This is because it’s easier to move your eyes down than left to right over long distances, which can cause you to move your head and neck and lead to fatigue. It’s better to have the Reading Pane on, so that you don't have to open each message to read its contents. You might not need to share your calendar, because FixTechGuide Outlook repair tutorial everyone in your organization can see when you are free or busy but not necessarily see the content or subject of the meetings and appointments. However, you can easily share your calendar with your team if you want them to be able to see all of your meetings and appointments.

How can I manage complicated tasks?

As time goes on, you will likely receive more and more messages. You can’t read every message you receive — nor should you try to. Rather, just read the messages that are important for you to read. Rules will help you prioritize important messages and minimize distractions. Corporate-level messages with important news (for example, from the CEO) and messages from your IT department about server downtime should not go into a folder.

I have 10 minutes: What should I read first in my Inbox?

• These statistics show the importance of efficiently managing your inbox.
• Looking at the whole picture of your time and your tasks will help you to prioritize important work over less urgent tasks.
• Search folders are useful for gathering information from across different mail and RSS folders.
• You can’t read every message you receive — nor should you try to.
• The tool that you use to collaborate during a meeting depends on the location and access of your participants.
• Reviewing your past week and upcoming week is also a useful way to help you prepare for a weekly meeting with your manager or help you prepare a status email message.
• The Room Finder pane contains suggested times for the best time for your meeting (when most attendees are available).

Regardless of your server setup or organization size, this document will be useful to you.

Fix Tech Issues Fast

But because it’s in your task list, you can move on to your next message, knowing that you will return credential loop in Microsoft 365 to your flagged items later. If you receive a large volume of messages (more than 200 messages a day), search folders might be a good way for you to parse mail from different senders. If you are short on time, for example, between meetings, you can read the messages in blue – messages sent directly to you. Often these messages are waiting on you for the next step and are the most important.

Advanced: How do I create a Search Folder for email messages?

I don't manage his inbox but I did help FixTechGuide support for Office 365 him get the Stack method set up and he's blown away by how awesome it is, so now thinks I'm an Outlook wizard. I'm decent but certainly not an expert - so I figure before I actually lead a training I should brush up. It’s liberating to depend on Outlook instead of your overtaxed brain to keep track of your tasks.



Some people try to use the read and unread states to indicate whether a message is new or a reference item. Inevitably, messages will be reread, and the mental tax of figuring out what you need to do will be paid again. A far more efficient Inbox plan is to go through your messages and decide what to do with each one.

Set Up Quick Steps

Rules help this process by moving messages into folders based on criteria that you set. Rules filter the messages coming into your Inbox for must-read items only. Favorites, a subset of your mail folders, appear at the top of the navigation pane. Outlook’s Calendar Reminders feature helps users keep their calendars in order so they don’t miss any crucial appointments or meetings.