FAQ Office 365
Microsoft Outlook

6 Outlook Handy Email Features

Outlook is Microsoft’s personal information management software that is primarily used for email. In this article we will focus on the email function. Outlook also has Calendar, Contacts, Tasks and Notes functions that are often overlooked and we will provide tips for these in another article soon.

Hide Email address

Sometimes when sending a message to multiple people you don’t always want everyone seeing each other’s email address. Recipients added to the Bcc field are not visible to the other recipients of the message, even others who are also in the Bcc list.

  • open a new email.
  • Go to the Options tab. In a reply or forwarded message, go to the Message tab.
  • From the Show Fields group, select Bcc.
  •  In the Bcc field, enter the recipients whose addresses you want to hide from other recipients.

Make sure to still add at least one email address in the To field but remember any email address in the To field will be seen by all.

Schedule emails to send later

Microsoft Outlook supports the scheduling of email messages to send at a later date and time instead of sending them immediately to help you manage your time better.

  • Select New Email. Or choose an existing email and select Reply, Reply All, or Forward.
  • Create your email as you would normally, but don’t hit send just yet.
  • Go to the Options tab and select Delay Delivery.
  • In the Properties dialog, under Delivery options, select the Do not deliver before check box. Set the date and time you want the email to be sent. Once happy click close and then press the send button.

Please note Outlook needs to be open to send the email, so make sure outlook is open at the date and time you set for the delayed send.

Find All Mail from a Sender Quickly

You don’t have to rely on your memory about something someone told you in an email a few days or weeks ago. Outlook makes it easy to find all mail from a certain sender quickly.

Right-click on a message from the sender. Select Find Related > Messages from Sender.

You will then see the results from your search.

Default Responses to Common Questions

If you spend time typing the same answers to questions you get repeatedly, create Quick Parts to insert that text into email replies in just a few clicks. No need to keep typing the same thing repeatedly or having to find an old response to copy and paste.

Open a blank email and type the response you wish to save.

Highlight the text in the email and click the Insert tab > click on Quick Parts and select Save Selection to Quick Part Gallery.

Give your response a name that helps identify it and click ok.

Now when you need to use the pre typed response just open the email click on insert > quick parts> select from the drop down.

Break the language barrier

Received an e mail in different language? Outlook has a built-in translator to translate any email.

highlight the email you want to translate. On the Home Tab Select > Translate. You will then see the email translate to English.

Outlook Web Access

Outlook Web Access is also used and Microsoft are developing its web versions so most of the functions are available. If you have an Office 365 business email then you would access via https://outlook.office.com/

Once you have authenticated; You should see a similar layout to the web version that you would see in the Outlook application. The Web version can be used in most browsers (Chrome, Edge and Firefox) and emails will be synchronised with your Microsoft Office 365 Email Accounts.

We have only touched on a few of the functions available within Outlook email. If you would like to know more please contact our team on 0333 332 6600 and we can discuss your requirements.

Please also view our features articles on Word and Excel.