Most of us use email all the time, but while it allows us to communicate with our colleagues, clients and customers, it can also tie us to our desk, drowning in unanswered messages and half-finished replies.
There are a few simple tips and tricks that you can take advantage off to ward off those email woes however so let’s get stuck in and have a look.
To achieve a systematised inbox—particularly in Outlook 365—users can create a structure of folders. Folks who have done this before typically use it as a way to declutter and file incoming emails. However, it’s also ideal for sorting out necessary, medium-priority, and low-priority emails.
To do it, you have to identify the type of emails you are receiving first. It will be your guide in categorising your folders. For instance, you can use labels like ‘To Do,’ ‘Follow-up,’ and ‘Someday’ for your folders. You can also use ‘Important,’ ‘Medium-Priority,’ and ‘Low-priority.’ This part is mostly up to you. As long as the tags are comprehensible, it will work.
After that, start creating different folders for each. Here’s how:
Adding an electronic signature to your email is vital for many reasons. It is especially true to those who own a business such as a public or private limited company or a Limited Liability Partnership. According to the Companies (Trading Disclosures) Regulations 2008, professionals in the UK are obliged to include details such as the company’s registration number, place of registration, and office address. Apart from that, electronic signatures add texture to the email, making it more professional.
Furthermore, there are instances when email signatures do not sync properly across different devices. This inconsistency is natural since not all devices have the same screen width. This can be fixed though.
It is possible to make your email signature look exactly the same all the devices you use to send emails. There are services and software solutions to help maintain the consistency of all the information included in the email disclaimer, making it look as neat as it should be. You only need to integrate and set it up in the domain level. It works both in G-suite and Microsoft Outlook 365 as well and it costs per email account only.
Gmail introduced this feature way back year 2015, allowing users to withdraw or stop the email from being sent to its recipient. If you often send an email accidentally that should be a draft, this one is for you.
It is straightforward to set up. Just go to ‘setting’ which is located in the upper-right corner of your account, click through the link, and check the box beside the ‘Enable Undo Send.’ An option box will then appear, asking for the cancellation’s time period.
Outlook 365 has a feature wherein, instead of typing the same old responses, you can create ‘quick parts’ and insert it with one click in the body of the email. It is ideal for employees who usually send the same answers over and over again.
Here’s how to create Quick Parts in Outlook 365:
There are instances when you forget to email your colleague a response simply because you forget to. It is natural and everyone experiences it. Fortunately, Outlook 365 has created a way to prevent such incidents. Using the app’s ‘Task List’ users can set a reminder on each message that needs a response in the future.
To do it, just drag the email and placed it on the Task List icon. After that, add a date and time you wish Outlook to remind you and then save it. That’s it. A pop-up box will then appear to tell you of it.
Email accounts such as Google’s Gmail and Microsoft Outlook 365 have provided a lot of useful features to help users like you and me achieve better email management. From separating important, medium, and low-priority emails to set up a reminder, all of these were created solely to enhance the application’s user experience. All you have to do is study and master it.
If you need help and advice regarding business email issues give our IT support team a call on 0117 369 4335 and we’ll discuss your needs and what we can do to help.