Kansas State University

Loop components in Outlook make collaboration more manageable by allowing you to co-create content. No more back-and-forth messages or version confusion. With Loop, updates are instant, and everyone stays on the same page.

Types of Loop components 

• Bulleted list
• Checklist
• Numbered list
• Paragraph
• Table
• Task List
• Q&A
• Voting table
• Progress tracker
• Kanban board
• Team retrospective

Inserting Loop component

1. Start an email as usual, then click the Loop button on the toolbar.
2. Select the Loop component you want to use.
3. Note: The Loop component is saved automatically, so you can instantly start collaborating.

If you have any questions, join the KSU Teams Support channel.

Do you find yourself writing the same email over and over? Save time and streamline your workflow by using templates in Outlook on the web. Whether you frequently send meeting requests, status updates, or responses to common inquiries, templates can help you work smarter, not harder.

Creating and using email templates in Outlook on the web

Creating a template

1. Compose a new email message as you normally would and then copy the message.
2. On the toolbar, click the Message tab.
3. On the toolbar, click the My Templates button.
4. Click the + Template link.
5. Give your template a name and paste your message into the text box.
6. Click Save to store your template for future use.

Using a saved template

1. Open a new email.
2. On the toolbar, click the Message tab.
3. On the toolbar, click the My Templates button.
4. Click on the three-dot menu in the email toolbar.
5. Customize as needed and hit Send.

By integrating email templates into your workflow, you’ll reduce repetitive typing, improve response times, and maintain consistent messaging.

A well-organized inbox can decrease email overwhelm and significantly boost your productivity. Incorporate these tips to keep your inbox organized and clutter-free.

Use Categories to quickly locate specific types of emails

You can assign color-coded categories to your emails based on topics, projects, priorities, and more. To assign a category:

1. Right-click an email and select Categorize.
2. Choose or create a category.

Using categories makes it easier to sort and find related messages at a glance.

Create rules to automate email management

You can automatically sort, flag, or move emails based on specific conditions. The following are a few ways you can use rules::

• Move emails from a specific sender to a folder
• Categorize emails with specific keywords in the subject
• Flag important emails for follow-up
• Automatically forward emails from a specific sender
• Move newsletters to a “Reading” folder
• Delete emails with specific words in the subject
• Mark emails as read from a mailing list
• Move emails with attachments to a “To Review” folder

See Use inbox rules in Outlook to learn more.

Filter emails for efficient searching

Quickly find specific emails by filtering your inbox based on keywords, sender, or other criteria. To use a filter:

In the Search box in the top navigation, type your filter criteria. Also, notice you can choose to filter emails by specific folders.

A few filter examples:

• Filter by specific sender or domain.
• Filter with keywords in the subject line.
• Filter emails with attachments only
• Filter unread emails to quickly view messages you haven’t opened
• Filter by category (e.g., “project,” “priority”)
• Filter by importance level (e.g., “High Importance”)
• Filter by received date (e.g., within the last week)

Questions?

Submit any questions to the KSU Teams Support team.