Top 10 Tag pro tips

Unfortunately, not all emails in the workplace come with an unsubscribe link. Day after day, emails arrive in your inbox that are just a distraction. Some common examples include:

• Automatic Notifications: If you’re assigned to a team on one of the platforms you use at work—such as customer relationship management (CRM) software—that platform may send an email every time a change is made in the system.
• "Fun" Emails: Sometimes a team leader or department will send daily/weekly emails with trivia, memes, or jokes designed to make work feel more fun.
• Threads You Shouldn’t Have Been Included On: Occasionally, someone will send a mass email that gets dozens of replies—none of which have anything to do with you or your job. These emails keep you from focusing on your important work. Use Outlook’s rules function to skip the inbox and send those emails straight to the trash—or to another folder for review. You can also use Outlook rules to automatically sort incoming emails to the appropriate folder, such as always sending emails that are from your boss with a certain subject line to the To-Do folder and emails from a newsletter you regularly read to the Someday folder.
• Right-click the email, hover over "Rules," and select "Create Rule."

2. Choose the criteria for the rule:

• "From [Sender]" will execute the rule any time you receive an email from a specific email address or contact.
• "Subject contains" will execute the rule any time a specified subject line is used.

3. Select what happens when the rule runs. To sort emails out of your inbox and into the appropriate folder, check "Move the item to folder," and select the folder where you want the emails to be sent. You can choose the "Deleted Items" folder if you never want to see them, or you can create a separate archive folder if you may need to review the emails in the future. Click "OK" to apply the rule. Want to prevent getting future emails on a specific thread? In that case, instead of creating a rule, you can just use Outlook's ignore function. Right-click the email, select "Ignore," and confirm the action. Ignore automatically sends future replies to that thread to your "Deleted Items" folder so you don’t receive them in your inbox.

If you spend a lot of time typing the same answers to questions you get repeatedly, create Quick Parts to insert that text into email replies in just a few clicks. No need to keep typing the same thing over and over again or having to find an old response to copy and paste. When you’ve finished typing a response that you expect to need to send again, follow the steps below to save the text as a Quick Part:

• Highlight the text you want to save in the email, and click the "Insert" tab.

2. Within the "Insert" menu, click "Quick Parts," and select "Save Selection to Quick Part Gallery."
3. Give your new Quick Part a descriptive name, and click "OK." With this Quick Part saved, you can now add that text to any email with just a couple clicks. With your cursor in the body section of the email, click the "Insert" tab. Click "Quick Parts," and then select the Quick Part you want to insert. The prewritten text will automatically appear in the body of your email, and you can edit and customize it as needed for your new response.

Spotlight Search also gets a major boost with new features. Spotlight uses intelligence to search photos by location, people, scenes, or objects. Using Live Text, Spotlight can also find text and handwriting in photos. Spotlight now offers web image search and all-new rich results for actors, musicians, TV shows, and movies. The good news is, you can access all these goodies right from the iPhone lock screen. Use the same swipe-down gesture from the lock screen, and Spotlight Search is ready to serve you.

If you’ve had success with the previous Outlook tips and are interested in getting into more advanced email management, it’s time to take a look at Quick Steps. Quick Steps allow you to automatically perform long strings of actions based on a trigger. Say at the end of the month you receive a series of invoices from vendors or contractors. Your normal process is to review the invoices, forward the invoices to your accountant, and create a reminder to follow up with the accountant a week later to make sure the invoices were paid. Quick Steps can take care of the last two steps for you with fewer clicks than if you performed the tasks manually:

• Click the "Create New" button in the Quick Steps section of the Home ribbon.

2. Give the new Quick Step a descriptive name, and select the first action: "Forward."
3. Type your accountant’s email address into the "To" field.
4. Click the "Add Action" button to select the second action: "Create a task with attachment."
5. Click "Finish" to create the Quick Step. After you review an invoice, you can now execute the Quick Step to forward the email and create a reminder task. Select an email containing an invoice, and click the appropriate Quick Step in the Home ribbon. The email forward and task windows will open automatically. Click Send to forward the email, and set a due date and reminder for the task before saving, if you'd like. There are many different ways to use Quick Steps to speed up email processing. Spend some time thinking about the repetitive actions you take on emails, and set up Quick Steps to make managing your emails so much quicker and almost painless.

Over the years Spotlight has evolved from being just a search mechanism for Mac. Now, you can use it to perform many functions. For example, you can use Spotlight for carrying out currency and unit conversions. I use it almost daily to convert measurements, currency, and more. You can also use Spotlight to perform simple mathematical calculations including multiplication, division, addition, subtraction, and more. Similarly, you can use Spotlight to get weather information of any city in the world. Type the word weather followed by the city name and it will give you the current weather condition. You can also find word definitions. Type the word and hit the “⌘+L” keyboard shortcut to pull up the definition of that word.

macOS focuses on keeping the user interface clean and simple. And while it makes sense, sometimes it hinders usability. For example, one thing that irks me about macOS is that it doesn’t show the file path by default. So, if you search for a file in Spotlight and open its location, you will not be able to figure out how to reach that location. Thankfully, there’s a handy keyboard shortcut that can enable the file path. If you want to see a file’s location path, hit the “Cmd+Opt+P” keyboard shortcut and it will display the file path. If you forget this keyboard shortcut, you can find it using the “View” menu as shown in the picture below.

One of the most infuriating thing about performing search in a Finder window on Mac is that it initiates the search for the entire Mac. It makes no sense but that’s how it has been since ages. Thankfully, you can change this behavior in the Finder Preferences. So, open Finder Preference (⌘,) → Advanced and under “when performing a search” option click on the dropdown menu to select “Search the current folder”. It is going to save you a lot of grief in the future.