Microsoft Outlook

MICROSOFT OUTLOOK
The ins and outs of Outlook
 
 
The number one email client used by our customers is Microsoft Outlook. Therefore, we decided to devote a newsletter to this topic. 
 
 
One quick note: Since there are several different versions of Outlook, and they vary in how to set up the below ideas, we did not include instructions on how to set it up. 
For assistance with the below, please call 718-676-6910 or click here to email us.
 

  

Email accounts – Did you know you can have multiple email accounts within Outlook? Depending on the email provider, the initial setup varies. However, all the email accounts will populate as folders within Outlook. What should you be careful of? Make sure you don’t have unnecessary/old accounts within outlook. The reason is that it will make the PST file very large. This may result in a long time to open Outlook and to sync all your folders on a regular basis.

Email signatures – Want to give your company a professional image? Want to add a subliminal advertisement to every email? Or simply want your phone number to be displayed on each email? Outlook allows you to set up multiple signatures so that you can simply switch between them, based on whom you are sending the email to. Your signature can include varying texts, links, pictures and your Outlook business card.

Commenting to an email – When replying to an email with Outlook, you can “reply in line.” This allows you to enter text within the text of the received email. Everyone can differentiate between the original email and your additions, because it can get “signed” with your name and in a different font/color.

Viewing emails – With Outlook, you can adjust the screen setup to display the email headings or an actual preview of the emails without actually opening the emails (however, they will be considered “read” once you selected it.)

Calendar – The calendar’s functionality various based on the email provider. For most users, they can add events, recurring events, events where they invite others to the event with an option to attend or decline.

Sending the same email on a regular basis? Outlook offers two ways where you can easily send standard emails out to people. One way is to create the entire email as a signature and the second is to create a template for the email.

Are their emails which you need to receive, but don’t actually read? In cases like this, we set up rules to move the incoming emails to a particular folder. Rules automatically send emails to a particular folder if it meets certain criteria. (Please note: If Outlook is closed, the emails will come to your phone and other devices connected to the email account. If Outlook was opened or once it gets opened, the email rules will take affect for all sent and received messages.)

SHORTUCTS
Did you know …
 
 

CTRL + 1 Switch to Mail

CTRL + 2 Switch to Calendar

CTRL + SHIFT + A Creates a new Appointment

CTRL + SHIFT + C Creates a new Contact

CTRL + SHIFT + M  Creates a new Email

CTRL + SHIFT + I Switches to Inbox

CTRL + SHIFT + O Switches to Outbox

CTRL + M Checks for new mail

CTRL + R Replies to an email

CTRL + N Composes an email

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