Outlook Tips and Tricks - Part 2

and now let me show you how to do a more of an advanced filter once again i'll pick in the review and i'll pick on current view and i'll go back to the view settings and this time i'm picking the word filter so this is the traditional way we could do an advanced filter and you can mix and match from these different tabs as many as you wanted to on the messages tab i could do a search i can search the from or the who it was sent to now here's a really good one under the messages tab i can click on the pull them where it says time and i can see you know when it was modified or when it was expired so let's say it was sent and then we have different time zones here let's say i want the ones uh in the last week and i'll click ok i'll click ok again and now notice how there's only a few in my inbox that were sent within the past week so we did that by doing current view and then view settings i'll pick up the word filter so that was under the messages tab remember you can mix and match as many of these as you wanted to so pick anywhere clear all let's go to the next tab over here more choices i can search by the categories i'll show you what the categories are during the class today how to use them i can search for items that are red or unread items with attachments or without attachments normal importance are high or low uh items that are flagged and i'll talk about the flags in a few minutes now the one that's really good under the more choices tab is where it says size so let's say i'm looking for the really large emails so i'll pick on the word greater than and then if it's greater than 100 kilobytes that's more than 100 000 so it's starting to be pretty big i want to see the emails that are bigger than 100 000. i'll click okay click okay again now look at the size they're all over 100 uh kilobytes they're starting to be pretty big so watch that one again i'll pick on current view and then view settings i picked on the word filter that was under the more choices tab right over here and remember you can mix and match as many of these as you wanted to let me put in the word clear all so this time i'll go to the advanced tab what i like about the events tab is you can uh do multiple criteria here so for the field let's say for the whoever send it to me i want that to contain the word microsoft [Music] okay so i want the from to contain the word microsoft i'm going to add to the list right there and then i can keep on doing more criteria then i want to have the subject contain the word invoice so this is the email account where i get billed for microsoft for my uh office 365. so i'll pick an ad to the list there and i can keep on going with even more criteria so the the from has to contain the word microsoft and the subject has to contain their invoice i'll click ok and then click ok again and notice how the from has the word microsoft and the subject has the word invoice so i wanted to make sure that we saw how to do an advanced filter to turn that back off again i'll pick on the current view and then view settings i'll pick in the word filter all right so i show you those different tabs and i'll put the word clear all and then there's no filter once you say clear all and i'll click ok good the next topic i want to go over is the groups the groups are an interesting way to organize your emails so let me show you how to turn the groups on in this case i'll pick on current view and then view settings again good and i'll say group by so typically i like to have it by the way it was sorted so i'll say automatically group according to the arrangement or you can pick your own groups here up to four different levels so i'll click okay and i'll click okay again so let's say i click in the word from so notice how i have this tab here that says google if i click on that pull down next to google it'll collapse that section if i re-expand that it shows the emails again so those are called a group some people like that and some people don't so the way you can turn that on or off you go back to the current view under the view menu you pick in the review settings you're picking the word group by in that case i turned it on now i'm going to turn it back off again so i'm going to uncheck that and i'll pick the word clear all and now the groups won't be there anymore so some people like it and some people don't like the groups but now you know how to turn them on or off i'll click ok and click ok and other groups are not there anymore another one i'd like to show you is called a conditional formatting so in this case i'll pick on the view menu and then current view and then view settings and here we have conditional formatting almost like microsoft excel so click on conditional formatting and we're here now there's going to be some that are already there and then you can add your own so i'm going to come over here and pick on add now the name is arbitrary i'll just call it microsoft you can call it whatever you wanted to so let's say for the font i'll make it red and bold so it'll really stand out i'll click okay the really important one is the condition in other words which emails do i want to make red so i'll pick on condition there and then you have that same kind of window from the advanced filter so look for the word microsoft and then let's say i want that in the important fields so say frequently used text fields good so that's my condition i'm going to click ok and then we have that conditional formatting set up i'll click ok and then click ok again notice the emails that have microsoft are going to be in red and the emails that don't have the word microsoft are not going to be read all right so they really stand out so let's say if it has the word sharepoint i want those to be in blue once again i'll pick on current view and then view settings i'll pick under our conditional formatting we're going to add another one so click on add so i'll just call this one sharepoint for the font this time i'll make it blue and bold and then i'll put in the condition so i'm looking for the word sharepoint again in the frequently used text fields but i can use any of those criteria in real life so i'll click ok and i'll click ok click ok on this window now if we scroll down i did see some from sharepoint there and you can see how they're in blue all right so i do like that conditional formatting makes the emails stand out now those will stay until you turn those off even the next time you're going to outlook those would still be there so i'm going to turn them off now i'll pick on current view and then view settings i'll pick unconditional formatting i can just uncheck them turns them off or i can delete them all right but that's how you can manage your conditional formatting here in outlook so i'll click ok click ok and everything is back to a normal color okay so the next topic i want to show you is how to flag the emails if you notice over here on the right we have the flag column so this is what i do for emails that i need to follow up with so i'm just going to check that flag check this flag over here then i can i can click on the flag at the top of the column then i can see all the emails i have to follow up with all right so it's just a simple little system this time i'm picking the receive date but i can tell which emails i have to follow up with by flagging them now some people like to use the different color flags so if i right click on that flag i can see the different color flags to me they're not different enough like one says for tomorrow and next week they're not really different enough for me so here's what i do [Music] i'm going to add the reminders so i'm going to right click on that flag and then i can say add a reminder and then it'll remind me on the date and time that i have to do something with that email so let's say i'm gonna make it for maybe uh for tuesday at one o'clock and then the the you know it'll remind me if i'm in outlook and then i can go right to that email so i like the reminders a lot you would right click on one of those flags some people like to use the different colors to me they're not different enough i'd rather add the reminder here and then i can set the date and time that i need to do something with that email so i think that's more efficient by the way when we put click that flag on the email it also shows up in the tasks uh and then i can mark it complete from the task and you know they're going to talk to each other so let me go back to the email all right so i showed you how to find the email for follow-up and then also how to set the reminders i think those are very useful thank you for watching this video if you liked it please like share comment and subscribe to my channel if you really liked it please click on the thanks icon that looks like this below this video to support the channel please check out some more of my free videos you can also subscribe to my mailing list and found out of my other 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