  

the leadership team quite often and I really hate  typing in each individual email address. To add  

members to this group, once again, I'm going to  go up to the top ribbon and click on add members.  

Right here, I can select from address book. This  shows me everyone in my organization and I can now  

go through and choose members for this. I'm going  to go through and I'm going to select all of the  

directors to be part of this distribution list  and I'll include the president as well. Once I'm  

all done, I'll click on OK. I can now see all of  the members who are part of my distribution list.  

All of this looks good so I'm going to click on  save and close. Back in my inbox, to send an email  

to my distribution group, I need to click on new  email. This opens up a new email message and I can  

now send an email to my newly created distribution  group. I simply click on the to line and here I'll  

type in the name of my new group, the Kevin Cookie  Company senior leadership team. When I select this  

option, you'll see that it's a distribution group.  If I click into it, I can view all the members who  

it's going to send an email to. Tip number three,  you can turn on dark mode in Microsoft Outlook to  

make it a little bit easier on your eyes. To turn  on dark mode, let's go to the top left-hand corner  

and click on the file menu. Within file, let's  go down to Office account. Within Office account,  

about midway down, you can select your Office  theme. By default, it sets a colorful. When  

we click on this, we could set it to dark gray,  which makes the experience a little bit darker.  

I can also go to black if I want to make it as  dark as possible. One thing to note, when you turn  

on dark mode, this turns on dark mode across all  of your different Office applications. Once I'm  

done, let's click on the back arrow. Back within  my inbox, let's click on a new email message  

and you'll see that everything is dark, including  the ribbon and the message itself. Up here on the  

message ribbon, I have the option to turn on white  for the email message. So here I have a brighter  

background or I could simply switch the background  so everything's in dark mode. Tip number four,  

you can very easily add an email signature to all  of your emails that you send out. Maybe you want  

to show your contact information or maybe you want  to promote something going on in your company. To  

add one, let's go up and click on new email. When  we click on new email on the message ribbon about  

midway through, there's the option for signature.  Let's click on this and then within this menu,  

let's click on signatures. This opens up the  signatures and stationary dialogue and we can now  

create a new signature. To create a new signature,  click on new and give your new signature a name.  

I've entered a name, then click on OK. Over on the  right-hand side, you can choose what email account  

this new signature is associated with. You could  also set whether you use this signature on all new  

messages. I want to do that, so I'll select my  new signature. You can also decide if you want  

to use a signature on replies and forwards. I  want to do that as well, so I'll select the KCC  

flagship promo for that. Down below, I can type in  my signature, so I'm going to type in something.  

This is going to include a thanks at the bottom  of my message and then I also want to use it as an  

opportunity to promote our newest flagship Kevin  Cookie Company location in Times Square and it  

wouldn't be much of a promo unless we had Cookie  Monster as part of it. This all looks good. I'll  

now click on OK. Back in Outlook, when I click  on new email, you'll now see that my new email  

signature appears as part of the message just like  I wanted it to. Tip number five, you can use quick  

parts in Microsoft Outlook to insert preformatted  text. What do I mean by that? Well, let's take an  

example to see how this works. I just received an  email from Diego and once again, he's calling out  

that customers are complaining about how the Kevin  Cookie Company cookies taste and he wants to know  

the recipe again. I don't know how many times I've  sent Diego the recipe, but I seem to be doing it  

again and again. Let's see if quick parts can  help me here. To use a quick part, first off,  

let's click on reply. This opens up a new email  message and now I could type out my message  

to Diego. I'm going to say, hi Diego, here's  the recipe and then I'll paste in the recipe.  

I've now typed out my email message, but I really  don't ever want to have to type out the recipe  

again because I end up typing it so many times. I  want to turn this into a quick part. To do that,  

let's highlight all of this text and then go up to  insert on the top ribbon. Over on the right-hand  

side under the text group, there's an option for  quick parts. Let's click on this. On this menu,  

I have the option to save the selection to my  quick part gallery. Let's click on that. This  

opens up a dialogue to save my quick part. I'm  going to give it a name. I'll call it recipe. Here  

I could choose the gallery and the category where  I want to save this. All of those look good to me,  

so I'll click on OK. This now saved my recipe. If  I ever need to insert it again, I simply go up to  

insert in my email message, click on quick  parts, and here I see my recipe right here.  

If I click on that, it'll just automatically  insert the recipe again. You can use this for  

any type of preformatted text that you want to  insert into emails. If I go back up above and I  

right click on the item, I can organize and delete  all of my quick parts. Tip number six, you can use  

quick steps to simplify repetitive steps. For  example, here I received another email message  

from Diego and he's curious about how the Michelin  reviewer tour went. Did we get our two stars?  

Now I absolutely want to follow up with Diego, but  we're in the middle of a tutorial so I don't have  

time to answer him. Now what I would typically  do is I would mark this message as important  

and then I would send a quick response telling  him that I received it and I'll follow up shortly.  

