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10 email productivity tips for Outlook users



There are a lot of ways to be productive with email, but Outlook provides some great tools to help users get the most out of their inbox.

Here are 10 tips for Outlook users who want to increase their email productivity:

1. Use the Focused Inbox view.

The Focused Inbox view in Outlook can help you focus on your most important messages by putting them front and center while keeping less important messages off to the side. To turn on Focused Inbox, go to View > Show Focused Inbox.

2. Set up rules to organize your inbox.

Organizing your inbox doesn’t have to be a manual process—you can set up rules to automatically sort your incoming mail into different folders. To create a rule, go to Home > Rules > Create Rule.

3. Use Quick Steps to automate common tasks.

Quick Steps are like rules on steroids—they let you quickly perform multiple actions on a message with just a few clicks. Quick Steps come with Outlook by default, but you can also create your own custom Quick Steps. To access Quick Steps, go to Home > Quick Steps.

4. Schedule time for an email each day.

One of the best ways to stay productive with email is to schedule time for it each day. That way, you’re not constantly checking your inbox and getting distracted from what you’re supposed to be doing. You can use the Calendar view in Outlook to set up daily or weekly email time slots.

5. Turn off email notifications.

Email notifications can be a big productivity killer, especially if you get a lot of them. To turn off email notifications in Outlook, go to File > Options > Mail and uncheck the “Display a Desktop Alert” option.

6. Use the Search function to find what you need.

Outlook’s Search function is a great way to find messages quickly, without having to scroll through your entire inbox. To search your inbox, go to Home > Find > Search Inbox.

7. Use flags to mark important messages.

Flagging messages is a great way to keep track of important emails that you need to follow up on. To flag a message, right-click it and select the “Flag” option.

8. Archive old messages.

If you have messages in your inbox that you don’t need to keep, you can archive them to free up space. To archive a message, right-click it and select the “Move to Folder” option. Then, select the “Archive” folder from the list of options.

9. Use email templates.

Email templates can save you a lot of time when you’re sending similar messages over and over again. Outlook comes with a few built-in templates, or you can create your own custom templates. To access the template library, go to Home > New Items > More Items > Choose Form.

10. Turn off read receipts.

Read receipts are those notifications that let you know when someone has opened your email. If you’re not a fan of read receipts, you can turn them off in Outlook by going to File > Options > Mail and unchecking the “Request a Delivery Receipt for Every Message I Send” option.

By following these tips, you can make Outlook work for you instead of against you. With a little bit of effort, you can turn your inbox into a well-oiled productivity machine.


Q. Do I need to be using Outlook to benefit from these tips?

  1. No, these tips will work with any email client. However, some of the features mentioned may only be available in Outlook.

Q. What if I don’t have time to implement all of these tips?

  1. That’s perfectly fine. Just pick one or two that you think will make the biggest impact on your productivity and start there. You can always come back and implement more later on.

Q. I’m not very tech-savvy. Is this still going to be helpful for me?

  1. Absolutely! These tips are designed to be accessible for all users, regardless of technical skill level.


Email can be a huge time suck, but it doesn’t have to be. By following these simple tips, you can turn your inbox into a well-oiled productivity machine. So what are you waiting for? Get started today!