Book Image

Efficiency Best Practices for Microsoft 365

By : Dr. Nitin Paranjape
Book Image

Efficiency Best Practices for Microsoft 365

By: Dr. Nitin Paranjape

Overview of this book

Efficiency Best Practices for Microsoft 365 covers the entire range of over 25 desktop and mobile applications on the Microsoft 365 platform. This book will provide simple, immediately usable, and authoritative guidance to help you save at least 20 minutes every day, advance in your career, and achieve business growth. You'll start by covering components and tasks such as creating and storing files and then move on to data management and data analysis. As you progress through the chapters, you'll learn how to manage, monitor, and execute your tasks efficiently, focusing on creating a master task list, linking notes to meetings, and more. The book also guides you through handling projects involving many people and external contractors/agencies; you'll explore effective email communication, meeting management, and open collaboration across the organization. You'll also learn how to automate different repetitive tasks quickly and easily, even if you’re not a programmer, transforming the way you import, clean, and analyze data. By the end of this Microsoft 365 book, you'll have gained the skills you need to improve efficiency with the help of expert tips and techniques for using M365 apps.
Table of Contents (15 chapters)
1
Section 1: Efficient Content Creation
7
Section 2: Efficient Collaboration
10
Section 3: Integration

Understanding Inbox rules in Outlook

What is an Inbox rule? You tell Inbox to do something, and it follows your instructions. That's it.

The most common rule people create is this: look at the sender of an email and move the email automatically to a folder for that person. The same pattern may be for a keyword instead of a person, such as the name of a project.

Now, let's see what is happening. What triggers the rule? Outlook will wake up and check every email, but the action will happen only for the conditions you have specified— such as sender name, keyword in email, and so on, as represented here:

Condition(s) -> Action(s) = Inbox rule

Let's create a useful rule to highlight important emails. Go to Inbox | Home tab | Rules | Manage Rules and Alerts. Choose New Rule | Start from a blank rule | Apply Rule to messages I receive, as illustrated in the following screenshot:

Figure 8.1 – Creating a new rule in Outlook...