Maybe you are a frequent user of Microsoft Outlook, that is why you will know that all the tools that make it up have extensive functionality to achieve higher productivity compared to other alternate customers. However, there may be features that you haven’t tried yet, such as: Message alerts or notifications.
In relation to the focus of some content, This email and calendar client can let you know which emails are a priority for you. Thinking about it, Microsoft developers they devised effective performance options for their users.
So if you want to pay attention to certain messages for their importance and save time, then we will tell you in this article how you can do it and get the most out of your tools.
Benefits of using message alerts in Outlook
Don’t worry about this email manager, because it is the assistant that manages to separate your personal emails, from the professionals or from the topics that deserve your special attention. In this way it is possible to keep up to date with the arrival of emails with preferential contentYou just have to know how to manage the message alert options that are incorporated into this computer platform.
This function becomes very applicable and necessary in cases where you might need a message follow-up so as not to miss out on valuable information in real time, from a particular sender or email address. For example, from the company you work for, job offers from a page to which you are subscribed, movements of your bank accounts, among others.
The truth is through the activation of notices based on the criteria you assign, you won’t waste any more time searching the inbox list for a message from an important client or for content relevant to your daily work, and of course replying as soon as possible if warranted. Do you want to know how to better organize your emails? Keep reading this post so that you can configure the alarms of some messages at your convenience.
Learn how to create alerts for important messages in Outlook
Depends on interest you have about one and other messages in your email inbox, you want to be aware of the options you have to put them into practice.
Follow these instructions that we present to you:
Configure Message Tracking
Outlook allows the user to customize their tracking alternatives, and this is very useful since you can manage a specific alert like: check the responses of an email message after several days, also configure the follow-up of the message according to the date for its notification and brand adjusted to your indications.
To get this email client to do all of the above, do the following:
- First locate the message whoever you want Activate this option.
- Already on the chosen message right click and select “Follow-up”.
- In case the default configuration is incomplete for your productivity, then, click on “Add notice”. A new window will appear immediately so that you can establish your own follow-up.
Emphasizing the theme of save timeThe most suitable way is to use external applications that help you in your task, that is, to automate your activities on the Internet.
That’s why we recommend using IFTTT or Flipboard:
With Flipboard
From this app known as a personal magazine you will not lose detail of the topics of great relevance to you. Can behave like another social network that hosts news portals or web pages and follow other users who are using Flipboard.
This channel is a form of immediate communication, the plus it brings is the ability to personalize the content you receive and give it full monitoring in real time, in addition to saving information of your interest. If the details of a note are not enough, you will still have more details if you use the search bar.
With IFTTT (If This Then that)
It is also a specialized program in syncing tasks online; from one place you have everything under control using Applets, especially if you work in social media. The application can be downloaded easily and for free in the Play Store. Its plus is that it is compatible with more than 630 apps. This web tool allows you to create rules such as: have your SMS automatically forwarded to your email inbox, publish a flyer or photo in your accounts and even upload something to Dropbox.
The best is that you get an automatic backup of everything you share in your online services. Consequently, it is very useful especially for entrepreneurs who invest a lot of time posting your business content on Social Networks.
It is also excellent for synchronizing your calendar where you noted those important events. For example, if you use Outlook 365 and Google Calendar each one for different areas of your life, the solution would be to link the first one with your Google account in order to receive the notification in IFTTT. In turn, all the alarms that you have configured.
Other ways to improve your productivity in Outlook
We advise you implement some tricks from Microsoft email in order to optimize your performance, so try these tools that are undoubtedly of great benefit to you.
Go for it:
Use mentions in emails
Yes you are the type of user who receives a lot of emails every day and as the days go by, you may be able to store hundreds, and only some are of the utmost importance to you, you must filter them automatically. You can quickly highlight or focus an email by its sender by using the formula to mention this contact within the content of the message.
You can do it typing the at symbol followed by the first letters of your name: example, @Mary, and immediately Outlook will show you a list of suggestions. This function will help you when looking for a message that only points to a particular person. In the mobile application you will be able to see in the mail reading view the option “@ Mentions me” within the “Filter” button, located in the upper-right corner of the computer screen.
Set up automatic replies
If someone writes to you on a time or day when you are not available, It would be great if I received a message clarifying your absence.
For this reason, we suggest that you configure the “Automatic responses” option, depending on the version you use, you can find it this way:
- Go to the toothed wheel “Setting” when the tab is displayed at the end click on “See all Outlook settings.”
- A new window will open, click on the second option “Mail”.
- Then when extending other options you will be able to visualize among other configuration alternatives “Automatic responses.”
- In the new menu, move the button (gray) “Activate automatic responses”, doing so will change this message to “Automatic responses are on.”
- Determine the start and end time, compose your message. If necessary, activate the other options offered by the app.
- Finally click on “Keep”.
Create automatic rules
Another way to achieve automation in your email inbox is by applying actions through the “Rules wizard”, which are steps that you configure according to your criteria. These rules are completely customizable and you should take your time to detail each operation.
Proceed as follows to start a rule from scratch:
- In the tab “Archive” search “Manage rules and alerts.”
- When opening a new window “Rules and alerts”, click on “Email” and click “New rule.”
- Later specify the conditions or criteria you want for sent or received messages.
- On another screen details the sub conditions of the rules, for this you must edit the description. For example, tracking someone’s emails. From this point you can add all the possible conditions as keywords in a message, until you activate all the boxes for the execution of those actions that you can configure yourself.