Advantages of Using Microsoft Outlook

Microsoft Outlook

Microsoft Outlook is an email and messaging program, as well as providing journal logging, note taking, task management and task delegation capabilities. As part of Microsoft Office Suite it can be used by individuals or teams with multiple users simultaneously.

Create rules to organize emails into folders based on criteria you determine, flag messages for follow up and receive email from Exchange servers.


Microsoft Outlook’s calendar is an extremely useful resource, with one key advantage being integration with email – making life simpler for administrative assistants in managing schedules and finding meeting spaces. But beyond this straightforward feature are a wide array of settings and flexibility not immediately apparent to users.

Set it to display small weather icons next to meetings and events, for instance. By default, Microsoft’s headquarters in Redmond, Washington is highlighted, but you can easily change or add additional locations so as to gain more details regarding upcoming weather.

Outlook calendar makes it possible to send invitations to those who do not share one in your location, with dates, times and places specified for an event; you can add an event message as well as choose whether or not their photo should appear.

Another option allows you to create templates that will be used for recurring events, like weekly meetings. Once customized as necessary, simply copy and paste into other calendars for easy copy-paste action – saving both time and energy when performing repetitive tasks.

Another intriguing setting relates to email. When sending out meeting invitations via email, you can enable an option that deletes forwarding responses or replies so your inbox won’t get bogged down with too many forwarded messages.

The rest of the settings are fairly standard for online calendars: you can change the number of columns you see, choose between thumbnail and list views and play around with color schemes. There’s even a button that lets you add and remove calendars from the menu bar at the top of your screen if multiple calendars are open; just click each name individually to make any necessary modifications, while clicking an arrow next to “Your Calendars” allows you to further personalize their settings by Rename or Delete as appropriate.


The Contacts folder houses all the people with whom you communicate frequently via email, such as business contacts, family members and friends. As well as keeping track of their names, phone numbers and emails addresses, Outlook provides additional features that allow you to manage communications efficiently – such as using To, Cc and Bcc boxes when sending email; when typing someone’s name into To box Outlook will search through its Contacts folder and highlight any matching contacts before providing you an option to add them directly in any To, Cc or Bcc box when sending email message – making sending faster!

When creating a contact, you have several options when entering information for them: only their name can be entered; alternatively, more detailed data such as an email address, street address, phone numbers and pictures can also be included. Furthermore, saving a group allows you to organize and sort contacts according to categories; you can import contacts from files like CSV (Comma Separated Value).

If you receive a business card through the mail, Outlook provides an easy way to record that person’s contact information without adding it as an individual contact. Or you can scan a photo using your camera’s USB port – photos will then be stored in the Contacts folder with a file extension of.png.

Search Contacts allows you to search contacts by name or other criteria such as telephone number or company name; it differs from Search People which only searches names and email addresses.

As soon as an email arrives, right-click its sender and choose “Add to Contacts.” Alternatively, use the New Contact button on the Home tab to add them. Or create groups of contacts by moving them into either Group Folders or People folders – making contact management much simpler across your organization!


Emails are one of the cornerstones of modern businesses, and Microsoft Outlook makes managing multiple accounts easily with just one program. In addition, its calendar, contacts, and tasks features enable you to stay on top of everything within your organization as well as beyond it. With Outlook you can also share documents or files created on your hard drive with others through this platform, making communication both within and beyond your organization simpler than ever.

To organize your emails effectively, create separate folders for every type of email that arrives. Sort messages according to priority, type or topic for easier retrieval at any given moment. Furthermore, rules can automatically move specific emails into designated folders or delete them altogether from your inbox.

If you need to send an email instantly but don’t have time to compose it right now, the Send Later feature offers a solution. Simply compose your message, click Options > Delay Delivery > Do not deliver before, select a date/time to send, and schedule it later for delivery. It’s a great way of sending out communications without disrupting meetings in progress!

Add some personality to your emails by including photos or logos; adjust text formatting so it is easier for readers to digest; create an email signature that automatically appears at the bottom of every email you send; customize your mailbox by including an @mention option when mentioning contacts in emails or meeting invitations; and more!

Outlook makes viewing email conversations in threaded form even more valuable by providing this functionality, helping reduce how much time is spent reading long emails threads. You can even mark messages for follow-up which saves time when tracking down replies from someone.

Microsoft Outlook features an anti-spam protection to safeguard you against spam emails by identifying potentially spammy email addresses and blocking their delivery to your mailbox. Furthermore, specific countries and senders can even be blocked using this filter; you can manage it by visiting Home > Junk mail options.


Microsoft Outlook’s task feature can be utilized as a project management solution, enabling users to assign and organize tasks while monitoring progress and time spent on projects. It is particularly helpful for small teams who work remotely as well as freelancers – it helps increase productivity and efficiency!

As soon as you create a task, you have several options for customizing it and setting reminders. Additionally, notes, files or media may be attached directly from email messages for easy reference later. Once finished with a task you can mark it as completed or deferred and use “Total Work” and “Actual Work” fields to keep track of time spent working on it – ideal for freelancers charging by the hour as well as companies using billable hours as productivity measures.

Your organization’s preferences dictate whether tasks can be managed within the reading pane or as individual task windows, with tasks shared between users for teamwork and collaboration purposes by selecting one task and clicking Share, sending an invitation link directly.

Staying on top of projects requires staying informed. Use the task status update and percent complete feature to stay abreast of them, with status options like “Waiting,” “In Progress,” and “For Someone Else.” For projects that have hard deadlines or milestones set by another party, using task progress to monitor performance may also prove valuable.

Microsoft Outlook’s Tasks feature is one of the easiest and most user-friendly project management programs around, making it simple for any user to utilize and integrates seamlessly with the rest of Microsoft Outlook. Plus, its seamless integration with eWay-CRM helps manage customer relationships and sales pipeline. Mailbutler makes Microsoft’s Tasks feature even easier since it seamlessly integrates with your inbox allowing fast task creation based on any email received into Outlook Tasks!

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