All search terms are additive, so if you want to find a message from someone with attachments, select the commands on the ribbon (From, Has Attachments) to build your search. This means you'll have to create a separate POP3 email account to use, or alternatively, create a "this computer only" folder, neither of which is ideal. However, you can easily share your calendar with your team if you want them to be able to see all of your meetings and appointments. If you are desperate for color categories using an IMAP account, you can use an Automatic Formatting system to change incoming message colors and fonts based upon their sender, subject, and recipients, and we'll explore that in more detail in a follow up article. Working offline. Create and assign color categories to help you identify where you need to be to take the next step and to make some tasks stand out. Rather than using Bcc to inform a third party of an issue, forward the message after you send it. Collapse the top-level Contact Group folder so that you aren’t distracted by the unread messages in the folders beneath it. If you have a message you want to discuss at a meeting, flag that message for the day of the meeting and mark it with the @Meeting category. (Use this flag rarely so that it doesn’t become an overpopulated catch-all.). If you delegate your calendar, choose only one person: Don’t make everyone a delegate of your calendar. Search folders can be especially useful when you need to gather information that is saved in different folders — for example, when preparing for a quarterly meeting. Well, I say to you DO IT NOW! Boss your inbox, using rules and action folders. To do this, select the Arranged By heading, and then select Categories. Head to the Folder tab and under New select New Search Folder. Don't write something you wouldn't want everyone in your company to read. If someone sends a message to a Contact Group that you are a member of and the message would be better answered by someone else or another Contact Group, do the following: Reply with the correct Contact Group or person on the To line. This task will become your agenda for the meeting. If you are in a meeting, take notes in OneNote. If it can be done in two minutes or less, do it (reply, file, call, etc.). Your calendar should be treated as your real plan for your time — if you have scheduled it, then that is what you are committed to doing at that time. You are often forwarding email to other people (articles, etc.). This might come across as sneaky behavior on your part. Otherwise, consider using an online meeting app such as Microsoft Teams or meeting by phone. Adding appointments to your calendar to make time to get your work done. However, the read and unread states of messages can be easily be triggered by clicking around your messages so they aren’t a perfect record — just a tool. Outlook is also available as an app, Outlook for iOS and Outlook for Android, which turns out to be one of the best email apps available for your phone and tablet whether or not you use Office 365 or Exchange for your email. In these cases, start by searching in any folder (Inbox, 1-Reference, etc. In the Filter dialog box, select the Where I am check box next to The only person on the To line, and then select OK on each open dialog box. Throughout this time, we have been able to gain numerous best practices and good habits for providing administrative support to a busy professional. If it isn't important, delete it immediately. 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