For many, Microsoft Outlook is an ever-present guide through the workday, as it not only allows for seamless communications but also provides user-friendly calendar tools as well. Outlook is often the first software an employee uses in the morning and the last software used to close out the day. That usefulness is driven not only by the functions it performs, but also its seamless integration with other programs in the Microsoft Office suite. When managed IT providers working with businesses pose network solutions in Orlando, one of their key considerations is the performance and security of Outlook.
Outlook not only allows for efficient management of communications and scheduling, but it also helps businesses maintain a high level of IT network security thanks to its advanced security settings. Outlook is truly a dynamic tool in the office environment, but many users barely scrape the surface of its full scope of functionality in the average workday. However, it’s not difficult to bring the full force of Outlook’s functionality to bear for your business, as you can implement several tips and standard practices that will make it more efficient. Keep reading to learn more about using Microsoft Outlook more efficiently.
Organize with Folders
When it comes to managing the stockpile of data housed in Outlook, remember that folders can be your best friend. Have you ever tried to search for a month-old email without remembering who sent it to you? It’s like looking for the proverbial needle in a haystack. It’s much easier to create folders to help you manage the inflow and storage of email volume. Even though there’ll be a little heavy lifting upfront to establish your folders, the time savings over the long term will be liberating. You’ll be able to find the emails and information you need in a fraction of the time.
Use Outlook Templates
Like folders, Outlook templates can represent tremendous savings in time that can streamline your tasks and help you be more efficient. If you need to send similar messages to multiple recipients on a regular basis, creating that email once and saving it as an Outlook template can help you utilize a pre-saved form that is easy to customize. That will keep you from reinventing your copy for each email and will save you time and effort.
Use Email Scheduling Tools
Scheduling messages can help you make more efficient use of your time by allowing you to create emails to be distributed at another time. For example, maybe you want to create a few emails on your laptop before hopping on an early flight, but you don’t want to send them until later in the day when you’re in the air. The Outlook scheduling tools allow you to take control of email distribution so that you can preload your messages ahead of time and depend on Outlook to get them on the way to recipients at a pre-appointed time.
Treat Emails Like Conversations
Many people have become so accustomed to communicating via text that it only makes sense to set your Outlook view up in conversational style. Arranging emails into conversations will help you follow the dialogue to refresh your memory on topics that have previously been covered. It’s especially helpful in emails that may feature many participants, as it allows you to quickly access the contributions of everyone on the email string. Simply activate the conversation view under the View tab to make the change.
Anyone in technology support in Orlando, FL, can tell you that Outlook offers powerful communication, scheduling, and calendar management tools that can streamline your daily tasks and help employees stay on target. By utilizing these tools, you can further magnify the many benefits offered by Outlook and be more efficient and productive. To learn more tips you can implement to use Microsoft Outlook more efficiently in Central Florida and Orlando, contact Millennium Technology Group at (407) 996-2399.