Photo by Brett Jordan
Efficiency is essential in both personal and professional communication. One of the best email applications available is Microsoft Outlook, which has an extensive list of features and tips that can completely change the way you handle your duties and mailbox. Here are some of these features that will make your emails look much more professional.
Dark mode
Emailing and checking your emails before bed can be annoying because of the strong white light. It is recommended that you enable the dark mode to avoid harming your eyes from the light. The dark mode changes the app’s theme to a darker one, which is more eye-friendly and less draining on your battery (OLED screens only).
You can do this in different ways. One of the ways is to turn on a dark theme, which will automatically put all Microsoft 365 desktop applications in dark mode. You can access the option from the “Toolbar Settings,” press “File”, and then select “Office Account.” Under the option “Office Theme,” you can choose “Black” as your color mode. You can also switch between dark and light modes when you are writing an email with the sun and moon logo.
E-mail signature
The email should conclude with the sender’s (your) signature. It should include your name, phone number, email, and other important information so that the receiver can contact you if they need to. Adding a signature to your emails will also give them a more professional appearance.
You can create your very own signature by going into your account settings and choosing “View all Outlook settings.” Select “Mail” and then “Compose and Reply”. You can then type your signature underneath “Email Signature”.
There are even options that you can turn on that can, for example, put your email signature at the bottom of newly made emails, which is the option “Automatically include my signature on new messages I compose”. You can even make your signature appear on emails that you answer or forward by selecting “Automatically include my signature on messages I forward or reply to”. Don’t forget to save everything when you are done so that Outlook saves your signature and options.
Poll
Let’s say you’re hosting a party with different menu options, such as vegetarian, gluten-free, or dairy-free, and you’re wondering how many choices you’ll need to order or make. With Outlook’s Poll function, you can send out an email containing a poll where people can vote.
Customize the theme
Changing your Outlook theme is not only a smart idea but also a fun way to add individuality and productivity to your digital workplace. Discover why customizing your theme is not just a smart move but an exciting way to improve your everyday online experiences.
Professionalism: You can associate Outlook with your brand identity by personalizing the theme for business users. To keep your email correspondence consistent and businesslike, use your company’s colors and logo.
Personal touch: Choosing a theme that aligns with your character or attitude can improve the whole experience. The appropriate theme may establish the tone for your workplace, whether it’s a vivid splash of color for enthusiasm or a soothing blue for attention.
Step 1: Access Settings: Click the gear icon in the upper right corner to open the Outlook settings.
Step 2: Select a Theme: Look through the options in the “Theme” section or add more customization based on your tastes.
Step 3: Save Changes: After you’re happy with your choices, save your modifications to see your Outlook interface alter right away.
Calendar
Besides being an email client, Outlook also has a calendar that you can use to plan your schedule. It also allows you to list tasks that need to be accomplished and alerts that you want to receive within a certain period. Outlook’s Calendar function will help you organize your time much better.
The calendar feature in Outlook is a powerful tool that helps you organize your time effectively. The Calendar interface, which can be accessed by selecting “View,” offers an interactive platform for setting up meetings, appointments, and events. Color-coded categories make it simple to distinguish between various activity types and give you a visual overview of your day, week, or month.
Easy Scheduling: Organizing a schedule is made simple using Outlook’s Calendar. To get started, just select the preferred day and time, fill in the event information, send out reminders, and, if it’s a group project, even send out invitations. Quick alterations are possible because of the user-friendly interface, which guarantees that your schedule is flexible and responsive to shifting priorities.
Tasks and To-Do
Remaining organized and capable of monitoring schedules and due dates is essential for achieving success. Outlook is known for its email features, but it can do more than just organize your inbox. Its combined To-Do and Tasks capabilities provide a powerful organizing toolkit that can greatly increase your productivity.
To-Do List: The Tasks feature, which functions as your digital to-do list, is integrated with Outlook. Based on their level of urgency, tasks can be generated, categorized, and prioritized. You can quickly switch between your tasks, calendar, and email by selecting “View,” which unifies all of your organizing tools into one convenient platform.
Delayed sending
The “Delay Delivery” option stands out as a particularly useful feature since it lets users plan emails to be sent at a certain time, regardless of when they were originally written. This feature adds a level of accuracy to your email correspondence and has several advantages for communicating in both personal and business contexts.
Easy timing: With Outlook’s “Delay Delivery” option, users can prepare emails in advance and plan to send them out at the right time. This is quite helpful when taking into account time zone differences, work schedules, or certain events.
Email campaign: The “Delay Delivery” option is a game-changer for companies and marketing experts when it comes to email campaign management. Plan your announcements, bulletins, and promotional emails during periods of high engagement to get the most out of your marketing.
Read aloud
Aloud is an innovative hands-free email management tool that revolutionizes user interaction with emails by providing a flexible and user-friendly interface that meets a range of needs.
Multitasking: Read Aloud in Outlook brings up a world of multitasking possibilities. You can let Outlook take over and read the material aloud so you don’t have to concentrate just on reading your emails. You can perform other tasks at the same time with this hands-free method, which increases productivity and efficiency.
Hands-Free Email: Read Aloud makes managing emails easier, whether you’re operating a car, preparing food, or performing any other manual work. You can stay updated and reply to messages without ever looking at your screen by having Outlook read your emails aloud.
Follow-up flags
Effective inbox management is essential to maintaining organization and task completion. Microsoft Outlook’s Follow-Up Flags function is a useful tool for optimizing your email workflow. You may avoid critical communications being lost in the shuffle by carefully employing flags to make sure that important emails are not only recognized but also swiftly responded to.
Prioritization: Follow-Up Flags in Outlook introduce a visual cue system that helps you prioritize tasks by turning your inbox into a dynamic task management hub. You can quickly indicate the urgency of a given email and the kind of action that is needed by adding flags to particular emails.
Inbox Overwhelming: It’s common for crucial emails to be lost in the sea of emails that arrive in your inbox every day. As beacons amid the chaos, Follow-Up Flags help ensure that important emails are not missed. Proactive email management is crucial for professionals who are managing multiple projects and tasks.