Max Productivity Systems

Unlock your full potential

How to Use Outlook

How do I Sort Emails by Category in Outlook?

To sort emails by category in Outlook, in the column where the list of your emails appears, click on By Date and select Category from the dropdown.

to undo the change and sort by date again, select the same dropdown and select date (conversations)
How do I Create Search Folders in Outlook?

To create a search folder, go to your folder list. Near the bottom, you’ll see the Search Folders section, right click and select New Search Folder.

this is also where your search folders will be listed once you create them

In the dialog box, you’ll be presented with a list of choices for the search folders you can create.

Mail to and from specific people is one of the most useful

Once you make your selection, you will be prompted to specify additional details.

For the Mail from and to specific people, for example, you’ll need to select choose and enter an email address or choose a name from your address book.

enter an email manually or choose from your address book
How do I Change the Default Follow Up Flag in Outlook?

If you do not want the follow up flag to change the text of your emails to red, you can change the default follow up flag to no date.

To do so, in the Home tab, go to Tags > Follow Up > Set Quick Click

you can also set flags manually here

Then in the dialog box choose the default flag.

How Do I Create Categories in Outlook?

To create a category in Outlook, select an email and right click. Go to Categorize > All Categories.

this is also where you go to edit categories

In the dialog box, select new and then you’ll be able to name your new category, select a color and assign it to a shortcut key. When you’re finished, push ok and then ok again to create the category.

the only way to order your categories is to put a number before the name, otherwise they will appear in alphabetical order
How Do I Sort Tasks in Outlook?

To reorder your tasks in Outlook, go to the tasks section of Outlook and click on the view tab.

In the Arrangement section, you’ll be able to choose from the following sorting options:

  • Categories
  • Start Date
  • Due Date
  • Folder
  • Type
  • Importance
How Do I Sort Emails by Sender in Outlook?

To sort emails by sender in Outlook, in the column where the list of your emails appears, click on By Date and select From from the dropdown.

TO UNDO THE CHANGE AND SORT BY DATE AGAIN, SELECT THE SAME DROPDOWN AND SELECT DATE (CONVERSATIONS)
How Do I Create a Quick Step in Outlook?

Quick Steps are actions or chains of actions that you can trigger with a click or keyboard shortcut.

To create a Quick Step, in the Home tab, in the Quick Step section, click on the icon in the lower right hand corner.

this is also where you’ll go to edit quick steps

In the dialog box, in the bottom right hand corner, select New > Custom

You can also modify an existing quick step instead of starting from scratch

In the next dialog box, you’ll be able to name your quick step, assign it to a keyboard shortcut and select one or more actions to trigger. Depending on the action, you’ll have to configure additional options.

when you’re done click on the finish button

To add more than one action, use the Add Action button.

You can also set a custom icon for the quick step

When you’re done setting up the actions for your quick step, push finish and then ok. Now your quick step will appear in the quick step drop down or you’ll be able to trigger it with the keyboard shortcut you set.

Outlook Articles