Learn all about Outlook
What is Outlook?
Each week, according to The Wall Street Journal, employees spend on average 8.8 hours reading and writing emails. But do you think you know all the secrets of your professional email?
To facilitate your daily life, improve your efficiency and productivity, Signitic Gives you all the keys to Microsoft Outlook ! Check out our comprehensive guide to this email service.
Why use the Outlook solution?
Software developed by Microsoft, Outlook is more than just an email service. The latter is integrated into the Microsoft Office suite, which includes various software such as Word, Excel, and PowerPoint.
More than allowing users to send emails, they can manage their Emails, but also their meetings, their tasks Or their Contacts. Outlook also has a multitude of advanced features, designed to improve efficiency and productivity.
What are the benefits of using Outlook for your business?
Communicate effectively with your customers and service providers
The main feature of Microsoft Outlook is thedispatching And the Receiving emails.
By using the email service within your company, you can create an email address ending in domain name of your company, for more professionalism.
In addition, it is possible to switch between different mailboxes and centralize your mailbox all in one place: this is all the more convenient if your business includes different departments, such as customer service, marketing, support, etc.
Send your emails with complete peace of mind: Outlook also offers you various security features such as email encryption, protection against spam and viruses or the ability to block unwanted senders.
Finally, Microsoft Outlook is available on all platforms, your employees will be able to access their email from a PC, Mac or smartphone.
Creation of rules to classify your emails
By using Outlook in your business, you can organize your mailbox the way you want:
- You can create records And subfolders to pull your letters;
- It is possible to create ranking rules depending on the sender or the content of the email;
- Messaging can you Report important emails ;
- You will receive automatic reminders.
Define an automatic response when you are absent
Are you aware that you won't be in the office for a certain period of time? With Outlook, you can Set up an absence message in a few clicks:
- Click on the “File” tab at the top left of your screen;
- Select the option “Automatic response (out of office)”;
- Check the “Send automatic replies” tab;
- You can then write your message and set up the absence slots including your departure and return dates.
What keyboard shortcuts do you absolutely need to know?
To work more quickly and efficiently, there are some Essential keyboard shortcuts ! Signitic reveals the ones you need to know to make it easier for you to use the software.
Create a new message
In order to create a new message, but also an event in your Outlook calendar, all you have to do is press the keys Ctrl + N. So you can start writing your email without leaving the inbox view.
Reply to all the interlocutors in an email chain
To reply to an email, press Ctrl+R on your keyboard. If you want to include all the people in the channel in your email, simply select the option “Respond to everything” by pressing the keys Ctrl+Shift+R of your keyboard. To send the email, then select Ctrl+Enter.
Save an email as a draft
In order to Save an email as a draft In Microsoft Outlook, you can use the following keyboard shortcut: Ctrl + S. You will then be able to save the message being written in the “Drafts” folder.
Add an attachment to your emails (images, files, PDFs)
To add an attachment to your email, be sure to:
- Select”Attach a file” in the “Insert” group under the “Message” tab, in a new email, a reply or a transfer message;
- Choose file to be added to one of the following locations: “File”, “OneDrive”, or “Browse”;
- If you select a file from your computer, a copy is attached to the email. If you're sending a OneDrive file, you have two options: sending the linkage Or of a copy ;
- Once the file has been imported, all you have to do is send your mail !
How do I send a large file via Outlook?
In order to send a large file via Outlook, the best solution is to use onedrive, Microsoft's cloud service. To do this:
- Log on to the website onedrive ;
- Select the file to be sent: write a new message from Outlook, select “Upload and Share” and choose the file you want to send;
- Attach the file as a link : Once the file is saved to OneDrive, select the “insert it as a link” option. Your recipient will have a link redirecting them to the latter and you can exceed the 20 MB limit imposed by Microsoft;
- Send your email.
How do I add an email signature in Outlook?
In order to add your email signature in Outlook, all you have to do is follow these few steps:
- Select “New email” from the toolbar of your Outlook email;
- Click on “Message” > “A Signature” > “Signatures”;
- Click “New” under the “Signature to change” button;
- Name this new signature;
- Create your signature and format it;
- Add an image, a link to a social network, your logo, a CTA (Call To Action) button leading to a contact form or even a banner;
- Choose an option from those offered in “Choose a default signature.”
Can you personalize your Outlook signature?
By following the steps outlined above, you can manually customize your Outlook signature. With Signitic, easily personalize your email signature and that of your collaborators!
You will be able to integrate Signitic into your environment Microsoft 365 in a few minutes, centralize The signatures of your employees and create a design in the colors of your company !
Visit the Signitic website to discover our solution for electronic signature personalization.
Can I use a Gmail account on Outlook?
In order to manage all your mailboxes from a single interface, you can add your Gmail account to Microsoft Outlook in a few clicks:
- Select”Show settings” under the “View” tab;
- Click on “Accounts” then”Email accounts”;
- You can now select the option”Add an account, Manage an existing account”;
- Click on “Add an account” then add your Gmail account from the “Suggested Account” dropdown list before selecting “Continue”;
- In the “Google Account Permissions” window, select”Allow”;
- Once your Gmail account is added to Outlook, click”Done” or add another email account.
