Microsoft Outlook has changed the way we send and receive email messages now a days. It has many amazing features to communicate effectively by email messaging.
Microsoft Outlook is now is much more that any regular mail box. It efficiently organizes your emails, contacts, calendars, appointments, reminders and many important things. Here we’ll discuss the features and options of Microsoft Outlook in details to use is more efficiently.
Adding Email Account
To add an email account we need to go to File option on the tope left side
Once you click the File option you get below options to Add Account
Now click Add Account and enter your email address and password as below:
Post adding your email address and password you get completion windows saying that Account successfully added and it happens automatically however you also have Advance options in case you want to add your email manually.
Now you will see your newly added email account or you may need to restart the Outlook to show up the added email account. You see a welcome email in your inbox.
How to delete an email account
Now lets check how to delete an email account from Microsoft Outlook 365. In order to delete the added email account we need to go to File option again as above by clicking top left side. So go to File >Info > Account Settings > Account settings
Now you can select the email address which you want to remove and click Remove to delete.
Note – you can add any email like your Gmail or Yahoo as well.
Once you try to create a new email you get options like From – Sender, To – Recipient and CC – Not direct contact but can respond or intervene if main contacts are not responding. If you click on To option it give below option to select the contacts. You can select the contacts and click To so that all the contacts will be added in one go and click OK.
In this windows you can select the contacts, Carbon copy (CC) and Blind carbon copy (BCC) as well. Once you all the desired contacts selected you can draft the email and send across.
Now if you want to save the email or print the email before you send you can click File option top left side and > Save / Save As > Print > Move to Folder
If want to use more options to in new email then lest check below options:
You can modify the font style and size. If numbering has to be pointed you can choose many bullet formats. Text alignment option is also available. Address book is available to choose the contacts as recipient which actually saves time and avoids writing contacts email manually. Attach file options allows to attach any file, folder, image, text file, zip file etc. Attach item allows to attach any email which you may have saved before.
Signature option is a way to set up your identity in the email message. You can add your name, email address and any specific message for your recipient such as your designation, certification, availability, working hours and days etc.
Follow up is a very useful feature to remind you that you need to follow up on a specific day or time. If you send an email with a follow up set, it will keep reminding you of this email with a red flag. You also have the Add Reminder option that can be set for any email.
Right Click on inbox or sent message
If you right click on any email such as sent email or inbox email it shows many useful option to perform as one’s need:
The Dictate option allow your to draft an email without typing any letter or without touching the keyboard. You just need to enable the Dictate option > it detects your microphone and start speaking your message and it would write automatically. Dictate feature is available in many languages.
The Template option is very useful for instant email message. It has some pre-defined email. You can set up your own email template as well.
The Microsoft Outlook 365 show training option is a complete guideline for several amazing feature present the outlook. You can go to the tutorial and learn many useful lesson to manage the outlook emails in a more professional way.
How to set up Skype / Teams Meeting in Outlook?
Outlook provides an option to set up a web meeting as well. You can go to Home tab > Meeting >Title as subject > Required to select member > Optional is for optional member > select Data and Time > Location (optional).
Now you can add Skype or Teams Meeting for people to join on the decided date and time.
Email rules can be created a well to filter any specific email and to save them in a particular folder. You can check more options available.
Get Add – Ins
Microsoft has come with many third party vendor application which can be integrated with Outlook. There are number of applications available that can be added to the Microsoft Outlook as per your need like Salesforce, Leave request for outlook, Translator for outlook, Hub spot sales, Smartsheet, Custom signatures, Emojis, Zoho CRM for email and many more. However some are free and some may need additional purchase.
Create a folder
If you want to create a folder so that you can save your important emails then right click on Inbox > New Folder > folder name. Now once the folder is created emails can be drag and dropped in this folder to save them for future.
Calendar option shows all the scheduled meeting and on a daily, weekly and monthly basis. It has the option filter by daily, weeks, today, 7 days etc. So this a great feature to show the schedule meeting so that we do not miss any meeting. I personally use this feature a lot to keep a track of my busy schedule.
Note: All the blue bars in the calendar show the current schedule.
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