The Top 4 Tools in Outlook


Outlook is the email client of thousands of users across the globe, and for good reason. It allows you complete control over your inbox to correspond with clients and colleagues, use of an integrated calendar to book in those meetings that you can’t forget and allows you to create a to-do list based on your calendar, emails and notes to ensure efficiency in your working day. Outlook also syncs across multiple platforms and devices making it a user friendly email client.

Read on to find out what are our top 4 tools you need to know about in Outlook to streamline your use of the application.


Rules allow you to automate your mail and folders so that you don’t have to spend time repeating tedious processes. You can set these up by selecting ‘File’ in the Main Menu and then selecting ‘Manage Rules & Alerts’ in the ‘Account Information’ window. An example of why you may use this function is, if you want to filter low priority emails into a sub-folder in your inbox that you can action later.


Colour code items in Outlook using Categories. The Categories section can be found in the ‘Home’ tab, ‘Tags’ section. This tool allows you you to group related items together by colour to be able to, at a glance, identify associated items. You can use this Categories tool for more than just your emails, it can be used to group other items in the Outlook email client such as your calendar and notes.

Delay Delivery

In a ‘new message’ window, head to the ‘Options’ tab and in the ‘More Options’ section, select ‘Delay Delivery’. This allows you to finishing drafting an email, but only have it send after a certain time. The main benefit of delay delivery is that it allows you to write an email at your convenience and then schedule it to sent to the recipient when you know it would be best for them to see it . Also, delay delivery gives you the opportunity to edit your email before it sends, if you think of something new to add or change.

Search Folders

These allow you to quickly and easily find items of a similar nature (e.g. messages marked as important). In the left-hand folder pane of Outlook, right-click on ‘Search Folders’ and select ‘New Search Folder’ to set these up.

If you want some further advice on utilising Outlook efficiently, you can contact us on 01843 572 600 or email