Microsoft Outlook remains one of the most widely used email and calendar tools in New Zealand offices. Yet many users only scratch the surface of what it can do. When Outlook is set up properly, it can save time, reduce inbox overload, and make day-to-day communication easier for teams and small businesses.
Below are practical Outlook tips we regularly recommend to business clients who want to work more efficiently and avoid common email frustrations.
Use Keyboard Shortcuts to Work Faster
Outlook supports a wide range of keyboard shortcuts that reduce mouse use and speed up common tasks. Even learning a handful can make a noticeable difference during a busy workday.
Commonly used shortcuts include:
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Reply to an email quickly
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Forward messages without navigating menus
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Open calendar appointments and meeting requests
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Flag messages for follow-up
For staff who manage high email volumes, shortcuts alone can save minutes per hour and reduce repetitive strain from constant clicking.
Automate Repetitive Tasks with Rules and Quick Steps
Many inbox problems come from doing the same actions repeatedly. Outlook allows you to automate these tasks using Rules and Quick Steps.
Examples include:
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Automatically filing emails from clients or suppliers into folders
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Flagging important messages for follow-up
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Forwarding emails to other team members with one click
This is especially useful for shared mailboxes, accounts receivable, sales inboxes, and support emails where consistency matters.
Create Email Templates for Common Responses
If you find yourself typing the same messages repeatedly, email templates are a simple way to save time and maintain consistent communication.
Templates are useful for:
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Client acknowledgements
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Appointment confirmations
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Support responses
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Internal reminders
Once created, templates allow staff to send accurate, professional replies without retyping the same content each time.
Use Categories and Colours to Organise Your Inbox
Outlook allows you to assign colour categories to emails, calendar items, and tasks. When used correctly, this makes it much easier to see priorities at a glance.
Common category uses include:
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Client emails
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Internal communication
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Urgent or time-sensitive messages
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Project-specific correspondence
This works well for users who manage multiple roles or projects within the same inbox.
Improve Calendar and Meeting Management
Outlook’s calendar tools are often underused. Features such as shared calendars, meeting availability, and reminders help teams avoid double-booking and missed appointments.
For businesses, correct calendar setup can:
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Reduce scheduling errors
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Improve meeting attendance
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Make staff availability clear across teams
We often see calendar issues caused by misconfigured accounts or sync problems, especially when Outlook is used across multiple devices.
Watch for Performance and Sync Issues
Slow Outlook performance, delayed emails, or sync errors are common complaints in offices. These issues are often caused by:
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Large mailboxes
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Corrupt profiles
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Add-in conflicts
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Network or Microsoft 365 configuration problems
While tips and settings can improve usability, persistent issues usually indicate an underlying technical problem that needs professional attention.
When Outlook Problems Affect Productivity
If Outlook is freezing, failing to send or receive emails, or behaving inconsistently across devices, it may be time for expert help. These problems can quickly disrupt business operations if left unresolved.
Advanced Computers supports Auckland home users and businesses with:
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Outlook troubleshooting and repair
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Microsoft 365 setup and support
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Email sync and performance issues
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Business IT support and maintenance
Our technicians work with Outlook daily and understand how it fits into real-world business environments.
Need Help with Outlook or Business IT?
If Outlook is slowing you down or causing ongoing issues, our team can help diagnose and resolve the problem efficiently. Contact Advanced Computers or book a repair or support session online to get your email and systems working properly again.