Home > Microsoft Outlook > Outlook email circles - workable solutions

Outlook email circles - workable solutions

How do I stop Outlook from grouping emails?

Ungroup items manually
  1. On the View menu, point to Arrange By, and then click Custom.
  2. Click Group By.
  3. In the Group items by box, click none.

Let's talk about email.

According to McKinsey studies, the average full-time employee in America receives about 120 emails a day and spends about 28% of their working day reading and answering emails, stressed out by this endless wave of emails and still having to do our real work take care of. It is time to cover some tips and techniques to help you get control of your inbox. (upbeat music) If you've researched this topic you will find some other strategies for dealing with email.

For example, there is Inbox Zero. It's a Merlin Mann strategy where the goal is to always keep your inbox 100% empty. Or on the other end of the spectrum, there are people out there who have thousands of emails in their inbox and are perfectly happy.

They use marker and search tools to find what they need. Now these extremes don't work for me. Both scare me.

I've tried both versions. When I spend my day making sure my inbox is 100% clean, I don't do a lot of work because I get distracted to the other extreme where I get jammed and lose track of everything because every email is for me like a test to be done. And when I scroll through a flooded inbox with loads of tasks waiting for me, I get stressed out I don't want to enter this field again.

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What works for me, and what I recommend if you want to improve your productivity and reduce your anxiety, is to use a system that applies ideas from both strategies. I'll also show you some great features in Microsoft Outlook that can do a huge amount of time reducing the amount of time you spend on email. Number one: Develop an email routine.

Despite popular belief, our brains are not good at multitasking. In fact, research has shown that multitasking decreases productivity. So stop checking your inbox all the time because if you're in the thick of it when you've got something done, it will take some time to get back on track after checking your inbox.

These minutes add up over time and it becomes really frustrating to have to restart a task all the time. I know it may not be possible for everyone, but most jobs do not require an instant reply to an email. So I recommend spending 10 minutes on your email every hour, for example.

Just focus on the most important ones and close your inbox when you're done and focus on your other tasks and make sure to turn off Windows notifications so you don't keep getting pop-ups every time a new one is added Email arrives. To do this, simply open the action center in the lower right corner and then manage notifications here. This is where you get to Notifications and Actions, and if you scroll down you will see the different apps that have notifications turned on.

Be sure to turn Outlook off, but check out the other apps too to see if you really need pop-ups for any of them. If you can't close Outlook during your e-mail free time because you need it to do your other tasks, switch to offline mode. To go offline, go to Send / Receive and click Work Offline, you can also see that you are currently offline, if you want to check email again, just click Work Offline again, and Your inbox is being updated.

Number two, create a folder system that works for you, let's talk about archiving and archiving emails. In the past, I've created a sophisticated, tiered folder structure for various topics to archive emails that I wanted to keep. In the beginning it was okay, but I kept adding topics and the list got longer and longer Folder should I move an email.

Then, when I looked for something later, I was often not sure where I had put it and I wasted time looking for what was somehow missing its purpose. So now I'm using an action-based folder structure and I'm trying to do it on a simple system with just a few folders. I'll show you how to set that up in a moment.

The other important rule is not to reread email. That's one of the reasons I don't like crowded inboxes because if you keep everything in your inbox, you will read emails multiple times. This is how I avoid it.

When I first read an email, I decide what to do with it. If I can do something right away, I'll do it. For example, if the accounting department needs a receipt that I forgot to submit, I will send it immediately.

If I get a message like this, I'll do it right away. So basically anything I can do in a few minutes, I'll do to get the chores done, and when I'm done and answered the email, I'll decide whether or not to have to go back to it at some point in the future I need to keep it for legal or tax reasons; if so, I'll archive the email by clicking Archive above. This will move the email from my inbox to the archive folder.

Later when I need to go back I can use search to find it I definitely don't need it anymore, I'll just delete it. So instead of archiving up here, I click Delete. This will move the email from my inbox to the deleted items.

I regularly empty this folder so it doesn't take time to do that with an email that I know will be quickly completed, replied, and then either archived or deleted. The same goes for emails that don't require any action, of course. I decide whether I want to archive the message or immediately move it to the trash.

