Outlook for Admins: 4 Hidden Tools That’ll Save You an Hour a Day
You know that moment when you open Outlook first thing in the morning - and your inbox already looks like a full day’s work?
Meeting invites, “quick questions,” follow-ups, and travel changes… and it’s only 8:30.
Sound familiar?
Most administrators I meet have been using Outlook for years - some for decades - but no one’s ever shown them what it can really do.
And I don’t mean complicated IT stuff.
I mean the small, simple tools that make your day a bit easier and save you hours over a week.
A Day in Outlook - and How to Make It Easier
8:10 am – Inbox overflow
You’ve just sat down, coffee in hand, and the big bold blue 'unread messages' number is already in the forties.
You start scrolling - same people, same subject lines, same endless “reply all” messages that make your head spin.
- Hidden fix: Conversation Clean Up.
One click clears out all the duplicate replies and keeps only the latest message in each thread.
Your inbox drops by a third in seconds - and you haven’t lost a thing.
9:30 am – The same jobs again and again
You’re replying to a meeting request from the same group you always do.
Then forwarding a note to your manager.
Then moving the email to a folder called “Done,” just like yesterday… and the day before.
- Hidden fix: Quick Steps.
Create a shortcut button that does it all in one go - reply, forward, file, even flag.
One click, and Outlook does the work. It’s like teaching it your routine so you don’t have to repeat yourself.
10:15 am – Can’t find that one email
You remember someone in Finance sent you a spreadsheet last week… or was it the week before? You search their name - nothing. You search “budget” - too much. You give up and ask them to resend it.
- Hidden fix: Search Folders.
You can make a folder that automatically gathers emails from your key people or on specific topics.
Next time you need something, it’s right there - no hunting, no frustration, no asking twice.
11:45 am – The meeting puzzle
You’re trying to find a time for four people who all have packed diaries, and one’s in New York.
You pencil something in, only to realise it’s 9pm for her and 6am for you.
- Hidden fix: Schedule View and the Time Zones.
They let you see everyone’s calendars side by side and check up to three time zones right in your Outlook view.
It saves those back-and-forth emails and avoids scheduling slip-ups that cause chaos later.
Why It Matters
These small tricks don’t just save time - they make your day smoother and less stressful.
Every minute you spend less searching, scrolling, and sorting is a minute you get back for the important work you actually enjoy.
And here’s the best part - it’s not hard to learn.
I’ve had people tell me, “I’ve used Outlook for 15 years and never knew that existed!”
It’s never too late to make Outlook work for you, instead of the other way around.
Want to Find the Rest of Outlook’s Hidden Tools?
Our Outlook – Improving Efficiency course is perfect if you already use Outlook every day but know there must be an easier way.
You’ll learn how to:
- Customise Outlook so it suits how you work.
- Manage conversations, rules, and Quick Steps.
- Keep your inbox tidy without losing control.
- Find emails, meetings, and tasks fast.
Little changes that save a lot of time.
👉 Explore Outlook – Improving Efficiency
About the Author
Susan Howard
IT Training Specialist and Facilitator with deep expertise in Microsoft Office applications, Power BI, and business systems. As Technical Training Lead at Underscore, Susan delivers engaging, hands-on courses that help professionals boost productivity, improve data confidence, and master essential digital skills across Excel, PowerPoint, Outlook, and more.
