Tag pro tips

Clean Up Your Inbox in One Click

Taking time off is wonderful until the moment you open your email after returning to work. If you work in an email-heavy company, you may have received hundreds of emails while you were out of the office, and now you’re faced with the difficult task of sorting through each one. With Outlook’s clean-up function (introduced in Outlook 2010), you can drastically reduce the number of emails you have to deal with in just a few clicks—whether you're coming back from vacation or you just have too many emails piled up. The clean-up function removes all email replies that are duplicated in a later thread, allowing you to read a single thread instead of dozens of individual emails. To clean up your inbox quickly:

  • While viewing your inbox, click the "Clean Up" button, and select "Clean Up Folder."
  1. Click the "Clean Up Folder" button in the popup to confirm the action. Outlook will automatically remove all duplicate emails, leaving you with significantly fewer emails to sort through. The clean-up function can be a little disconcerting to use initially. What if it deletes something important like a reply that contained an attachment that was removed in a later thread? Rest assured: the tool is sophisticated and will not delete any emails with attachments or text that aren’t exactly duplicated in later threads, and you can always review deleted items in the trash folder if needed.

Use Outlook’s Task List Instead of Clogging Your inbox

Some emails don’t require an immediate response, but they do need to be handled before the time you have scheduled to review items in your to-do folder. These items can still be moved to your to-do folder so they’re not clogging your inbox, but you’ll want to make sure that you have a reminder to take care of them before a deadline. Create a reminder by adding these emails to Outlook’s task list:

  • Drag the email and drop it on Outlook’s task list icon.
  1. Add a due date and set a date and time to receive a reminder. Save the task. You can now hover your cursor over the task list icon to see a quick view of your task list, organized by due date. Click on the task list icon to open your to-do list and review the respective tasks. If you set a reminder, the task will pop up like a meeting reminder at the specified time. Once the task is complete, mark it as such to remove the task from your to-do list. Open the task by double-clicking it, and click the "Mark Complete" button—or just press the Insert key to quickly mark the item complete. Outlook’s task list is also useful if you’re in the habit of copying yourself on emails as a reminder to follow up, or if you’re emailing someone who is prone to ignoring your requests. Instead of keeping reminders as emails in your inbox, just move them to your to-do folder and add them to your task list.

Move Complex and Non-Critical Emails Into a To-Do Folder

In Outlook 365, you can create a structure of folders for organizing emails. Many people use the folder structure for archiving emails, but folders are also a great way to manage incoming emails as tasks and get them out of your inbox view. We're going to use these folders to do email triage, organize the messy inbox, and overcome email overload. To do this, create three new folders under your inbox folder. The first is a "To Do" folder, and the second and third are subfolders called "Follow Up" and "Someday." These loosely follow the Getting Things Done® or GTD® methodology of organizing tasks. Getting Things Done® and GTD® are registered trademarks of the David Allen Company. To create these folders:

  • Right-click your "Inbox" folder, and select "New Folder."
  1. Title the first folder "To Do."
  2. Click the arrow next to the Inbox folder to view your new To-Do folder.
  3. Right-click the To-Do folder, select new folder, and name this folder "Someday."
  4. Repeat to create a "Follow Up" subfolder under the To-Do folder. Now you have four folders for incoming emails, and you can use all four to manage your tasks and keep your inbox clear. When new emails arrive, move them to the appropriate folder: Inbox – The only emails that stay in your inbox are those that you should answer immediately. They’re either urgent or can be handled quickly (in three minutes or less). To Do – Drag non-urgent emails and emails that will require more than a three-minute response into your to-do folder. You’ll follow up on these items later, but moving them immediately keeps your inbox empty while you process the emails. Follow Up – Move emails to this folder that are put on hold. Things like replies you're waiting to get or tasks that you've delegated. Someday – Some emails don’t require a response. Instead, they’re things you’d like read/review one day when you have time. Drag those into the someday folder to review at some point in the future when work slows down and you need something to do. This might be the equivalent of an Archive folder, but you can use it for items that you'll need to quickly access in the next few weeks. After processing your email, schedule time on your calendar every day to review and handle the items in your to-do folder. This method has three benefits: First, it keeps your inbox clear, allowing you to achieve inbox zero and avoid getting overwhelmed by a cluttered inbox. New emails that come in at a steady stream don't get mixed up with existing emails you've already read, pushing all the important emails down. Second, your emails are better organized! You have a set place to go now for emails that need your attention—just as many folders as you need to stay on top of your email, but no more than you need. Instead of creating countless folders (for different projects, clients, or other categories), you have just four to work with. Third—and perhaps best of all—it allows you to manage your time better throughout the day, focusing on important tasks instead of getting distracted by constant email questions and requests.

Turn off iCloud Private Relay for Wi-Fi

If you notice a major dip in data network speed following the iOS 15 update, you need to disable iCloud Private Relay for the Home/Work Wi-Fi. Simply open the Settings app on the iPhone, navigate to Wi-Fi > Wi-Fi network, and turn off iCloud Private Relay from the following menu.

Edit Date and Time in Photos

Not only can you check the image details from the Photos app, but also modify their date and time in iOS 15. You can select a single photo or multiple photos and select the Share menu. Tap on the Edit Date & Time option and change the date and time for the photo.

Change Per-App Text Size

In iOS 14, users could only change the system-wide font size. That behavior is changing in iOS 15. You can keep the text size change to a specific app only. Just make sure to keep the app open while using the Text Size toggle from the Control Centre.

Create Temporary New Email Addresses

Are you tired of using your primary email address for every website you visit? With the iOS 15, Apple takes care of this hassle. From the Settings > iCloud > Hide My Email menu, you can create multiple temporary email addresses to use. This is a part of iCloud’s Hide My Email function. Users can keep their personal email addresses private by creating unique, random addresses that forward to your personal inbox and can be deleted at any time.

Access Spotlight Search from the Lock Screen

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.

Use Magnifier App

Need to zoom in for specific details using iPhone? You no longer need to open the Camera app and use digital zoom. iOS 15 now comes with a new Magnifier app. As the name suggests, you can use it to zoom in on elements, text, use a bunch of filters, flashlight, play with the brightness slider, and more.

System-Wide Drag and Drop

You really need to use this trick in person to check its awesomeness. You can long-press any image/video/file from one app, open another app, and drop it there. Keep the content pinned using one hand and open another app using another finger and drop the content. It works seamlessly across Apple apps. For example, you can select a photo from the Photos app and use the drag and drop method to attach it to an iMessage conversation.

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