Managing Emails using MS Office Outlook
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The document provides a comprehensive guide on managing emails using MS Outlook 2007, detailing its features such as email drafting, categorization, and calendar management. It also highlights key concepts like the distinction between urgent and important tasks, and offers tips on email etiquette and configuration. Additionally, it covers features for managing contacts and integrating RSS feeds into Outlook.
Managing Emails using MS Office Outlook
- 1. Managing Emails using MS Outlook 2007By: Jaiveer Singh Chandwww.singhjaiveer.blogspot.com
- 2. Emails – When it all started Computer engineer, Ray Tomlinson invented internet based email in late 1971. Under ARPAnet several major innovations occurred: email (or electronic mail), the ability to send simple messages to another person across the network (1971). Ray Tomlinson worked as a computer engineer for Bolt Beranek and Newman (BBN), the company hired by the United States Defense Department to build the first Internet in 1968.Ray Tomlinson chose the @ symbol to tell which user was "at" what computer. The @ goes in between the user's login name and the name of his/her host computer.
- 3. Which software is being used to read emails
- 4. Mails Processing See & Classify/ Group By Person
- 5. By Place
- 6. BY TopicRead/ Mark actionForward
- 7. Delegate
- 8. Flag for later action
- 9. Reply
- 10. Ignore/ Delete
- 11. Spam/ JunkGoal: To keep inbox clear/ No urgent response pending
- 12. Few relevant terms while managing emailsEfficient emails management will allow you to better utilize your time and energy.Urgent: Urgent tasks are deadline based. This is usually independent of yourself and is often driven by others. The sooner the task needs completion the more urgent it is. This has no relation to importance. It is a simple matter to rank any jobs that you have in terms of their deadlines.Important: Important tasks are jobs that provide significant value. Even if they will yield long-term benefits, without an immediate deadline your approach to completing them may be somewhat relaxed.
- 13. Overview - MS Outlook softwareMS Outlook 2007 software was released by Microsoft in Jan 2007. It is a personal information manager from Microsoft, available both as a separate application as well as a part of the Microsoft Office suite. It is often used mainly as an e-mail application, it also includes a Calendar, Task Manager, Contact Manager, note taking, a journal and web browsing.
- 14. Outlook Mails
- 15. Mail Box Default StructureAll Incoming Message arrive in InboxWIP Messages are kept in Draft BoxMessages ready to be sent are kept in Outbox
- 16. MS Outlook 2007 Interface
- 17. Drafting a new emailClick on New Button for drafting a new messageEmail copy (cc- Carbon Copy) to othersClick send to send message to Outbox
- 18. Managing Mails Views– sorting, groupingGroup By Date
- 19. Managing Mails Scanning- Categorization Auto Preview Sample
- 20. Classifying Mails by TopicsOne can change names of color category e.g. Team, Client, Vendors, 3rd parties etc
- 21. Search Folders are dynamic in nature and will show new mails matching their definitionMarking different follow up actionsAdd Reminder to incoming mails
- 22. Searching for related emailsClick on RelatedOpen Message for which you want to find related messages
- 23. Managing Inbox spaceSetting up folders on local diskSetting up Folders at server
- 24. Applying auto filtering rulesTools-> Rules & Alerts
- 25. How to forward multiple emails in one goSample View once Forward button pressed after selecting multiple mails
- 26. How to follow actions for outgoing mailsReminder for yourself or for recipient
- 27. Tracking Delivery of your emailsNew Message Window - > Click Options Request Delivery or read receipt
- 28. Scheduling Delivery of your emailsNew Message Window - > Click Options Delays Delivery time of email
- 29. Seeking group opinion by votingNew Message Window - > Click Options Seek Opinion/ Voting
- 30. Managing mails text size of your emailNew Message Window - > Click Spelling Button
- 31. How to secure email contentsClick Options button from new message windowOptionsSecurer Message Content Delivery
- 32. Setting Auto Reply – when out of officeTools-> Out of Office AssistantSet applicable duration
- 33. MS Outlook 2007 Software ConfigurationClick Tools -> OptionsSet mail accountsClick New to add new mails accounts
- 34. Accessing internet email accounts from MS OutlookTools-> Account Settings - > Emails Tab || Press New ButtonIf automatic setup doesn’t work for you, pl. try manual configure option as shown here ->
- 35. MS Outlook 2007 Software ConfigurationClick Tools -> OptionsSet email signature, select email stationary
- 36. MS Outlook 2007 Software ConfigurationClick Tools -> OptionsDelay Emails delivery from outboxSet time interval to send/ receive mails
- 37. Contacts
- 39. Add a new contact
- 40. Send a contact detail to others Go to contact Right Click on contact which you want to send to others
- 41. Add a new group/ distribution listClick on New -> Distribution List
- 42. Calendars
- 43. Working with CalendarsUsing multiple calendars of different mail boxes attached to MS Outlook mail
- 44. Working with Calendars- Meeting RequestsAdd AttendeesUsed for sending meeting room booking request
- 45. Using Meeting Scheduling AssistantOne can view attendees calendar appointments to send meeting requests accordingly
- 46. Working with Calendars- Meeting Time zone
- 47. Sharing your calendars with othersClick this
- 48. Request others to share their calendarsTo access others calendar information, you need to send a request to them to share their calendars with you or accept your sharing request.Click this
- 49. Notes
- 50. Managing Notes using OutlookClick Go-> Notes
- 51. Managing Notes using OutlookClick Go-> Tasks
- 52. Tasks
- 53. TasksClick New to create a new task
- 54. TasksAssign Task to others
- 55. Adding RSS FeedsReally Simple Syndication (RSS) is a way for content publishers to make news, blogs, and other content available to subscribers. You can add your favorite RSS Feeds as subscriptions in Microsoft Outlook.
- 56. Most important email etiquette tips:Make it personal – Avoid passive statements
- 57. Write Perfect Subject Lines
- 58. Use proper spelling, grammar & punctuation- Keep spelling option ON
- 59. Take Another Look Before You Send a Message – or Delay outbox sending by 10 mins
- 60. Think twice before hitting "reply to all."Â
- 61. Before forwarding emails- Say Why You Think What You Forward Will Interest the Recipient
- 62. Mailings > use the bcc: field specially when adding people having internet mail IDs
- 63. When in Doubt, Send Plain Text Email, Not HTML
- 64. Use Current Antivirus Software, Keep it Up to Date, Scan for Free
- 65. Do not attach unnecessary files
- 66. Add disclaimers to your emailsReference/ Bookswww.businessemailetiquette.comwww.101emailetiquettetips.comhttp://www.time-management-basics.com
Editor's Notes
- #3: BBN Technologies (originally Bolt, Beranek and Newman) is a high-technology company which provides research and development services. BBN is based next to Fresh Pond in Cambridge, Massachusetts, USA.
- #6: In order to start prioritizing your work so that you are sure you are focusing on the most valuable work, not just the most immediate demands, recognize when an important task has switched over into urgent. The more time and attention you can give to completing an important job, the higher your quality of work will be.
- #7: Pop3, IMAP, HTTP mail accounts
- #9: http://email.about.com/od/emailnetiquette/a/Use_Email_Message_Priorities.htm
- #11: Cc means carbon copy.. BCC means... blind carbon copy- Using BCC protects your recipients' private email addresses from being spread to strangers (from being released into the public domain.)
- #51: http://www.time-management-basics.com/time-management-urgent-v-important.shtml