Email is an incredibly valuable form of communication for today’s professionals. Email messages can be sent at any time and from anywhere, and responded to with an equal focus on the recipient’s convenience. The challenge with email stems from this convenience: the frequency with which email is used for communications directly impacts email inbox volume, thus reducing its efficiency.
It doesn’t have to be this way.
With a few tips you can make your email help you work smarter, not harder. Microsoft Outlook has numerous features users can take advantage of to maximize efficiency and decrease the amount of time spent using email without sacrificing communication.
How Can You Use Microsoft Outlook More Efficiently?
Modern professionals rely on email to communicate across industries, across time zones, and as the ultimate convenience. Responding to messages on-the-go at all hours gives professionals the freedom to control your schedule and boost your productivity. Email is an easy and convenient way to attend to matters quickly and without interrupting either party at inopportune moments.
With email, the key to continued productivity is organization. Microsoft Outlook has a variety of built-in features that can help you get organized – and stay organized – with just a few clicks. Known for workplace innovation, Microsoft packs its Microsoft Outlook product full of features to empower users with ways to easily organize email communication for inbox optimization, including:
Rules
If you’re not already using Rules, you’re missing out on what is basically a digital personal assistant. By indicating once how you want all messages with set criteria to be processed, you establish an automated workflow of sorts for your incoming messages. Using specific criteria based on how you want messages to be handled, Microsoft Outlook then performs this task for all incoming messages that meet these criteria each time by simply doing this for you.
Email Signatures
How many email signatures do you use regularly? You probably have one for casual responses, one for formal responses, possibly different signatures for different clients, and the options are endless. Some people that you email require more detailed signatures while others get a shorter email signature with just the basics. Microsoft Outlook allows users to have multiple email signatures in one account You can set a default email signature and you can also choose from different signatures for messages from the same account. Furthermore, you can also define default settings like opting to only use for new messages but not to include in replies to incoming messages.
Beyond the Basics
- Blocked Senders and Domains – this is a great feature for Junk email
- Default “From” address – if you use Microsoft Outlook for more than one email account, this is especially helpful
- Quick Access Toolbar – your menu toolbar can be customized for the features you use the most, saving you time
You can become a quick expert at Microsoft Outlook and fine-tune your email inbox to your exacting needs, boosting your productivity and maximizing your efficiency – and it doesn’t take long to make this happen! Start exploring the features in Microsft Outlook today to see how to leverage advanced technology and take advantage of time-saving tips.
