1.Design email templates
Occasionally we have to send similar emails, but recreating the message over and over again is time-consuming. Compose an email template in Outlook to facilitate this process. A draft can be conveniently saved and shared as a separate file.
2. Use Outlook tasks
Sometimes you don’t have enough time to respond to everyone, but those emails have a due date as well. Outlook tasks is a tracking list that includes a priority label and a pop-up reminder. Such features will help you to manage your inbox in the most efficient, timely manner. Also, did you know you can drag and drop your email directly into the task list?
3.Delete addresses from Outlook autocomplete
Outlook remembers all the addresses that you ever mistyped, and that’s a bit confusing. Remove the name of contact by using the “down” key, highlighting and deleting the unwanted entry.
Sharing sensitive information via email is not the best idea. However, for other cases, Outlook offers a function of email encryption, which means a recipient can only read it with a unique private key.
5.Send a link to documents.
The convenient shift of information storage to cloud services has made file editing effortless. Thanks to the integration feature of Microsoft Word, all the updates can be saved to OneDrive directly. And when you want to share the document, send the link in your next Outlook email. In this way, you won’t get lost in different versions revised by your colleagues.
6.Scan business card to save a new contact
This mobile function allows you to digitalize the results of your networking. Instead of collecting lots of business cards, you can just take a picture of one, and Outlook will automatically add it as your new contact. Select the ‘Search’ tab in your app and click on ‘Create+’ to see how it works. Currently available only for Android users.
7.Share your availability
A good way to improve the effectiveness of business communication is to give the team access to your calendar. Surely, the view is limited, and timing is categorized into ‘free’, ‘busy’, ‘tentative’ or ‘out of office’. This applies to the Outlook desktop app only. Although a mobile version has a solution too. While replying to a message, click on the calendar icon and choose ‘send availability’. You can pick as many time options as you like.
Outlook add-ins are additional tools for everyday task management and productivity. Find one by clicking the ‘Get Add-ins’ button on the Home ribbon in Outlook desktop application. Such programs as Salesforce, Evernote, Grammarly, and many others can be integrated to benefit from your Outlook usage.
9.Create an email signature
An email signature is an essential element of your branding. Create an email signature to boost your traffic and acquire new leads. Email signature builders offer a variety of creative templates & banners suitable for Outlook and easy to install.
10.Archive old messages
If you want to clean up your Outlook inbox without deleting old messages, move them to the Archive folder. And should you need any of the emails in the future, they’ll still be available through a search function. Create a rule for an automated archiving. For big companies, where employee’s inboxes fill up quickly, there is an Online Archive option. Consult your IT team to set it up, and you won’t have to worry about losing any important communication.
11.Set up automatic replies
Whether you’re going on holiday or a business trip with limited access to the Internet, set up Outlook automatic replies. It’s a nice gesture to inform your colleagues and leave the point of contact for urgent requests. It is a common practice in big companies which helps you to maintain your work relationship.
12.Create contact groups
Categorize your contacts into groups to save time on typing email addresses separately. Previously called distribution lists, this Outlook element can be used for personal as well as business purposes.
13.Choose to ignore an unnecessary thread
Emails can be distractive too. And to keep your work productive, Outlook created a feature that allows you to ignore all the messages in a conversation. Simply choose an email and click on ‘Ignore’ in the Delete section of the Home ribbon. The action can be undone at any moment, and all ignored emails will go to the Deleted folder.
14.Show two time zones in the calendar.
The growth of internationally operating business calls for the change in the format of everyday task administration. Each time you conduct an online meeting with your teammate who’s on a different continent, time management is essential. The display of multiple time zones in the Outlook calendar can be arranged in the general Outlook options window.
15.Backup your messages
We’ve all been in a situation when accidentally lost important data. This often happens to emails, sometimes in a most random way. The solution is obvious – backup. So, Outlook account settings have a feature that helps to save all your messages as a separate file and avoid a potential mix-up.
Well, Outlook certainly has lots of opportunities for effective management of business communications, although we tend to underestimate most of them. Outlook has built a comfortable environment not only to exchange messages but to maintain the productivity of a busy schedule. So, take a few minutes now to get the most out of it.