Features of Microsoft Outlook you might not be aware of!
Microsoft Outlook is one of the most commonly-used email systems. For both personal and professional reasons, a large amount of email and document production is done in the program.
There are many features to Outlook that allows users to get the most out of sending and receiving emails.
Here’s a look at 7 very useful features of Microsoft Outlook:
1) Delay Delivery
Allows you to set a specific date and time when delivering a new email message. This feature is useful for sending emails to clients in other countries and time zones.
Under the “Options” tab in “New Email”, the feature also allows you to:
- Direct all replies to specific names and addresses (red)
- Attach a delivery and read receipt to the email (blue)
- Encrypt the email message and attachments (green)
2) Manage Rules and Alerts
Allows you to create new rules and alerts within your inbox. This helps you organize your incoming and outgoing messages prompting you with updates when items in your inbox have been changed or removed.
3) Mailbox Cleanup
Allows you to manage the size of your inbox by removing items in the Deleted folder and archiving older messages. This allows you to keep the older messages you want while ensuring you have sufficient space and mailbox size for new, incoming messages.
4) Connect to Social Networks
The ability to connect your Microsoft Outlook account to your online social media networks (i.e. Facebook, LinkedIn, SharePoint, etc.). It allows you to receive updates from your social network directly into Outlook.
Located under “Calendar”, this feature allows you to combine two or more calendars together.
The result is one calendar with the tasks and reminders from both calendars allowing you to consolidate the information of multiple calendars and keep track of important activities and tasks.
6) Mail Merge
Create a standardized form letter or email to send to a group of contacts within Outlook. Users are able to create a new or existing document to attach to their messages and also choose which contacts will receive the document.
Each contact will receive an individual form or email in order to ensure confidentiality and privacy.
7) Quick Steps
Allows you to automate common or repetitive tasks.
For instance, if John Smith’s emails are continuously placed in Client ABC folder, you can create a quick step that will automatically place John’s emails into Client ABC’s folder where they are easily accessible.
This helps to cut down on the amount of time taken to move emails around in Outlook and helps you better manage your inbox.
Courtney Rosebush is a Marketing and Sales Coordinator at Triella, a technology consulting firm specializing in providing technology audits, planning advice, project management and other CIO-related services to small and medium sized firms. Courtney can be reached at 647.426.1004 x 227. For additional articles, go to www.triella.com/publications. Triella is a VMware Professional Partner, Microsoft Certified Partner, Citrix Solution Advisor – Silver, Dell Preferred Partner, Authorized Worldox Reseller and a Webroot Reseller.
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