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Applications of Microsoft Outlook

SCPS Market Research Solutions. Applications of Microsoft Outlook. Improving organizational communication with advanced Outlook features. Nick Riedel December 17, 2013. Outlook 2010 Introduction. Email Communicate with others Attach and send files Calendar Track meetings and events

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Applications of Microsoft Outlook

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  1. SCPS Market Research Solutions Applications of Microsoft Outlook Improving organizational communication with advanced Outlook features Nick Riedel December 17, 2013

  2. Outlook 2010 Introduction • Email • Communicate with others • Attach and send files • Calendar • Track meetings and events • Contacts • Store phone numbers and address • Tasks • Manage tasks and progress • Notes • Keep miscellaneous information

  3. Email Accounts • Server connections • Web based mail • Exchange email • Other mail configurations (Nordell, 2011) • Account Settings • Username and password • Email service configurations • Protocols • POP3 • IMAP4

  4. Advanced Email Features • Delayed Emails • Send emails at a future date • Voting Buttons • Receive responses from recipients • High Importance • Alert other users to more urgent matters • Signatures • Include contact and other relevant information at the bottom of each email

  5. Organizing Emails • Search • Find emails by searching subject, contents, and senders • Categories • Color coded visual aids that act as a tag • Reminders • Easy method to keep up on conversations that need revisited

  6. Contacts • Contacts • Store information on users • Store documents related to users • Contact Groups • Send emails to several individuals by selecting one group for the recipient • Create Contacts • Add from contacts folder, or create from senders • Add and Import Contacts • Import vcardsand CSV files

  7. Calendars • Create Appointments • Set time and availability • Create All-day Events • Reminders • Notify of upcoming events • Recurring Appointments • Repeat events • Schedule Meetings • Invite Attendees • Email requests and receive responses (Nordell, 2011)

  8. Tasks • Create Tasks • Assign Due Dates • Set Completion • Recurring Tasks • Delegate Tasks • Status Reports • Track Task Hours • Reminders

  9. Journal • Tracking Activities • Automatic Journaling • Configure for specific contacts or activities • Creating Journal Entries

  10. Notes • Simple Text • Track miscellaneous information • Searchable • Categorize

  11. Customization • Ribbon • Configure tabs and sections for any need (Boyce, 2010) • Templates • Configure starter emails containing information that is frequently recreated

  12. Collaboration • Delegation • Grant and control access to calendars, contacts, and other personal Outlook account items • Calendar Sharing • See and share calendar information • Office Integration • Mail merge • Contacts import • Export Contacts • Sharepoint

  13. Security • Virus protection • Block specific file types in attachments (Boyce, 2010) • Configure how to treat attachments • Export Outlook data files

  14. Exchange Integration • Out of Office Replies • Shared Calendar Improvements • Users can share directly with other Exchange users (Murray, 2010) • Advanced Security • Exchange spam filter (Microsoft, 2012) • Recall Emails • Recall unread emails

  15. Mobility • Outlook Web App • Access Outlook through a web browser • Access email remotely • Outlook Anywhere • Configure Outlook 2010 to connect to Exchange (Boyce, 2010) • Configure access through mobile devices • Set up account from mobile with ActiveSync (Poulson, 2010)

  16. Outlook’s Benefits to SCPS • Effective and organized communication • Manage communication with others • Employee availability • With mobility options users can communicate effectively even off site • Goal clarity • Tasks and delegation make it easier to know what has been accomplished and what remains • Time management • Shared calendars help the organization as a whole reduce scheduling conflicts • Users can plan out and visualize their weekly or monthly schedules

  17. Adoption of Outlook • Outlook 2010 empowers users to manage more information and communication with reduced effort. Through the numerous features included with email, contacts, calendars, and tasks users have improved ability to coordinate with others and offload workloads to available resources. Those benefits are reinforced with features that allow the users to track progress through journals and delegation. In short, Outlook 2010 gives users command of more information while simultaneously improving their ability to manage that information.

  18. References • Boyce, J. (2010). Microsoft Outlook 2010 Inside Out. Redmond: Microsoft Press. • Murray, K. (2010). Microsoft Office 2010 Plain & Simple. Redmond: Microsoft Press. • Nordell, R. (2011). Microsoft Outlook 2010 (1st ed.). Career Education. • Poulson, T. (Ed.). (2010). Outlook 2010: Advanced. Fairport, NY: Axzo Press. • Microsoft. (2012, 10 9). Enable Anti-Spam Functionality on a Mailbox Server. Retrieved 12 17, 2013, from technet.microsoft.com: Enable Anti-Spam Functionality on a Mailbox Server

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