Spring is an excellent time to simplify your daily life. Your spring cleaning routine shouldn't be limited to your physical world. Streamline your communications and dust off your digital environment today.
Are you in need of implementing a more effective email system? One that includes an extremely organized inbox and an efficient group communications strategy? Microsoft Outlook can be a powerful tool, but many professionals aren't utilizing it to it's fullest potential.
Clean Up your inbox
It's easy for an inbox to get cluttered. Save the hassle of trying to clean up the digital mess by yourself. Call in some virtual assistance by activating the ‘Clean Up’ feature.
The Clean Up feature comes in three options. To access this feature from your Inbox, click the Home tab and choose from the following Clean Up options:
- "Clean Up Conversation" – Reviews an email thread or a conversation and deletes redundant text.
- "Folder" – Reviews conversations in a selected folder and deletes redundant messages.
- "Folder & Subfolders" – Reviews all messages in a selected folder and any subfolders, and deletes redundant messages in all of them.
Ignore (unnecessary) conversations
Knowing how to ignore an unnecessary conversation can be your new best friend. An overflowing inbox is often caused by group conversations that aren’t relevant or don't involve you. The Ignore button helps you organize your inbox and focus only on emails that pertain to you.
In order to ignore a conversation:
- Select a message, then click Home > Ignore > Ignore Conversation.
- This can also be done by opening a message in a new window and clicking Ignore under the Delete function.
- To recover an ignored message, go to the Deleted Items folder, and click Ignore > Stop Ignoring Conversation.
Save storage space by sending links
Allow your colleagues to save storage space by sending a link to a cloud version of a file instead of the file itself. This is a particularly handy tool when sending a massive file. Furthermore, this enables you to establish permissions that allow recipients to edit and collaborate on linked files, in real time.
To send a file:
- Upload the file you wish to send on OneDrive and send it to your recipients.
- Then from the message box, click Attach File > Browse web locations > OneDrive.
Improve meetings with Skype and OneNote
Outlook allows you to combine Skype’s HD video and screen-sharing features with OneNote’s organizational and project planning functions. The process is actually quite simple.
- First, go to the Meeting tab in Outlook, then click Skype meeting and send the link to the participants.
- After the meeting has started, select Meeting Notes (under the Meeting tab) and choose whether you want to Take notes on your own or Share notes with the meeting.
Tagging contacts enables users to get the attention of a specific person in a group email message. To tag, simply use the @Mention function. Tagging contacts also works especially well for emails sent to multiple recipients, as well as, if you want to convey an urgency to your message.
How to tag contacts:
- In the email body or meeting request, type the ‘@’ symbol followed by the first and last name of the person you wish to tag (e.g., @firstnamelastname).
- To search for emails you’re tagged in, select Filter Email from the Home tab and choose Mentioned, then choose Mentioned.
These strategies are only the beginning of unlocking Outlook's greatest features. Find out more by calling Cavu Networks today.