![\"Applying](\"https:\/\/i0.wp.com\/www.attorneyatwork.com\/wp-content\/uploads\/2026\/03\/Outlook-Productivity-Tips-for-Lawyers.jpg?resize=770%2C495&ssl=1\" "\\"\\"")
Table of contents<\/h2>\n\n- 1. Quick Steps for Flagging Email Follow-Ups<\/a>\n
\n- Here\u2019s how I set up the new Quick Step.<\/a><\/li>\n<\/ul>\n<\/li>\n
- 2. AutoArchive for Deleted Items<\/a>\n
\n- Not Sure If\/When AutoArchive Runs?<\/a><\/li>\n<\/ul>\n<\/li>\n
- 3. Open in New Window<\/a>\n
\n- About Affinity Consulting Group<\/a><\/li>\n<\/ul>\n<\/li>\n
- More Tech Tips From Affinity<\/a><\/li>\n
- Office 365 Training Manuals for Lawyers<\/a><\/li>\n<\/ul>\n<\/div>\n
Mastering the tools you use almost every hour of the day, like Outlook, Word and your case management system, can make a big difference in your law practice. Here are three of my favorite tips to boost productivity in Outlook.<\/p>\n
Sidebar<\/strong>: I know there\u2019s classic Outlook and new Outlook, but very few attorneys I meet are using new Outlook yet, so these tips are primarily for classic Outlook.<\/p>\n1. Quick Steps for Flagging Email Follow-Ups<\/h2>\n
Quick Steps are a way to package multiple actions (like move, categorize, or delete a message) into a single action you can activate with a click or keystroke. The mistake most people seem to make with them is creating a Quick Step to do something that\u2019s just one step to begin with. A Quick Step that just deletes a message, for example, isn\u2019t really very useful (you could just press Delete on your keyboard).<\/p>\n
Here\u2019s an example that I find very useful \u2014 in fact, I use it almost every day. <\/p>\n
When I have an email message awaiting a response, I like to tag it as a message I\u2019m waiting on and flag it for follow-up. This way, I get a reminder if I haven\u2019t heard anything by a certain time.<\/p>\n
Here\u2019s how I set up the new Quick Step.<\/h3>\n\n![\"\"](\"https:\/\/i0.wp.com\/www.attorneyatwork.com\/wp-content\/uploads\/2026\/03\/Open-Quick-Step-Dialog.jpg?resize=408%2C146&ssl=1\" "\\"\\"")
<\/figure>\n\nTo start with, I\u2019ll find Quick Steps on the Home tab of the Ribbon in Outlook and select Create New<\/strong> to create a new Quick Step. <\/p>\n<\/div>\n<\/div>\nIn the Edit Quick Step<\/strong> dialog that appears, I\u2019ll name my Quick Step \u201cWaiting\u201d and add my first action to categorize the message. Since I\u2019ve already created an Outlook Category called \u201cWaiting,\u201d I\u2019ll select Categorize message<\/strong> from the list and choose that \u201cWaiting\u201d category.<\/p>\n\n![\"\"](\"https:\/\/i0.wp.com\/www.attorneyatwork.com\/wp-content\/uploads\/2026\/03\/Edit-Quick-Step-1-Graphic.jpg?resize=537%2C711&ssl=1\" "\\"\\"")
<\/figure>\n<\/div>\n(Note: If you already have several Quick Steps, you might not see Create New in the menu. Just click the large Quick Steps<\/strong> button on the right side of the gallery to expose it.) <\/em><\/p>\nNext, I want to add a second action that adds a flag to the message for follow-up. From the menu, I choose\u00a0Flag Message<\/strong>\u00a0for that action and, under\u00a0Choose flag<\/strong>,\u00a0I\u2019m going to select\u00a0Next Week<\/strong>.<\/p>\nFinally, I want to assign a keyboard shortcut to my Quick Step so that I can trigger it right from the keyboard without needing to use my mouse to find the button. I\u2019ll select the Choose a shortcut<\/strong> dropdown and select CTRL+SHIFT+1<\/strong>. Then I\u2019ll click Finish<\/strong>. <\/p>\n\n![\"Edit](\"https:\/\/i0.wp.com\/www.attorneyatwork.com\/wp-content\/uploads\/2026\/03\/Edit-Outlook-Quick-Step-Categorize-and-Flag.jpg?resize=593%2C805&ssl=1\" "\\"\\"")
<\/figure>\n<\/div>\nNow, whenever I\u2019m waiting for a response to a message in any folder, including Sent Items, I can just press CTRL+SHIFT+1. That message will get categorized as \u201cWaiting,\u201d it\u2019ll get a little green flag, and it will be added to my To Do list for next Friday. Next Friday, I can decide if I need to follow up on that item or not.<\/p>\n
2. AutoArchive for Deleted Items<\/h2>\n
Most of us aren\u2019t good about cleaning out our Deleted Items folder, and those messages can really pile up. Luckily, there\u2019s an Outlook feature that can help: <\/p>\n
