Outlook 365 / 2016 / 2019 Essential Quick-start
4.4 (12 ratings)
Course Ratings are calculated from individual students’ ratings and a variety of other signals, like age of rating and reliability, to ensure that they reflect course quality fairly and accurately.
57 students enrolled

Outlook 365 / 2016 / 2019 Essential Quick-start

Blast through emails and turbo-charge your day. Learn Outlook's key features and strategies today to be more productive
4.4 (12 ratings)
Course Ratings are calculated from individual students’ ratings and a variety of other signals, like age of rating and reliability, to ensure that they reflect course quality fairly and accurately.
57 students enrolled
Created by Jim Zarifis
Last updated 3/2018
Price: $99.99
30-Day Money-Back Guarantee
This course includes
  • 1 hour on-demand video
  • 1 article
  • 8 downloadable resources
  • Full lifetime access
  • Access on mobile and TV
  • Certificate of Completion
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What you'll learn
  • You'll have the tools to reduce your effort, maximize your performance and reduce your stress by minimizing incoming emails, automating the handling of emails, and have a proven process for handling emails requiring your action
  • Reduce the amount of time in Outlook handling emails to focus on higher value activities
  • Have Microsoft Outlook 365 / ProPlus / 2016 / 2013 and email account
  • Course uses Windows version of Outlook and shows Exchange and non-Exchange emails accounts

You become successful or get promoted by doing valuable activities - not emailing AND that’s why you should take this course. [Seriously, did you ever discuss your email skills during a job review or did you discuss projects?]

Yes, there are a lot of things you CAN do with Outlook - but just because you CAN do it doesn’t mean it will make your life easier.

I’m all about SIMPLIFYING your use of Outlook - I teach you the key FEATURES and give you a PROCESS to follow for handling emails.  I keep it S-I-M-P-L-E. I show you how to have fewer emails and do fewer clicks to get the job done.

This course is ideal:

  • for people who want to learn the features they will actually use daily that will simplify their life
  • if you’ve used other email programs and are new to Outlook
  • Beginner level - you’ve done basic emailing but never got any training in Outlook
  • Intermediate level - you’ve been using Outlook but you’re missing out on awesome features because you’ve been too busy

This course is NOT for:

  • Someone wanting to pass the Microsoft Certification. I want to help you speed through your emails, improve your productivity and reduce your stress… not take a test.

What You Will Learn

  • Discover easily missed gems in the Outlook interface that will improve your speed dealing with emails.
  • Learn how to automate processing of emails
  • Create one-click actions to lessen your workload
  • How to stop the endless email notifications
  • Ensure you don’t miss critical emails
  • To follow a proven process for handling incoming emails
  • How to prevent decision fatigue and make Outlook do the work

Included Materials That Can Be Printed

  • Cheat sheets
  • Post-course Success Checklist
  • and more…

I use microlearning techniques - short, to-the-point videos that target specific areas to make it easy for you to learn exactly what you need when you need it

Who this course is for:
  • If your inbox has more than 200 emails, then you need this course! Thousands? Then you really need it!
  • Course is applicable to new, beginner and intermediate skill levels.
Course content
Expand all 28 lectures 59:23
+ Outlook Interface Overview and Optimization
8 lectures 14:59

Master the Outlook interface

  • customize the Outlook interface to help you speed through emails with the fewest clicks of the mouse
  • increase the amount of screen space to read emails
  • combine multiple actions into one click to save you time
Preview 00:47

Discover how to add commands you use frequently to the Quick Action Toolbar, change the Ribbon, and save the settings

Quick Access Toolbar (QAT) and Ribbon

Create more screen space - especially helpful on laptops - by changing the Tabs and Commands setting

Tabs and Commands

Do you have folders you reference frequently? Add them to the Favorites section

Customizing Favorites

Increase screen space by shrinking the Navigation area and customize it to the way you want

Navigation - Get more screen space

Explore the Status Line and discover the handy features that are frequently overlooked

Status Line


Outlook Options - Mail - Replies and Forwards Options.pdf (1 pg)

  • To move quickly through your emails, use Reading Mode and these settings to open replies and forwards in a single window and to close original message when replying or forwarding. This helps keep your desktop from getting filled up with a hundred open, distracting emails.
  • By touching each email once - and not leaving a window with an email open all day, you'll stay focused and more productive! (... and less stressed!)

Outlook Message Pane - Differences Explained (1 pg)

  • Why does your Outlook look a little different? I explain why here.
Preview 02:26

Learn how to speed your way through emails by combining multiple steps into one click using Quick Steps.