Now I could do that, but that's a few steps.  Instead, I could use quick steps to simplify  

this flow for me. There are a few pre-created  ones that I could start from, but I want to  

create my own so I'll click on create new. This  opens up the quick step dialogue and first off  

I can give my quick step a name. I'll call this  follow up shortly. Once you type in a name,  

you can now select different actions that  you want Outlook to take on your behalf.  

I'll click on the dropdown and first off I want to  mark it as important. Next, I want to add another  

action. I'll click on the dropdown again and if I  scroll down the list, there's the option to reply.  

I'm going to click on this. Within reply, I can  click on show options, and I can now fill in  

additional details about my response. I typed  in the message text. Thanks for the message.  

I'll follow up shortly. I can also set it to  automatically send after a one minute delay.  

I could also go through and I could add additional  actions if I wanted, but for now this looks good  

and I'll click on finish. Now I've created my  quick step and up above you'll see a new option  

for follow up shortly. When I click on this, it's  marked the message as important and it sends a  

response to Diego letting him know that I received  the message and I'll follow up shortly. Tip number  

seven. Do you ever spend more time trying to  find a meeting time than actually meeting?  

FindTime can help you eliminate this problem.  With FindTime, you can find a meeting time that  

works for everyone. Once you find consensus on a  meeting time, Outlook will automatically schedule  

the meeting on your behalf. To get FindTime,  let's go up to the home ribbon and all the way  

on the right-hand side, click on get add-ins.  Within the get add-ins dialogue, let's search  

for FindTime. Once you search for FindTime, you'll  see the app appear and then you can click on add.  

This is an app that's developed by Microsoft and  it works extremely well at finding consensus on  

meeting time. If you've ever used Doodle before,  it's very similar to that service. Tip number  

eight. One of the most annoying things is  when new emails arrive, you hear a sound,  

your mouse cursor changes, and you also get a  pop-up notification from Windows. Did you know  

that you can turn that off? To turn it off, go  up to the file menu and then go down to options.  

Within options, click on mail and part of the way  down, there's a section called message arrival.  

You can turn off, play a sound. You can turn  off, change the mouse cursor. You can turn off,  

show an envelope on the taskbar and turn off the  display a desktop alert. When you click on OK,  

I think you'll find that you have far fewer  distractions from Outlook. Tip number nine. Rules  

help you manage your inbox much more effectively.  Here in my inbox, you see that there are many  

different messages from the Microsoft 365 message  center. I'd rather place these in their own  

separate folder. First off, I'm going to create  a new folder for these message center messages.  

I created a new folder called message center  that looks good and it now appears as one of my  

folders. Next, I can right click on this message  and I can go down to rules. Here I can now create  

a new rule. Within the create rule dialogue, I  could set it so any message from the Microsoft 365  

message center gets moved to a specific folder.  I'm going to select this box to move the item.  

Here I could select the folder and I'll select the  new folder that I just created. Once I select the  

folder, I could click on OK, and I'll now have my  new rule. If I click on advanced options, I can  

set all sorts of criteria for what I want to have  happen when I receive different email messages.  

For instance, maybe if someone specific sends  me a message, I can have a sound play or maybe  

if I'm included on the to line and it's about  a specific subject, I want to be alerted about  

that. With rules, you can set up all sorts of  advanced notification criteria so you're on top  

of your email. Tip number 10. Now you can set  up a unified inbox so you can see all of your  

inboxes at the same time. You see here that I have  several different accounts in Outlook and each  

one has its own inbox. Now I would have to click  through each account to see the inbox. Instead,  

I want to see them all at the same time. To do  that, go up to the search box on top and set it  

to search across all mailboxes. Next, within the  criteria for the search, you can type in folder  

colon and then inbox, then hit search. This will  now show you a view across all of your inboxes  

and you'll be able to review all the messages that  have come in. Tip number 11. You can very easily  

create a calendar item from an email. Here I  have this question from Diego, and I want to  

schedule some time to follow up on his question.  I can click on this email and then drag and drop  

it on the calendar icon down below. Once I drag  and drop it, this opens up a new view to create  

a calendar invite and I can choose the time for  when I want to follow up on this message. Tip  

number 12. You can very easily add holidays. You  can add a TV schedule, a sports schedule to your  

calendar very easily. To do this, we need to go  to Outlook on the web and within the calendar view  

over on the left-hand side, there's the option to  add a calendar. Let's click on that. This opens  

up the add a calendar dialogue and just like I  mentioned, you can add all sorts of calendars  

to your Outlook calendar. For instance,  here you could add holidays by country.  

You could also add different sport team schedules.  For instance, I like the Seattle Seahawks and  

I can add their game calendar to my Outlook  calendar. Or maybe you have a favorite TV show.  

Here you could click through, you could select  the network and then you could add that show  

schedule to your Outlook calendar. Tip number  13. When you flag emails in Microsoft Outlook,  

they automatically show up in Microsoft To Do on  your task list. Here within Microsoft Outlook,  

once again, I have this email from Diego and I'm  going to click on the flag icon. This message is  

now flagged and it'll show up on my To Do list.  Here I am now in my browser in Microsoft To Do  

and if I click over on the left-hand side, I can  see my flagged email now showing up as a task. If  

I right click on it, I could even add it to the  My Day view in Microsoft To Do. Tip number 14.  