\n![\"Delete](\"https:\/\/i0.wp.com\/www.attorneyatwork.com\/wp-content\/uploads\/2026\/03\/Outlook-Deleted-Properties-Screen.jpg?resize=422%2C575&ssl=1\" "\\"\\"")
<\/figure>\n\nAutoArchive. Right-click the Deleted Items<\/strong> folder and choose Properties<\/strong>, then go to the AutoArchive<\/strong> tab of the dialog that appears. <\/p>\nThe default is Do not archive items in this folder<\/strong>. Let\u2019s change that! Select Archive this folder using these settings<\/strong>.<\/p>\nThe first thing to choose is Clean out items older than<\/strong>. You probably want your Deleted Items for at least a few days, in case you accidentally delete something you want to recover, but pick a time frame that works for you. (I set mine to 1 month).<\/p>\nNext, in the radio buttons, select Permanently delete old items<\/strong>. And select OK<\/strong> to finish.<\/p>\n<\/div>\n<\/div>\nFrom then on, each time AutoArchive runs, items that have been in the Deleted Items folder longer than that period of time will be automatically purged.<\/p>\n
Important: <\/strong>AutoArchive works off the Modified date, not the Received date, and the item will have been last modified when you deleted it. So, if you\u2019re wondering why something hasn\u2019t been purged yet, even though it looks old, that might be why.<\/p>\nNot Sure If\/When AutoArchive Runs?<\/h3>\n\n![\"\"](\"https:\/\/i0.wp.com\/www.attorneyatwork.com\/wp-content\/uploads\/2026\/03\/Outlook-Auto-Archive-Dialog-600x495.jpg?resize=600%2C495&ssl=1\" "\\"\\"")
<\/figure>\n<\/div>\nIn Outlook, go to File > Options > Advanced > AutoArchive Settings<\/strong>. The very first item on the dialog says whether AutoArchive runs automatically and how often. I have mine set to run every three days. You can set it to whatever makes sense for you.<\/p>\nWant to trigger AutoArchive to run now?<\/h3>\n
Simple. In Outlook, go to File > Tools > Mailbox Cleanup > AutoArchive<\/strong>.<\/p>\n3. Open in New Window <\/h2>\n\n![\"\"](\"https:\/\/i0.wp.com\/www.attorneyatwork.com\/wp-content\/uploads\/2026\/03\/image.png?resize=218%2C187&ssl=1\" "\\"\\"")
<\/figure>\n<\/div>\nIt\u2019s not uncommon to want your inbox and calendar \u2014 or maybe two different email folders \u2014 open at the same time. To do that, open one of them, then right-click on the other and select Open in New Window<\/strong>.<\/p>\nNow you\u2019ve got both of them open at once, so you can see them side by side and work with them more easily.<\/p>\n
Yes, you could open a third or fourth window if you really wanted to.<\/p>\n
By mastering these Outlook productivity tips for lawyers, you can spend less time managing email and more time on client work.<\/p>\n
\nAbout Affinity Consulting Group<\/h3>\n
Affinity Consulting Group inspires, enables and empowers legal teams of all sizes to work smarter, from anywhere. The company\u2019s holistic approach incorporates people, process and technology. Affinity\u2019s passionate, well-connected industry experts work hand in hand with you to help you better understand and optimize your business \u2014 from software to growth strategy, and everything in between.<\/p>\n
\nMore Tech Tips From Affinity<\/h2>\n\n- Cut Through the Clutter: How Copilot Helps You Get a Handle on Your Inbox<\/a><\/li>\n
- Microsoft Copilot 2025: It\u2019s Better 1 Year Later<\/a><\/li>\n
- Legal AI Myths: Separating Fact from Fiction in Your Law Firm<\/a><\/li>\n
- Law Firm Tech Cleanup: 6 Steps to Boost Efficiency\u00a0and Cut Costs\u00a0Now<\/a><\/li>\n
- 15 Secure Collaboration Hacks Every Lawyer Should Know<\/a><\/li>\n
- 25 Quick Tech Tips to Try in 2025<\/a><\/li>\n
- 6 Ways Microsoft Word Speech-to-Text AI Can Help You Write Faster and Better<\/a><\/li>\n
- PDF Bookmarks: The Secret to Quickly Creating User-Friendly Documents<\/a><\/li>\n
- Never Forget to Follow Up: Using Outlook Email Reminders<\/a><\/li>\n
- Templates to Create Model Documents That Save Your Law Firm Tons of Time<\/a><\/li>\n
- Paperless Law Practice: How to Boost Efficiency, Cut Costs and Improve Client Satisfaction<\/a><\/li>\n
- Take Your Practice to the Next Level With Document Automation Tools<\/a><\/li>\n
- How to Master Page Numbers in MS Word<\/a><\/li>\n<\/ul>\n\n
