Companies and organizations often use pixel tracking to see if you've opened their emails. Every one of these emails includes a hidden tracking pixel, which sends read receipts to the sender when opened. Outlook's default settings protect you from the worst of it, but you should take a few additional steps to safeguard your account. Go to Outlook.com and log in to your account. Click the gear icon in the top-right corner to open settings. Now, go to Mail > Junk email. Under "Security options," select Block attachments, pictures, and links from anyone not in my Safe senders and domains list.
Mail > Layout, and choose Don't show sender images to add an extra layer of privacy protection. On a similar note, you can go to the Message handling tab in the same settings page, and uncheck For shopping-related messages show a sender logo and relevant links in the message header.
Use "Safe senders" to stop Outlook from sending good emails to spam
Mail > Junk email > Add safe sender. You can also select the Safe mailing lists tab to add mailing lists to the Safe senders list. This is great for newsletters from your favorite publications, or safety-related emails from your companies.
Run an automated inbox sweep to delete emails every 24 hours
Credit: Pranay ParabMove all messages from the Inbox folder
Always keep the latest message and move the rest from the Inbox folder
You also have a drop-down menu to select where you want to move these messages. I usually select one of the last two options above, and move the rest of the messages to the Archive folder, or Deleted Items. I've used this feature for a couple years now, and it works flawlessly in the background. If you ever want to change or delete Sweep rules, go to Outlook settings > Mail > Sweep.
Swipe Options. On this page, select what happens when you swipe right or left. Some useful options include delete, archive, flag/unflag, mark read/unread, snooze, and read and archive.
Mail > Customize actions. This will let you configure swipe gestures (for laptops with a touchscreen), and quick actions, which are the buttons that appear on each email in your inbox. I used this to replace the Pin button with Archive as I never pin emails in my inbox. You can select a maximum of four actions for each email.
Turn off Copilot AI and disable Microsoft's data collection
Credit: Pranay ParabCopilot, and disable Turn on Copilot. This will turn off almost all AI features in the apps. You should also go to Outlook settings > Mail > Smart suggestions, and turn off Show suggested replies.
Mail > Privacy and data > Privacy settings. Turn off all options on this page to disable optional diagnostic data collection, prevent Microsoft from analyzing your emails for "connected experiences," and disable online content linked to emails in your inbox. You can also select Delete history to clear your search history from Outlook. While you're at it, go to Mail > Compose and reply, and disable Microsoft Edge Autofill. With this feature enabled, Microsoft Edge will pull from your Outlook inbox to autofill information, namely flight info. This feature may be useful for those who use Edge a lot, but it's not of much use to those who don't.
Mail > Subscriptions. Click the Unsubscribe button next to any of the lists, and Outlook will handle the rest for you.
Switch to Gmail's keyboard shortcuts to speed up email actions
General > Accessibility > Keyboard shortcuts. Select Gmail, and you're all set. Google has all of Gmail's keyboard shortcuts listed here, if you need a refresher.
Use "Quick steps" to mark emails read and archive in one click
Credit: Pranay ParabMail > Quick steps. Give your Quick step a name, choose an action such as Mark as read, and click the Add another action button. You can now select Move to, followed by Archive. On the same page, you can add a keyboard shortcut for this action, and click Save. This is a basic example of what you can do with Quick steps. You can set up any multi-step workflow to suit your needs, which could include categorizing emails, turning emails into tasks, or muting an email conversation, among many others.
Mail > Compose and reply > Undo send. Use the slider to set a timer between 0 and 30 seconds, which is how long you have to stop sending an email where you've misspelled your own name. (Been there, done that.)
Configure Outlook's email filters to highlight messages sent directly to you
Mail > Rules, and select Add new rule. Give this rule a name, select I'm not on the To line as the condition. In the actions field, select Move to, and pick a folder. Select Stop processing more rules to avoid further rule conflicts, and click Save. Now, all emails where you're in cc or bcc will go to the new folder, keeping your inbox exclusive to direct messages.
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