7 Best Outlook Features Every Employee Finds Helpful

Many companies nowadays make use of Outlook as their official email application. This is because of its numerous features other than sending and receiving emails. With Outlook, employees can manage their calendar, track their tasks, and even store the names and numbers of their contacts.

This application comes with the Office 365 for business that managed IT services in Australia usually install in business organisations. Aside from the features mentioned above, Outlook offers a lot of other cool features that any employee can find helpful in their everyday work.

1. Attachment Reminder

Have you ever tried sending an email that has a missing file attachment? If your answer is yes, you’re not alone. Sometimes when employees are bombarded with a lot of work, they have the tendency to forget the attachment that they’re supposed to include in their email. But with the help of Microsoft Outlook’s attachment reminder, you can now avoid these circumstances from happening. This feature prevents you from sending an email with the words “attachment” or “attached” without a file attachment.

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If you want to enable this feature, then follow these simple steps:

Step 1: Go to the File tab and then click Options.

Step 2: After doing that, click the Mail option.

Step 3: In there, look for the Send messages section and check the box that says “Warn me when I send a message that may be missing an attachment”.

And with these easy steps, you can send emails easily without the fear of forgetting an email attachment.

2. Automatic Inclusion of Flight Details to Calendar

Aside from the attachment reminder, Outlook can also add your flight details to your calendar automatically—as long as it was sent via email by a supported provider. With this feature, Outlook will have the capability to gather key information regarding the flight confirmation email you just received and add them in your calendar automatically. In addition, it will also send you an event reminder three hours before your flight. This feature also works on hotel and rental car reservations. As long as Outlook finds confirmations, tracking numbers, links or any other associated information in your received emails, it will automatically be added in your Outlook calendar.

To enable this feature, you can follow these easy steps:

Step 1: Click the File tab you find in the upper left corner of the screen.

Step 2: In the Info option that opens by default, you will see Account settings. Click your Outlook web address under the “Access this account on the web”. This will redirect you to Outlook.com.

Step 3: Select the Settings icon that you can find in the upper right corner.

Step 4: Under Your app settings section, click Options or Mail.

Step 5: After that, a sidebar that has the Calendar option will appear. Click this then select “Events from email”.

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By doing these easy steps, you can enable this feature and customise the events that will automatically be added to your calendar. Make the most of this feature and never miss your flight or any other important appointment.

3. Ignore Conversation

Often times when things get hectic at work, employees just want to spare themselves from irrelevant email conversations to avoid distractions. If you find yourself in this situation at times, then you should know that Outlook has the perfect feature for you. In Outlook, you can ignore irrelevant threads and eliminate the need to delete every single one of these messages when they arrive. All these ignored conversations will automatically be moved to your Deleted items folder, helping you to focus more on your work and keep your inbox clean.

Here’s how you can enjoy this feature in Outlook:

Step 1: In your reading pane, select the message you want to ignore.

Step 2: After that, click the Home tab that you can find in the upper left corner.

Step 3: In the Delete group, click the Ignore option.

Step 4: When the message pop up appears, click Ignore Conversation.

In addition, you can also stop ignoring these conversations in the Deleted items folder—Just follow the same process you did to ignore the conversation. But this time after you select the message you want to recover, you will see a Stop Ignoring Conversation button in the Delete group. Click this and you will start seeing new messages from this thread when they arrive in your inbox.

4. Clean Up Button

When you’re working on your email frequently, you’ll be able to come across redundant emails from time to time. This is often seen in threads that quote previous messages in the replies. People who experience this a lot will be able to attest how inconvenient this can be, especially when they have a busy schedule. And for this reason, Microsoft added a Clean up button in Outlook to help its users to get rid of redundant emails. By using this feature, you’ll be able to remove unnecessary messages and leave the messages that are unread and unique.

This is how you set up the Clean up button in your Outlook:

Step 1: Select the File tab in your Outlook.

Step 2: Select Options and then select the Mail option.

Step 3: In there, look for the Conversation Clean Up section. Once you find it, you’ll be able to see that you can set where these cleaned up messages go and what will happen to them.

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That said, this feature helps you eliminate the need to delete messages individually. You can save time and energy, and use it on other productive activities that can help your business generate a profit.

5. Message Alert

Another Outlook feature that can surely help employees in their everyday work is its message alerts. When you enable this Outlook feature, you can get the assurance that you won’t miss out on important messages even when you’re doing other things. Aside from that, you can also set specific criteria regarding what kind of messages should Outlook notify you. And to make sure that you’ll never miss these messages, Outlook’s message alerts will display over any application that you’re using.

Enable your message alert with this step-by-step guide:

Step 1: Select the File tab on your Outlook.

Step 2: Click on Options and then select the Mail option.

Step 3: Look for the Message arrival section. Under it, you’ll be able to see a checkbox that says “Display a Desktop Alert”.

Step 4: Press the OK button.

With these 4 easy steps, you’ll never miss out on important emails ever again. So enable your Outlook’s message alert feature now and be notified about the new items that arrive in your inbox.

6. Multiple Outlook Windows

If you find yourself in a situation where you have to view your inbox and your calendar side-by-side, then Outlook’s multiple window feature is what you need. In Outlook, you can quickly go back and forth between Email, People, Tasks, Calendar, Folders, Notes, Shortcuts, and Add-ins with ease. All you have to do is to select the right button on your Outlook’s navigation pane and then follow these two simple steps:

Step 1: Right click the button of the option you want to open in a new Outlook window.

Step 2: Select Open in New Window.

It’s that simple. Within just a few clicks, you can now open multiple Outlook windows and view them side-by-side. When you maximise this Outlook feature in your daily work, you will be able to complete tasks and achieve goals faster and easier.

7. Mentions

Employees that work in teams usually find themselves sending an email to several co-workers daily. But sometimes, even when they sent it to the entire team, there are instances that they only need the response from specific people. Usually, employees use text effects like bold, underline, or bright font colours to call the attention of these individuals—but when you use Outlook’s mention feature, the app will do it for you. All you have to do is to type “@” followed by your colleague’s name. When you do that, you will see that their names are automatically highlighted in the body. In addition to that, it also gets included to the “To” line of the message. And when these messages arrive in the inbox of the person you mentioned, they’ll be able to see that the message has something to do with them.

Advantage of Using Microsoft Outlook in Your Business

In a world where scams are prevalent, there is a prevailing need for business owners to reinforce their business’ validity through their image. That’s why it’s important for you to work on how other companies perceive your company.

One way to do that is by using the right email. With Microsoft Office 365 Outlook’s domain-based email, you can reinforce your business’ credibility to other companies. Aside from that, it can also help your company save money and increase your employees’ productivity.

In conclusion, you don’t just enjoy cool features in Outlook, you also help boost your company’s image. Migrate to Office 365 now with the help of managed services like House of IT.

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