Top Tips for Email and using Microsoft Outlook
Nearly all businesses use Microsoft Outlook as their email client, but most may not be getting the full benefit of the features. If you’re a Microsoft Outlook user, chances are that you may not be getting the most from the software, there are some features that can make you a lot more effective that you really should be using. These features within Outlook can help you work better, smarter and quicker.
1. Use folders to keep organised and your inbox clear.
Many users of Outlook leave all their messages in their inbox. We have seen some with over 20,000 messages. This makes it very difficult to know what emails still need to be actioned and those that need to be replied to. We advise our customers to only use the inbox for current messages and those that need to be actioned; everything else should be filed away.
2. Use the search tool to quickly find messages.
You may think using folders and filing messages away will make it more difficult to find messages. However the search facility in Outlook is fantastic and very quick. When you type your search command, you can select – current mailbox, current folder, subfolder, all mailboxes or all Outlooks items. Search results come up in seconds and will save a lot of time, rather than scrolling through your sent items trying to spot a message.
3. Use rules for automation.
Using the rules and alerts feature in Outlook will help you organise your incoming messages. There are endless options that can be applied and configured. For example you may get a message containing a certain phrase that comes in every week or once a month, that needs to be forwarded to another person. Create a rule for this to save manually doing it.
We will have more tips to follow over the next week…so keep an eye out on Facebook.
Every other month we also release Tech Issue, our magazine which features top tips to help you get the most from the latest technology -https://www.amesolutions.co.uk/profile/tech-issue-magazine