Now what should you do if you come across a message that you cannot answer right away? Maybe you need to run a report, or to discuss it with someone else, or something that takes longer than a few minutes. This is where my actions folder comes in, if after reading the email I realize I need to spend more time on this, I'll move it to a folder I created, to create a folder right click on your mailbox and select New Folder, type it in, give it a name and hit enter. This works with existing folders too, in case you want to create a subfolder, in my case I have a folder called Action Required which is right below my inbox.

You can also drag and drop your folders in the order you want. So when I come across an email I can't delete it or reply to it right away, I use Quick Steps to move the message to the Actions folder. To set up a Quick Step, just right-click the message, choose Quick Steps, then New Quick Step, and then Move to Folder.

Give it a name and under Actions, select the folder to which the message should be moved from the drop-down list. Click Finish. After you've created the Quick Step with Email highlighted, simply click the Quick Step on the Home tab.

This will move it out of the inbox. You can also add a shortcut to your Quick Step. Go to Quick Step, Manage Quick Step, then Edit, choose a keyboard shortcut and save.

Then use this shortcut to associate your message, but that's not a word or you have just created another folder that you need to keep track of it. Here are your options. You can delegate this task to someone, here you can simply forward the email to that person.

To keep track of this email and make sure it gets done, you can flag it using Outlook's tracking feature. If you can't delegate the task because only you can do it, you should create a to-do out of it. What I do is schedule time on my calendar to get it done because if I don't schedule it, it won't happen.

To plan time, create an appointment directly from the message by simply dragging the message onto the calendar icon. This will open the appointment window. You can use the scheduling assistant to schedule an appointment to process this email.

That way, my job has a good chance of getting it done. Add one final tweak. Let's change the default start folder in Outlook to the action folder.

Every time Outlook opens, the first things you see are things you need to do. This is great for me because I get easily distracted by other emails and may 'forget' to check my Actions folder o to File, Options, under Advanced you can see Start and Exit Outlook. And here you can choose the folder that Outlook will use as the startup folder.

Just click Browse and choose the Actions folder. Number three, clear out your inbox. Obviously, the easiest way to have a clean inbox is to edit fewer messages.

So sign out of anything you don't want to receive. If you can't get someone to bombard you with email, block the sender and send them to the junk folder. Turn off email notifications from external apps and social media.

Basically, do anything to stop the wave of incoming emails I also strongly recommend using rules in Outlook, for example I have subscribed to several newsletters that interest me, but I don't want these messages to pile up in my inbox. In this case, you can create a separate folder for these messages and use a rule to automatically move them to this folder as soon as they arrive. Quite simply, click on any of the newsletter emails you ved received, then select Rules from the Home tab and Create Rule.

Now we need to identify a trigger for the rule. This can either be that specific sender or specific keywords in the subject line. In my keys, I'll go with the sender, then select the folder I want to move it to and that's it.

You can get really creative and complex with rules. Just click on Advanced Options to see what I mean. In my case I just need a simple rule click finish.

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One final tip, this works especially well in a corporate environment where people are sending lots of emails with recipients and CC to keep them updated. And usually such emails don't require any action, so you can use a rule to move them, you can save them in a separate folder so that you can or cannot read them later. Another option is to code them so that you don't have to open them.

You already know that these messages are not addressed to you directly. To set up such conditional formatting in Outlook, go to the View tab, select View Settings and then Conditional Formatting Create a new rule, give it a name, click the Font button, here you can choose the font style, size and the Change color. I just go here with maroon and hit ok.

Now we need to add a condition. It can also get very complex but i only want to apply to messages i am copied to so i tick the box, where I am and select from the drop-down list on the CC line with other people, click OK, then OK again. Let's test this out quickly.

I'm emailing myself on the CC and now when the message comes in I instantly see that I'm just copied in that email so you have it email routine and stop listening to your inbox all the time check. Create a folder system that works for you and apply a single touch rule to avoid re-reading emails. And clear out your inbox by applying rules and turning off email notifications and improve your productivity.

If you've enjoyed what you've seen and learned, please give the article a thumbs up and consider subscribing if you haven't already. Thanks for watching and we'll see you in the next article.

What does the orange circle mean on Outlook?

The colored dot next to people indicates their Stage. Red = Lead. Orange = Potential. Green = Active.

