Outlook functions ensure email is read

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Pause for a minute and take a look at your email inbox. How many emails do you have? How many would you say you’ve responded to today? Most business owners would answer well over 100, many of which will never be read. There is a chance that one of those may be important, or require an action from you. Wouldn’t it be nice to have reminders from the sender, or something that indicates the email is important? If you use Office 365 and Outlook, there is a way to ensure important emails are seen and read.

Here’s three features of Outlook that can help you ensure your important emails are seen by recipients:

Add a receipt

Outlook allows for two different kinds of receipt – Delivery and Read Receipts – which you can attach to emails you send. Attaching a Delivery Receipt will send you a message when the email has been delivered to the recipient’s inbox. A Read Receipt sends you a message when the recipient has opened the email. The way this receipt works is when the recipient opens the message, they have to agree for the message to be sent. They also have the option to opt out, which means you won’t get a notification.

You can attach a receipt to your emails by:

 

  1. Clicking Options in the open message.
  2. Selecting Request a Read Receipt or Request a Delivery Receipt from the Tracking group.

To view the receipt, you will have to click on the Sent folder, and find and open the message. From there, select the Message Tab, look at the Show group and click on Tracking.

Add a Flag

If you have emails that require an action, or would like to grab the attention of the recipient, you can assign a flag. Flags put a colorful flag on the info bar and generally provide information about when you expect a follow up. You can put a flag on messages by:

  1. Clicking on the Message tab when writing a new message.
  2. Looking at the Tabs group and selecting Follow Up.
  3. Selecting the relevant flag.

You can also create a custom flag by clicking on Custom.

Add a Reminder

If you feel that a reminder is necessary – the recipient will get a message on their screen – you can set it up by:

  1. Clicking on the Message tab when writing a new message.
  2. Looking at the Tabs group and selecting Follow Up.
  3. Selecting Add Reminder and ticking the box that says Flag for Recipients.

You can press Flag to: to get a drop-down list of different flag options like Follow up, Schedule meeting, etc. You can also set the time and date you want the reminder to be shown on the recipient’s screen. If you press Flag for Me, you will be able to set reminders for yourself.

Be careful with this feature however, as some people may not appreciate reminder messages popping up on their screen. It would be a good idea to ask them if it’s ok before you send it.

By adding reminders to Outlook, you can increase the likelihood of people seeing your email and taking the required action. If you would like to learn more about Office 365 and how your organization can benefit from it, contact us today.

 

Published with permission from TechAdvisory.org. Source.

Link Mac Mail with an Office 365 account

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It used to be Mac vs PC, but, with the steady adoption of the cloud and cloud based office solutions the question is quickly becoming: Mac or PC? With the release of Microsoft Office 365 for Mac, businesses now have access to Apple’s solid platform and Microsoft’s terrific office software. If you’re a Mac user, and love Mail, you can connect your Office 365 account to it.

Here’s how to configure Mac’s Mail program to enable you to send/receive emails from your Office 365 account(s).

For OS X 10.7 (Lion) and later

  1. Open System Preferences by clicking on the icon with the cogs on the launch bar or pressing Command (⌘) + Spacebar and typing: System Preferences.
  2. Click Mail, Contacts, & Calendars.
  3. Click +, located underneath the list of accounts on the left-hand side of the window.
  4. Select Microsoft Exchange from the list of services on the right.
  5. Enter your name as you would like it to appear on sent emails, your email address and password.
  6. Hit Continue. The next screen should be an Account Summary screen, ensure the information is correct and hit Continue.
  7. Ensure Mail, Contacts and Calendar are selected from the next screen. This will link the Mac programs Mail, Contacts and Calendar with their Office 365 counterparts.
  8. Press Add Account.
  9. Open Mail and your account will sync.
  10. Try sending a test email. Ensure that you select your Office 365 account as the sender if you have more than one account linked to Mail.

For OS X 10.6 (Snow Leopard)

  1. Open Mail, usually located on the launch bar at the bottom of the screen. If you can’t find it, it’s located in your Applications folder.
  2. From the menu bar select Menu followed by Preferences. You can also hit ⌘ + , to open preferences.
  3. Select Accounts on the window that opens.
  4. Click +, located underneath the list of accounts on the left-hand side of the window.
  5. Select Microsoft Exchange from the list of services on the right.
  6. Enter your name as you would like it to appear on sent emails, your email address and password.
  7. Hit Continue. The next screen should be an Account Summary screen, so ensure the information is correct and hit Continue. Note: You may get a screen asking to put in your server address. If you do, contact the administrator in charge of Office 365 for the relevant addresses.
  8. Ensure Also set up: Address Book contacts and iCal calendars are ticked in the Account Summary screen.
  9. Hit Create and your account should sync.
  10. Try sending an email and just ensure to select your Office 35 account as the sender if you have more than one account.

If you have any more questions about Office 365 for either your Mac or PC, please contact us, we can help.

Published with permission from TechAdvisory.org. Source.

Change your inbox count in Outlook

Office365_Sep04_BThere are a number of different programs available when it comes to office based publishing. The most popular is produced by Microsoft, Microsoft Office. Office and its cloud version, Office 365 are incredibly useful and businesses rely on Office for nearly every function. One program, Outlook – the email specific program – also has some features you can personalize.

Here’s how to get Outlook to display the number of unread emails, or emails in a folder.

  1. Log in to Office 365 and navigate to Outlook. Your folders should be on the left, including folders like Inbox and Trash.
  2. Right-click on the folder you’d like to modify to display the different counts.
  3. Click Properties from the drop down menu.
  4. Click General. Select either: Show number of unread items or Show total number of items.
  5. Click Ok.

You should now see a number, either in green or blue beside the folder’s name. Green is used to indicate total number of messages in the folder, and blue indicates the total number of new messages. If there is no number it means there are either no emails, or no new emails. Be aware that you can only select one option but you can always change the number displayed by following these steps again.

 

Assigning different counts to folders can help you keep track of different projects, and it is your personal preference as to which you use. If you’d like to learn more about Office 365 and Microsoft’s other products, please contact us.

Published with permission from TechAdvisory.org. Source.