[Libs-Or] Tech-Talk: OUTLOOK - Reduce Email Distraction with the Jumplist

Wed Oct 1 09:12:24 PDT 2025

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OUTLOOK - Reduce Email Distraction with the Jumplist

Intermediate

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Do you ever find yourself spending time focused on your emails when you have other work to do? Having Outlook open whenever you are using your computer can be a huge distraction.

I'm always being distracted by emails when I:
·     Get new notifications.
·     Am curious about new emails from people.
·     Have so many unread messages that I feel overwhelmed.
·     Need extra time to reorient myself to my original job when I stop to answer an email.

One solution is to close Outlook. But, what happens when you still need to send a quick email? Or add a new event to your calendar? Do you have to reopen Outlook and face a flood of distractions?

There is a solution for minimizing email distractions and still use your time effectively. If you have Outlook on your desktop, there is a shortcut you can use. It’s called a Jumplist. It lets you initiate tasks without opening the email software so you aren't continually distracted.

Using the Jumplist from Your Taskbar

First, it's important to note that the Jumplist is only for new tasks. If you need to reply to an email or update contacts or calendar events, you will still need to open Outlook ...but you can choose when, so you remain focused.

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If you have the Outlook icon on your taskbar (instead of having the app open), you can:
·     Send a new email message
·     Create a new appointment
·     Create a new meeting
·     Set up a new contact
·     Create a new task

This means all you have to do is right-click on the icon in your taskbar. The menu window will open. (This is the Jumplist.) Choose the task you would like to do.

This way, only one type of activity will open. Outlook itself stays closed in the background.

Adding Outlook Icon to Your Taskbar

If you don’t see the icon on your taskbar at the bottom of your screen, you can pin it there in a few different ways.

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1.  If Outlook is open, the icon will be temporarily showing on the taskbar. So, right-click on it and select “Pin to taskbar” so it will always be available.
2.  Or, you can go to the Windows icon (Start Menu) and find Outlook. Right-click on it and choose “Pin to taskbar.”
3.  If you don’t see Outlook app icon when you open the Start menu, you can select the All button (upper right corner) to view every app on your computer. Find Outlook from the list and right-click to choose “Pin to taskbar.”

Now the Jumplist is only one right-click away on your taskbar!

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Communications

Dealing with difficult people

Dealing with crotchety or irritating people without losing your temper is tough… but totally doable with practice.

Here’s a strategy...

Pause and breathe – Take a slow breath before responding. Even a three-second pause can prevent a reactive outburst.

Detach emotionally – Remind yourself their attitude reflects them, not you. Don’t take their irritability personally.

Use active listening – Sometimes just being heard calms people down. Repeat key points back to show understanding without agreeing.

Set boundaries calmly – Politely assert what’s acceptable and what isn’t. For example: “I hear you, but I can’t continue if we yell at each other.”

Focus on solutions, not personalities – Shift the conversation toward fixing the issue instead of engaging in criticism or complaints.

Take breaks if needed – Step away briefly to regain composure before responding.

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Darci Hanning, MLIS (she/her/hers)
Public Library Consultant / CE Coordinator
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