And this is a relatively new feature. You can now  use @ mentions in email messages to get someone's  

attention. For example, we are now opening a new  flagship location in London and Adele on my team  

is driving this. I'm going to insert an @ mention  and now I can type in Adele Vance. I'll select  

Adele and now I could type in my message.  I inserted the message, what's the status  

on the store opening in London. Here you see by @  mentioning Adele, she now appears on the to line.  

Once you've been mentioned in a message, it's  very easy to get back to all of the places where  

you've been @ mentioned. Within your inbox over  to the right of focused and other, click on the  

filters. By default, there's always been all mail  unread and flagged, but now there's a new option  

for mentioned mail so you can very quickly pull  up all the messages where you've been mentioned.  

Tip number 15. And this is a new feature available  in Outlook on the web and that's the My Day view.  

Within Outlook on the web up on the top bar,  there's a new item up here called My Day.  

When you click on this, you can very quickly get  a glimpse of your calendar and all of your to dos  

that are coming up. One thing you can do as well  is you can click on an email and you can drag it  

over and add it as a new task or you could add  it as a new event. Tip number 16. Now let's say  

you're heading out on vacation. You can have an  out of office message be automatically sent by  

Outlook. To set this up, go up to the file menu.  Once you click on the file menu, by default you'll  

fall in the info view. Click on the option that  says automatic replies. This opens up a dialogue  

where you can customize what your automatic  replies say. I'm going to turn on automatic  

replies. You can set a time range for when these  responses are sent and here I could type in my  

message. I'm going to enter in “I'm evaluating new  locations for the Kevin Cookie Company. Feel free  

to reach out to Cookie Monster in my absence.”  You could set it to send to people within your  

organization and people outside your organization,  and once you're all done, you can simply click on  

OK. Tip number 17. You can add a Gmail account, a  Yahoo account, an AOL account, any type of account  

to Microsoft Outlook. It doesn't just have to  be an Outlook account. To add another account,  

go up to the file menu and then click on  the text that says add account. This opens  

up a prompt where I can type in another email  address. I'm going to add a Gmail email address.  

Once I type in my email address, let's click on  connect. This opens up a prompt from Google where  

I could confirm my account name and enter in my  password. I need to give Microsoft Outlook access  

to my Google account. All of this looks good.  Next, let's click on allow. Once I'm all done, I  

now see my Gmail account shows up on my left-hand  side where I can see all of my different accounts.  

Tip number 18. You can add additional time zones  to your calendar to make scheduling meetings  

easier. At the Kevin Cookie Company, we're opening  a location in London and I need to schedule  

meetings with those teams in that local time  zone. Now I'm based out of Seattle, so I see  

my times up on the side, but I want to make sure  when I schedule it works well for them. To add  

another time zone to your calendar, go up to file  in the top left-hand corner and then go all the  

way down to options. Within options, let's click  on calendar and then scroll down the calendar  

view. Close to the bottom, there's an option for  time zones. Now I see this Seattle time zone right  

here. I can add two additional time zones if I'd  like. I'll check this box and I'll type one in  

for London. Next, I need to select the time zone  for London, so I'll scroll down the list until  

I find London on this list. Here I see London,  so I'll select that and next I can click on OK.  

Now when I look at my calendar, I see both London  and Seattle side-by-side. Tip number 19, you can  

delay the delivery of your emails or to put it  another way, you can schedule when your emails go  

out. This is one of my favorite ones. You can make  it appear that you're working in the middle of the  

night for the people you send the email to. Here  I want to send an email to my team that says is  

everyone working hard and of course I'm going to  send this in the middle of the night. To set the  

delay delivery, let's go up to the top ribbon and  click on options. Over on the right-hand side,  

there's the option to delay the delivery. When I  click on that, down below, I can specify the date  

and the time when I want the email to be sent out  on. Tip number 20 and this is unfortunately the  

very last tip of today and that's offline mode  in Outlook. What is offline mode good for? Well  

let's say you want to focus, and you don't want to  receive any more emails for some amount of time,  

you can turn it into offline mode. Or let's say  you're doing a mail merge and you want to validate  

some of the emails before they get sent out, this  is also where offline mode comes in handy. To turn  

on offline mode, let's go up to the top ribbon  and click on send/receive. Over on the right-hand  

side, you can set it to work offline. When you're  working offline, it'll show working offline down  

below and you'll no longer get any email messages.  Once you're ready to open the floodgates again  

you can toggle on work offline and then you'll now  be connected to your email again. All right, well  

that was a quick look at my favorite top 20 tips  and tricks in Microsoft Outlook. If you enjoyed  

this video, please give it a thumbs up. If you  want to see more videos like this in the future,  

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well that's all I had for you today. I hope you  enjoyed, and I hope to see you next time. Bye.