![\"\"](\"https:\/\/i0.wp.com\/www.attorneyatwork.com\/wp-content\/uploads\/2023\/07\/Affinity-Microsoft-Word-2023.jpg?resize=600%2C600&ssl=1\" "\\"\\"")
<\/a><\/figure>\n\nMicrosoft Word for Legal Professionals<\/strong><\/h3>\nWant to work faster? For in-depth information and instructions on getting the most from Word, order\u00a0Affinity Consulting Group<\/a>\u2019s hands-on digital manual\u00a0\u201cMicrosoft Word for Legal Professionals.<\/a><\/strong>\u201d<\/a> Individual and site licenses are available for download in the Attorney at Work bookstore.<\/p>\n
- \n
- Here\u2019s how I set up the new Quick Step.<\/a><\/li>\n<\/ul>\n<\/li>\n
- 2. AutoArchive for Deleted Items<\/a>\n
- \n
- Not Sure If\/When AutoArchive Runs?<\/a><\/li>\n<\/ul>\n<\/li>\n
- 3. Open in New Window<\/a>\n
- \n
- About Affinity Consulting Group<\/a><\/li>\n<\/ul>\n<\/li>\n
- More Tech Tips From Affinity<\/a><\/li>\n
- Office 365 Training Manuals for Lawyers<\/a><\/li>\n<\/ul>\n<\/div>\n
Mastering the tools you use almost every hour of the day, like Outlook, Word and your case management system, can make a big difference in your law practice. Here are three of my favorite tips to boost productivity in Outlook.<\/p>\n
Sidebar<\/strong>: I know there\u2019s classic Outlook and new Outlook, but very few attorneys I meet are using new Outlook yet, so these tips are primarily for classic Outlook.<\/p>\n
1. Quick Steps for Flagging Email Follow-Ups<\/h2>\n
Quick Steps are a way to package multiple actions (like move, categorize, or delete a message) into a single action you can activate with a click or keystroke. The mistake most people seem to make with them is creating a Quick Step to do something that\u2019s just one step to begin with. A Quick Step that just deletes a message, for example, isn\u2019t really very useful (you could just press Delete on your keyboard).<\/p>\n
Here\u2019s an example that I find very useful \u2014 in fact, I use it almost every day. <\/p>\n
When I have an email message awaiting a response, I like to tag it as a message I\u2019m waiting on and flag it for follow-up. This way, I get a reminder if I haven\u2019t heard anything by a certain time.<\/p>\n
Here\u2019s how I set up the new Quick Step.<\/h3>\n
\n<\/figure>\n\nTo start with, I\u2019ll find Quick Steps on the Home tab of the Ribbon in Outlook and select Create New<\/strong> to create a new Quick Step. <\/p>\n<\/div>\n<\/div>\n
In the Edit Quick Step<\/strong> dialog that appears, I\u2019ll name my Quick Step \u201cWaiting\u201d and add my first action to categorize the message. Since I\u2019ve already created an Outlook Category called \u201cWaiting,\u201d I\u2019ll select Categorize message<\/strong> from the list and choose that \u201cWaiting\u201d category.<\/p>\n
\n<\/figure>\n<\/div>\n(Note: If you already have several Quick Steps, you might not see Create New in the menu. Just click the large Quick Steps<\/strong> button on the right side of the gallery to expose it.) <\/em><\/p>\n
Next, I want to add a second action that adds a flag to the message for follow-up. From the menu, I choose\u00a0Flag Message<\/strong>\u00a0for that action and, under\u00a0Choose flag<\/strong>,\u00a0I\u2019m going to select\u00a0Next Week<\/strong>.<\/p>\n
Finally, I want to assign a keyboard shortcut to my Quick Step so that I can trigger it right from the keyboard without needing to use my mouse to find the button. I\u2019ll select the Choose a shortcut<\/strong> dropdown and select CTRL+SHIFT+1<\/strong>. Then I\u2019ll click Finish<\/strong>. <\/p>\n
\n<\/figure>\n<\/div>\nNow, whenever I\u2019m waiting for a response to a message in any folder, including Sent Items, I can just press CTRL+SHIFT+1. That message will get categorized as \u201cWaiting,\u201d it\u2019ll get a little green flag, and it will be added to my To Do list for next Friday. Next Friday, I can decide if I need to follow up on that item or not.<\/p>\n
2. AutoArchive for Deleted Items<\/h2>\n
Most of us aren\u2019t good about cleaning out our Deleted Items folder, and those messages can really pile up. Luckily, there\u2019s an Outlook feature that can help: <\/p>\n
\n<\/figure>\n\nAutoArchive. Right-click the Deleted Items<\/strong> folder and choose Properties<\/strong>, then go to the AutoArchive<\/strong> tab of the dialog that appears. <\/p>\n