Welcome to the Windows Club! We are here with the article to help users fix the error where they get the yellow triangle with an exclamation point in Word or Excel.

Basically, the error looks like a small triangle icon with an exclamation point inside the triangle symbol. The main cause of this error lies with users who are using the Office 365 program. The offline app cannot cynic or retrieve data from the online server.

In this case, they cannot authenticate the license. So how would we solve it? The first case is that you are not signed in to your Microsoft account. If it has read the license well and good before but realizes that the license has expired to confirm, you can sign in to your Microsoft account.

Here's Word, let me copy the email address to sign in to your Microsoft account, click on file, go to the account in the list on the left, sign in at the office, click on sign in , then enter the email id, next select. and wait for it to load, then enter the password. Click on Sign In.

The important part here is that you need to sign in to the same account that you used to purchase your Microsoft 365 or Office 365 subscription. Now we have registered. Is it still syncing? If so, well and good.

If it doesn't, the second option is to sign out of the account and sign in. In this case, go to the account area again. You can click Sign Out to sign out of Office and then sign in again as shown before.

Alternatively, you can also add another account. You can click Switch Account. This is especially true for users who have multiple accounts with Hotmailor Outlook.

In this case, if you are logged into Microsoft Word or Excel with an account other than the one you used to purchase the Microsoft Office subscription. In this case, the offline version of the application cannot read the license. So you need to switch accounts and switch it to the one that you use to purchase the subscription.

Let's assume that neither works. Then the last option you have is to use the Microsoft Support and Recovery Assistant. The same thing was explained in this article about The Windows Club.

The link is shared in the description section. Just scroll down here and read this other article on Microsoft Support and Recovery Assistant and how to use it. Isn't that easy? If you still have any doubts, please let us know in the comments section.

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Don't forget to subscribe to the channel. Thank you for watching this article and have a nice day!

Do dots matter in Outlook?

According to Oremus, if you're still using Microsoft Outlook, Yahoo Mail, or Apple iCloud, dots do still matter. Like Gmail, they're irrelevant on Facebook—though Google Apps does recognize dots—and prohibited on Twitter. (We know, it's confusing.)


Watch this article to learn how to make Gmail or BisonConnect or Google Apps for Government the more familiar look of the email client. This article is specifically aimed at people who are used to using Outlook or Lotus Notes, and there are a few things you can do: and some labs in some settings you can do so with it in the google environment it looks more familiar. To add some other tools that you may be used to and to make it a more familiar and enjoyable experience overall.

What I have here is a standard inbox sorted from newest to oldest. Google also has something called the conversation view. I also like to call it the accordion view.

It basically works like this message here, you see a message string here and it has a number next to it, here is another. This number means that that single line actually represents eight different messages from the original to the newest message, all of which are on one line. Soit takes the original and every answer that follows and compresses it into a single line like an accordion.

To see these messages, click on it, and you can see the older messages here, so here is the original, here is the latest and the older messages are compressed in the middle and to see them, click on them to view them. Some people like this feature, some people don't like it, Outlook and Lotus Notes don't have these features, so if you don't like the accordion or conversation view, you can easily turn them off. You just click on Settings, which is a little gear that looks in the top right corner, and then go to Settings.

Then look for Conversation View in the Settings menu and click Conversation View now on the Settings tab General I'll talk more about it in another article but you can control a lot of things here, for that purpose we will only talk about Conversation View, but It are some other great things here that you can toggle on and off including things like signature and home and away reminders, but after changing the conversation view click save changes. Once you do that you will find that you get back to the inbox and now all the messages that were previously compressed together, the original of all replies are now on a line of their own so this is much more familiar if you go to Outlook or Lotus You are used to Notes Outlook users in particular have a small mini calendar here in the corner from there. This mini calendar is really helpful for you when you want to see what day of the week it is, when you want to see when Thursday of the next week you know what your calendar number is.

With the Google default setting, your chat window was actually in this area, so anyone you email frequently can chat too. So this isn't necessarily the best place to have your chat window if you want it to look more familiar than Outlook or Lotus Notes users. How do you change these things? Another thing that you might want to do is also the preview window and view that you could have.