Creating Quick Steps with examples.pdf (8pgs) has (6) example Quick Steps for business and/or personal Outlook accounts that will automate multiple steps into one click to help you speed through your emails

Quick Steps - multiple actions with ONE click!
+ Get a better VIEW
2 lectures 07:44

You'll discover how to work efficiently by using the View tab to customize, sort and filter your emails

Preview 00:42

You will understand how to use the sorting, filtering and different views available for the message pane

Different type of email accounts will affect the way the Outlook View tab will look to you.  In the PDF below, we show how it looks for an account connected to an Exchange Server vs a POP Server

View Tab Options to Customize Your Outlook for Maximum Efficiency
+ 4 D's for Handling Emails
5 lectures 13:02

You'll learn an effective, proven process to handle emails.

This section includes a cheat sheet to printout that shows the workflow for handling emails

Preview 00:41


4Ds Cheat Sheet.pdf (1 pg)

  • Delete Delegate Defer Do cheat sheet - print and display to remind you of the process to follow and options to use.
The 4 D's - Get ready to be more productive with less effort!

The Delete section on the Home tab has powerful options that are frequently ignored by new and experienced users.

Be proactive and use Ignore and Junk to keep emails from appearing in your inbox - IT SAVES YOU TIME!

Clean Up will remove emails that are part of an email chain by deleting all but the latest email.  [Note: Outlook won't delete an earlier email if it has information that doesn't appear in a later email - so don't be afraid to use this feature!]

There's more than one way to Delete!

By customizing the Junk Email Options, you can have Outlook automatically handle junk emails and reduce the emails making it into your inbox.

You'll learn how to:

  • adjust the junk mail protection level
  • backup the sender, recipients and blocked sender lists
  • block emails by country

Note: When making changes between levels of protection, make sure you check your Junk folder in case Outlook misidentified an email as junk.  Either adjust the level to a lower setting or add the sender to your Safe Sender list.

Recommendation: Don't ever set Outlook to permanently delete emails it thinks is junk - you could miss a valid email and never know it.

Avoid Junk Email! How to use and save customizations

Confused by Archive and AutoArchive? Microsoft has added and changed the functionality in Outlook and the slightly different archiving processes have similar names.

The downloadable file explains the difference between these two functions. Expect Archiving to change more in the future as support for PSTs (local mailbox files) will most likely be removed.

+ Rule the World with Rules! Maybe not the world, but YOUR world
3 lectures 07:01

You'll know how to create rules to:

  • automate the handling of select emails to minimize the emails you need to touch
  • create alerts for only the emails you deem important
Preview 01:03

You'll discover these powerful features to save you time:

  • Automate Outlook to handle emails for you - get those newsletters and low-priority emails out of your Inbox!
  • Save your rules to a special file in case you need to restore your rules or share with a friend or coworker
Use Rules to automate!

Do you really need to be interrupted for every spam / low-priority email?

Turn OFF the notifications for every email and then...

create specific email notifications - only get alerts for emails YOU deem important. YOU get to choose the emails that Outlook should tell you about!

Stop getting interrupted! Use special Rules to alert you for IMPORTANT emails
+ Searching - Make Outlook do the work
3 lectures 07:43

A BIG timesaver here!

You'll learn how to use Search Folders and ad hoc searches to save time

Preview 00:51

Create virtual folders and make Outlook do the work of 'filing' emails.

Eliminate the decision fatigue that comes with deciding where to file each email.

Search Folders - saving yourself from decision fatigue

Discover the powerful search capabilities within Outlook to search your Inbox and Sent Items folders - stop wasting time filing into separate folders and use ad hoc searches when you need to find something.

The time spent manually filing emails will always exceed the time spent occasionally looking for an email. Find emails quickly and efficiently using the information in this video.

Preview 02:46
+ Productivity Tips!
3 lectures 02:53

Want to be more productive? You'll learn how to view your schedule and to do list (and not your distracting emails) to get more done.

Stop looking at your Inbox - View your schedule and To Do's

Discover alternative uses for Automatic Replies (also known as Out-of-Office), schedule time for emails and set expectations for when you'll respond to someone's email. Yes, you can use it even when you are in the office!

Preview 01:29

Download, print and use TODAY 1-2-3 Priorities Schedule and Notes.pdf

Daily Schedule with Priorities
+ BONUS Topics
3 lectures 05:24

Create a signature for your emails that contain your name and contact info. You can have a number of signatures, so get creative!

You'll see how to set Outlook to automatically add it to your emails AND how to back them up.

If there is a disclaimer or other standard content you need in your emails, include it here.

Signatures - Create and Backup

You'll learn an easy way to save Quick Steps in case something happens to them, you move to a new role, or you want to share them with someone.

Backup Quick Steps

You'll learn how to Export Contacts, Notes and Tasks from Outlook. You can share these exported files with coworkers or import onto another computer that isn't setup with the same email account.

Exporting Contacts, Notes and Tasks
+ Success Checklist and Wrap Up
1 lecture 00:37

Print and use the Post-course Success Checklist to ensure you are using all the tools covered in this course to keep your Inbox under control, minimize your effort and maximize your productivity.

Contact me first with any comments or questions you may have!

Checklist and Wrap Up