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What are the main features of Microsoft Outlook apart from sending and receiving emails?
It’s a highly flexible organising software. Apart from standard features – such as allowing multiple email
accounts – it can integrate all your contacts, meetings and to-do lists in one place.
What happens if I set up a meeting or have a task that involves other people?
Log it into Outlook, and it will invite all the relevant people by email.
And what if I’m out of the office or forget about the meeting?
When you check your email, even from outside the office - don’t worry, you’ll know about the meeting.
How come? Even without my diary?
It is your diary. It sends you are reminder at an automatic or pre-arranged time.
That’s good to remember.
Ah, but that’s the point. With Outlook you won’t need to remember. It does it for you.
So Outlook is like a diary, secretary, email system and a digital noticeboard, all in one?
Exactly.
My memory is improving already. What version should I have?
The 2003 version or later is definitive. If you’ve got anything earlier than this, then you miss a lot of useful
features, and have to do more of the remembering.
I’m so busy, I sometimes forget to include attachments when sending emails, or don’t include someone
important.
Or even worse, send it to the wrong person. That’s really annoying and embarrassing. I bet Outlook
can’t fix that!
Yes it can. It can delay sending an email for a minute, giving you the chance to correct that mistake.
Fantastic. But what if they need a faster reply?
Then you can change the sending rules.
Even better. What other rules are there? Can it reply automatically if I’m out of the office or on holiday?
Yes. The out-of-office assistant can do that for you.
But what if a client needs immediate attention from a colleague, and I’m away?
Then you can set Outlook to forward emails from a specific sender. You set it in the rules.
That’s ideal. But if they’re away too, and my client needs some information urgently?
Then you can set it to send back a specific attachment.
Ah! Another time-consuming problem with email is worrying whether they’ve received it, and I’m waiting for a reply.
You will know, because it can generate a receipt and send it to you when they open the email.
Clever. But here’s something. An important email gets deleted. What if you need it back?
It saves deleted emails in your deleted items, but even after you’ve emptied your deleted items you can retrieve
emails using the “Recover DeletedItems” option on the Actions menu.
It’s hard to catch you out! One last try, though. I sent a confidential email to a colleague, and they accidentally
forwarded it on. You can’t stop that can you?
Now you can. Outlook’s Corporate version has a new feature that can stop emails being copied or forwarded by
the recipient. If you’ve got the little ‘no entry’ sign in the toolbar whilst composing a message, click it and try it for
yourself!
Now that’s what I call organised.
To find out about these and many more Outlook features in detail click here
Every organisation has its own set of issues and priorities. At Psychosis we work hard to keep
ahead of the game on fighting Junk Mail. If you want to know what would be the most efficient
and cost-effective method for you, please contact us and we will be happy to advise.
Also in this issue: WiFi and What laptop?
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