Applications of Microsoft Outlook

Improving organizational communication with advanced Outlook features

SCPSMarket Research

Solutions

Nick RiedelDecember 17, 2013

Outlook 2010 Introduction

EmailCommunicate with othersAttach and send files

CalendarTrack meetings and events

ContactsStore phone numbers and address

TasksManage tasks and progress

NotesKeep miscellaneous information

Email Accounts

Server connectionsWeb based mailExchange emailOther mail configurations (Nordell, 2011)

Account SettingsUsername and passwordEmail service configurations

ProtocolsPOP3IMAP4

Advanced Email Features

Delayed EmailsSend emails at a future date

Voting ButtonsReceive responses from recipients

High ImportanceAlert other users to more urgent matters

SignaturesInclude contact and other relevant information at the bottom of each email

Organizing Emails

SearchFind emails by searching subject, contents, and senders

CategoriesColor coded visual aids that act as a tag

RemindersEasy method to keep up on conversations that need revisited

Contacts

ContactsStore information on usersStore documents related to users

Contact GroupsSend emails to several individuals by selecting one group for the recipient

Create ContactsAdd from contacts folder, or create from senders

Add and Import ContactsImport vcards and CSV files

Calendars

Create AppointmentsSet time and availability

Create All-day EventsReminders

Notify of upcoming eventsRecurring Appointments

Repeat eventsSchedule Meetings

Invite AttendeesEmail requests and receive responses (Nordell, 2011)

Tasks

Create TasksAssign Due DatesSet CompletionRecurring TasksDelegate TasksStatus ReportsTrack Task HoursReminders

Journal

Tracking ActivitiesAutomatic Journaling

Configure for specific contacts or activitiesCreating Journal Entries

Notes

Simple TextTrack miscellaneous informationSearchableCategorize

Customization

RibbonConfigure tabs and sections for any need (Boyce, 2010)

TemplatesConfigure starter emails containing information that is frequently recreated

Collaboration

DelegationGrant and control access to calendars, contacts, and other personal Outlook account items

Calendar SharingSee and share calendar information

Office IntegrationMail mergeContacts import

Export ContactsSharepoint

Security

Virus protectionBlock specific file types in attachments (Boyce, 2010)Configure how to treat attachments

Export Outlook data files

Exchange Integration

Out of Office RepliesShared Calendar Improvements

Users can share directly with other Exchange users (Murray, 2010)

Advanced SecurityExchange spam filter (Microsoft, 2012)

Recall EmailsRecall unread emails

Mobility

Outlook Web AppAccess Outlook through a web browserAccess email remotely

Outlook AnywhereConfigure Outlook 2010 to connect to Exchange (Boyce, 2010)

Configure access through mobile devicesSet up account from mobile with ActiveSync (Poulson, 2010)

Outlook’s Benefits to SCPS

Effective and organized communicationManage communication with others

Employee availabilityWith mobility options users can communicate effectively even off site

Goal clarityTasks and delegation make it easier to know what has been accomplished and what remains

Time managementShared calendars help the organization as a whole reduce scheduling conflicts Users can plan out and visualize their weekly or monthly schedules

Adoption of Outlook

Outlook 2010 empowers users to manage more information and communication with reduced effort. Through the numerous features included with email, contacts, calendars, and tasks users have improved ability to coordinate with others and offload workloads to available resources. Those benefits are reinforced with features that allow the users to track progress through journals and delegation. In short, Outlook 2010 gives users command of more information while simultaneously improving their ability to manage that information.

References

Boyce, J. (2010). Microsoft Outlook 2010 Inside Out. Redmond: Microsoft Press.Murray, K. (2010). Microsoft Office 2010 Plain & Simple. Redmond: Microsoft Press.Nordell, R. (2011). Microsoft Outlook 2010 (1st ed.). Career Education.Poulson, T. (Ed.). (2010). Outlook 2010: Advanced. Fairport, NY: Axzo Press.Microsoft. (2012, 10 9). Enable Anti-Spam Functionality on a Mailbox Server. Retrieved 12 17, 2013, from technet.microsoft.com: Enable Anti-Spam Functionality on a Mailbox Server