10 Features of Outlook

Introduction: Outlook is a powerful and versatile email client that millions of people use every day. While most users are familiar with its basic functions, there are several hidden features and capabilities that often go unnoticed. In this blog, we will explore 10 features of Outlook that are often overlooked or underutilized. By uncovering these hidden gems, you can enhance your productivity, streamline your email management, and make the most out of your Outlook experience.

One of the most crucial aspects of email management is ensuring the safety and integrity of your important messages. Microsoft Outlook understands this need and provides users with a powerful import/export feature that allows you to create backups of your emails. This feature proves invaluable in situations where you want to export Outlook emails to external hard drive/PC/Computer, safeguard them against data loss, or simply organize your email archives efficiently.

If you encounter the frustrating situation where the import export is greyed out in Outlook or unavailable, don’t worry! There is a reliable and efficient solution available – the Advik PST Converter Tool. This powerful software is designed to overcome any limitations or restrictions within Outlook, providing you with a seamless and hassle-free experience for importing and exporting your Outlook emails.

10 Features of Outlook you Should Know

In this section, we will explore ten powerful features of Microsoft Outlook that can greatly enhance your email management and productivity. Let’s dive in and discover the hidden gems within Outlook that can revolutionize the way you work with your emails.

1. Quick Steps: One feature that many users overlook is Quick Steps. This tool allows you to automate repetitive tasks, such as moving emails to specific folders, forwarding messages, or creating new appointments. By setting up custom Quick Steps, you can save time and streamline your email organization process.

2. Conversation Cleanup: If your inbox is cluttered with redundant email threads, Conversation Cleanup can be a lifesaver. This feature allows you to remove redundant messages in a conversation while keeping the latest reply intact. It helps declutter your inbox and focus on the most relevant information.

3. Ignore Conversations: Tired of being part of lengthy email chains that don’t concern you? The Ignore Conversations feature allows you to silence irrelevant email threads by automatically moving them to the Deleted Items folder. This way, you can declutter your inbox and focus on what matters.

4. Delay Delivery: With the Delay Delivery feature, you can schedule your emails to be sent at a later time. This can be useful when working across different time zones or when you want to schedule follow-up emails. Simply compose your email and choose a future date and time for it to be sent.

5. Voting Buttons: Need to gather opinions or make decisions through email? Outlook’s Voting Buttons feature enables you to include voting options in your messages. Recipients can simply click on their preferred choice, and their responses will be automatically recorded.

6. Calendar Sharing: Collaborating on schedules and coordinating meetings becomes a breeze with Outlook’s Calendar Sharing feature. You can easily share your calendar with colleagues or friends, granting them access to view and schedule appointments, eliminating the need for back-and-forth coordination.

7. Search Folders: Search Folders allow you to create virtual folders based on specific search criteria. This feature helps you quickly access emails that match your defined criteria, such as unread messages, flagged items, or emails from specific senders. It simplifies email management and ensures important emails are never missed.

8. Quick Parts: If you find yourself repeatedly typing the same text or phrases in your emails, Quick Parts can be a time-saving feature. It allows you to save snippets of text as reusable building blocks, which can be quickly inserted into your emails with just a few clicks.

9. RSS Feeds: Outlook’s RSS Feeds feature allows you to subscribe to your favorite websites or blogs and receive updates directly in your inbox. It consolidates your news and information in one place, making it easy to stay up to date without constantly visiting different websites.

10. Advanced Rules and Alerts: While many users are aware of basic email rules, Outlook offers advanced options for creating complex rules and alerts. You can set up rules to automatically categorize emails, forward messages to specific folders, or trigger customized notifications based on specific criteria.

Read Also: Top Tools for EML to PST Conversion


Outlook is more than just an email client. By exploring and utilizing these often overlooked features, you can unlock its full potential and optimize your email management and productivity. Take advantage of Quick Steps, Conversation Cleanup, Delay Delivery, and other hidden gems to streamline your workflow, save time, and enhance your overall Outlook experience. Don’t limit yourself to basic email functionalities; embrace these powerful features and take control of your inbox like a pro.