You could open and read a message without opening it completely, and it was a preview that allowed you to split up your inbox, if you clicked a single message, you could read it without the message taking up the entire screen. The default on Gmail is when you click a message, the entire screen will show you that message there. So what would you really do to add the preview in there? Let me show you the settings and labs that make this all possible.

So what are labs? I'm going back to the year back in Settings now there are several options in Settings that you have in general that we should only change the conversation view if you keep seeing Labs. Now I'll talk a little more about labs in another article. But labs are basically extensions and additional features in Gmail that aren't released with the core Functional, some of these things are experimental so they may not always work, but often their features that people like to use are on / off based on personal preferences Labs a great way to customize without everyone having to use the same features.

In this case, for example, we want to activate very specific functions. So when you scroll down, look for one called the Google Calendar Gadget. You will want to activate thisYou will also want to activate the chat on the right, where is it? Chat on the right! You'll also want to enable quicklinks and the Mark as Read button.

So I re-enabled the calendar gadget, the 'mark as read' button, the chat on the right, and the quicklinks. Once you've activated these labs, you should click Save Changes. This is very important! It will redraw your inbox and now you are back in your inbox but the layout has been changed.

You notice the chat is on the right here now, so the right side chat does the mini calendar thing too, but you don't see it. Well, Google has a function down here, these three little dots turn the gadgets on and off. Now when I click on it I've added the Quick Link gadget and the Calendar gadget to my view, so the Calendar gadget is actually pretty cool because it gives me an overview of all the meetings I have but when you click on it Click Options, click Show mini-calendar, which shows the mini-calendar as you know it in Outlook, so that you mark the day of the week, but also show other days.

Another cool thing is that you can actually click that add button and add a meeting to your calendar right here using this little shortcut here. We'll talk a little more about this in another article, but that's another cool feature over there. The calendar also allows you to view the various calendars that are available to you.

You have your own, but if you share a calendar with someone else, you can view their calendar events as well. Quick links. What does Quick Links do? Quick links are like the shortcuts that Lotus Notes users are used to, such as an email message that you refer to a lot.

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Let's say it has an important link to a document or an important instruction. In this case I am saying this is this message. So you can add a quick link by adding Quick Linklab.

You now have that feature here and just open the message that you want to create a link and click Add Quick Link. It'll ask you to name it, so I'll call this something like 'Links to my articles' and then I'll hit 'Okay'. And now you can see that a linkover has been added here on the left, so now no matter where I am I could be in another message, I can be in the inbox, when I click this quick link it will e- Mail opens automatically so it's another really cool feature.

Another feature that's missing is the preview, and the preview is in the top menu here. This is this button here, it's called Split Pane Mode, so it's essentially exactly the same as the Preview, so you have two options. No split turns it off, but you also have a vertical split that puts your inbox on the left and the message you're looking at on the right.

Now when I click this message I will read the message without it taking up my entire screen Outlook users will be familiar with the horizontal split which is the default in Outlook. Now the previews are down here and all of my inbox messages are up here So I click out there, now there is my message preview so you can play around with it and see exactly what you want to remember is that you have many types of inboxes. You can have the default setting.

You can also sort by importance or whether you have marked it. There's another article in the series that talks more about this, but I'll play around with it and turn labs on and off until the UI looks exactly how you want it and you're comfortable with it. Thank you for watching! If you like this article and want to see more, please subscribe.

Many Thanks!

How do you circle something in an email?

Having trouble with this. I try to circle something in an email and I use.. INSERT, then SHAPES, then OVAL.. and what happens is the oval covers the information. So where is the choice for opaque?

How to change the color of the circle on outlook?

This IT Professional forum is for general questions, feedback, or anything else related to the RTM release versions of Office 2016, 2019 and Office 365 ProPlus. 0 3 I was asked today how to change the color of the circle with the initials in it on Outlook.

Why are there random circles in Outlook Mail?

Random color circles added to the email listing in Outlook Mail on Windows 10 break the visual hierarchy and distract the eye from finding the actual important emails. Okay, alright, I apologize for the harsh headline.

How can I Make my emails look more important?

Now your email listing has a randomly colored circle next to the person’s name for each message and the user’s initials are inside the circle. The bright colors draw your eye to the meaningless letters as if they were the most important thing in the world.

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