The default is Do not archive items in this folder<\/strong>. Let\u2019s change that! Select Archive this folder using these settings<\/strong>.<\/p>\n
The first thing to choose is Clean out items older than<\/strong>. You probably want your Deleted Items for at least a few days, in case you accidentally delete something you want to recover, but pick a time frame that works for you. (I set mine to 1 month).<\/p>\n
Next, in the radio buttons, select Permanently delete old items<\/strong>. And select OK<\/strong> to finish.<\/p>\n<\/div>\n<\/div>\n
From then on, each time AutoArchive runs, items that have been in the Deleted Items folder longer than that period of time will be automatically purged.<\/p>\n
Important: <\/strong>AutoArchive works off the Modified date, not the Received date, and the item will have been last modified when you deleted it. So, if you\u2019re wondering why something hasn\u2019t been purged yet, even though it looks old, that might be why.<\/p>\n
Not Sure If\/When AutoArchive Runs?<\/h3>\n
\n<\/figure>\n<\/div>\nIn Outlook, go to File > Options > Advanced > AutoArchive Settings<\/strong>. The very first item on the dialog says whether AutoArchive runs automatically and how often. I have mine set to run every three days. You can set it to whatever makes sense for you.<\/p>\n
Want to trigger AutoArchive to run now?<\/h3>\n
Simple. In Outlook, go to File > Tools > Mailbox Cleanup > AutoArchive<\/strong>.<\/p>\n
3. Open in New Window <\/h2>\n
\n<\/figure>\n<\/div>\nIt\u2019s not uncommon to want your inbox and calendar \u2014 or maybe two different email folders \u2014 open at the same time. To do that, open one of them, then right-click on the other and select Open in New Window<\/strong>.<\/p>\n
Now you\u2019ve got both of them open at once, so you can see them side by side and work with them more easily.<\/p>\n
Yes, you could open a third or fourth window if you really wanted to.<\/p>\n
By mastering these Outlook productivity tips for lawyers, you can spend less time managing email and more time on client work.<\/p>\n
\nAbout Affinity Consulting Group<\/h3>\n
Affinity Consulting Group inspires, enables and empowers legal teams of all sizes to work smarter, from anywhere. The company\u2019s holistic approach incorporates people, process and technology. Affinity\u2019s passionate, well-connected industry experts work hand in hand with you to help you better understand and optimize your business \u2014 from software to growth strategy, and everything in between.<\/p>\n
\nMore Tech Tips From Affinity<\/h2>\n
- \n
- Cut Through the Clutter: How Copilot Helps You Get a Handle on Your Inbox<\/a><\/li>\n
- Microsoft Copilot 2025: It\u2019s Better 1 Year Later<\/a><\/li>\n
- Legal AI Myths: Separating Fact from Fiction in Your Law Firm<\/a><\/li>\n
- Law Firm Tech Cleanup: 6 Steps to Boost Efficiency\u00a0and Cut Costs\u00a0Now<\/a><\/li>\n
- 15 Secure Collaboration Hacks Every Lawyer Should Know<\/a><\/li>\n
- 25 Quick Tech Tips to Try in 2025<\/a><\/li>\n
- 6 Ways Microsoft Word Speech-to-Text AI Can Help You Write Faster and Better<\/a><\/li>\n
- PDF Bookmarks: The Secret to Quickly Creating User-Friendly Documents<\/a><\/li>\n
- Never Forget to Follow Up: Using Outlook Email Reminders<\/a><\/li>\n
- Templates to Create Model Documents That Save Your Law Firm Tons of Time<\/a><\/li>\n
- Paperless Law Practice: How to Boost Efficiency, Cut Costs and Improve Client Satisfaction<\/a><\/li>\n
- Take Your Practice to the Next Level With Document Automation Tools<\/a><\/li>\n
- How to Master Page Numbers in MS Word<\/a><\/li>\n<\/ul>\n
\n<\/a><\/figure>\n\nMicrosoft Word for Legal Professionals<\/strong><\/h3>\n
Want to work faster? For in-depth information and instructions on getting the most from Word, order\u00a0Affinity Consulting Group<\/a>\u2019s hands-on digital manual\u00a0\u201cMicrosoft Word for Legal Professionals.<\/a><\/strong>\u201d<\/a> Individual and site licenses are available for download in the Attorney at Work bookstore.<\/p>\n
- Microsoft Copilot 2025: It\u2019s Better 1 Year Later<\/a><\/li>\n
- More Tech Tips From Affinity<\/a><\/li>\n
- 3. Open in New Window<\/a>\n
- 2. AutoArchive for Deleted Items<\/a>\n