Essential M365 Tech Tips

Many users only scratch the surface of what Microsoft 365 can do. Whether you're new to M365 or have been using it for years, there's always something new to learn. In this blog, we’ll explore some lesser-known yet highly effective features in Outlook and Excel, along with a few keyboard shortcuts that can make your day smoother and more efficient.

Focused Inbox in Outlook

One of the most common complaints we hear on the IT Service Desk is the overwhelming number of emails professionals receive daily. Focused Inbox is an excellent feature for tackling this issue head-on. It automatically sorts your emails into two tabs: 'Focused' for important messages and 'Other' for everything else.

Turning on Focused Inbox is simple:

1. Go to Settings.
2. Navigate to Mail
3. In the Layout Tab, toggle on Focused Inbox.

This feature will help you prioritise your emails, ensuring that critical communications don’t get lost in the flood. If you need help setting this up, our IT Support Services team is always here to assist.

Scheduling Emails in Outlook

If you’re managing multiple projects, staying organised is crucial, and scheduling emails can be a lifesaver. This feature is particularly useful when you need to send emails at a specific time, even if you're not at your desk. It's great for automating communication and ensuring nothing slips through the cracks.

To schedule an email:

1. Write your email as usual.
2. Instead of clicking Send, click the drop-down menu next to Send.
3. Select Schedule Send and choose from the pre-populated times or set your own.

This is a feature we frequently recommend to clients looking for Managed IT Services to streamline their workflows.

Pop-Out Replies in Outlook

For those long email threads, where you need to refer back to previous messages while replying, the Pop-Out Replies feature is a game-changer. It allows you to keep your original email open in a separate window, making it easier to cross-reference information as you type your response.

When you click Reply:

1. You’ll default to an inline reply within the thread.
2. To pop out the email, click the Pop-Out button.
3. Move the new tab side-by-side with the original message to avoid scrolling back and forth.

Our IT Helpdesk Services often guide users through such tips to improve their email management skills.

Flash Fill in Excel

Excel is a powerful tool, and Flash Fill is one feature that can save you significant time when entering repetitive data. For example, if you’re creating a spreadsheet and need to list 20 rows of data, Flash Fill will recognise the pattern after a few entries and replicate it for you.

Here's how to use Flash Fill:

1. Enter data points in a column
2. Highlight these cells and drag the fill handle (the small square at the bottom right of the selection).
3. Excel will recognise the pattern and fill in the rest of the cells accordingly.

This tool is invaluable for anyone who relies on Excel for data management, and it’s a favorite among those who seek IT Support to streamline their daily tasks.

Essential Keyboard Shortcuts

Lastly, mastering a few keyboard shortcuts can further enhance your efficiency:

Ctrl + Enter: Sends your email instantly in Word or Outlook.
Ctrl + Shift + K: Creates a new task in Outlook from anywhere in the application.
Ctrl + 1, 2, 3: Switches between different view modes in Excel.
Alt + Q: Opens the ‘Tell me what you want to do’ search box in any M365 app.
Ctrl + F: Quickly opens the search function in documents, emails, or spreadsheets.

These features and shortcuts can significantly enhance your productivity, making your workday smoother and more efficient. At Mason Infotech, we’re committed to helping you get the most out of your IT Support Services. Whether you’re a small business needing Managed IT Services or looking for specialised IT Helpdesk Services, we’re here to help you navigate the complexities of Microsoft 365.

If you have any questions or need further assistance, don’t hesitate to reach out. Our team of experts is always ready to support you in optimising your M365 experience.