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California State University, Long BeachCalifornia State University, Long Beach

Skillsoft Training Spotlight

Using Overlooked Outlook Features to Save Time and Manage Tasks

People tend to solely use Microsoft Outlook for email and basic calendar functions. Two other overlooked features are Quick Parts and Tasks.

Quick Parts:

The Outlook Quick Parts tool is an excellent productivity function you can use if you're constantly reusing pieces of content in your e-mail messages. For instance, if you find that you have to type an e-mail response to a frequently asked question, or craft a similar welcome message for a new employee, Quick Parts will save you time. In a nutshell, it lets you save content that you repeatedly use to the Outlook Ribbon. To learn how to do this, check out the following videos:

In this course, Formatting E-mail and Configuring Message Options in Outlook 2013, you can go to a specific video section, Inserting Tables, Graphics, Links, and Quick Parts, which demonstrates how to create and insert Quick Parts.

If you use Outlook 2016 instead, navigate instead to this course, Configuring Message Options in Outlook 2016, or specific video section, Inserting Links and Quick Parts in Outlook 2016.


The Tasks tool is also a task-master – you can use it not only for your own to-do list, but also to either forward or specifically assign tasks to others. Since you can use due-dates and assign prioritization and track status with Tasks, it can be more efficient than using your “old-school” paper to-do list.

In this course, Collaboration and Customization with the Calendar, Contacts and Tasks in Outlook 2013, you will find a specific video section, Managing Tasks in Outlook 2013, which instructs you on these features.

For Outlook 2016, use:

Note: A professional development plan can be created in conjunction with your ASM and appropriate administrator, which can be completed electronically through this program. Appropriate administrator approval must be obtained in advance to complete coursework during work hours.

Questions? Contact, x 5-1052.

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