Take advantage of Outlook and optimize your business

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Do you use Outlook for work? This well-known tool in the business world is not only used for sending and receiving emails. In this post we are going to show you some Outlook functions that you didn't know about . Become an expert!

Outlook Features You Didn't Know About
Outlook is Microsoft's free personal email service. Many companies use it as a tool to communicate with their clients, suppliers and employees. We show you some Outlook features that can help you optimize your business:

Backup in Outlook
One of the most useful features of the email service is that it allows you to make a backup copy to save your contacts , your calendar and your millions of emails with important information. To do this, access Outlook and select File > Open and Export > Import or Export > Export to a file. Then, select the option 'Create an Outlook data file (.pst)' and click 'next'. Finally, choose the email folder you want to make a backup copy of and the location on your computer. From now on, you will have a file with all the messages in your Outlook folder.

Configure your shipments
If you think that with Outlook all messages sent and thailand number data received are the same, you are very wrong! With this tool you can create messages that are different from the rest of the emails in your inbox. For example, you can choose the font you want or the font size to adapt it to the corporate visual identity of your business.


Oh, and don't forget to set up an automatic reply when you're on vacation. Just go to 'Files' and click on the 'Auto Reply' option and all emails you receive in your work account will automatically receive a reply. It's highly recommended that you include the contact information of the colleague who will be replacing you during your vacation, so that the recipients will know where to go when you're away.



Add a signature
Still don't know how to add a signature in Outlook? It's very simple. Create a new email message and select signature in the message tab. Under 'Select signature to edit' choose 'New' and design one to your liking. We recommend that you include your name, phone number, email address and the name or logo of your company.

Next, select the email account you want to associate the signature with. The cool thing about this tool is that you can have different signatures for each email account. Now go to the 'New Messages' list and choose the signature you want to automatically add to all new email messages so that when you compose a new message your signature will automatically appear at the end of the text.


And if you want to wow the world with a professional signature, why not try inserting a graphic or animation into your Outlook signature ?

Setting up a distribution list
A very useful – and little-known – option in Outlook is the ability to create email distribution lists and store them in the Contacts folder.

Simply click on Address Book and open it. Select the contacts from the list that you want to include in your new list and click on 'New Entry', then select 'New Contact Group'. Add as many contacts as you want to your new distribution list, which will be saved in your address book as one. This new method will make it much easier for you to send messages to groups of people.

Schedule sending emails
You probably didn't know that Outlook allows you to delay sending emails .

Write your email and when you are ready to send it, click on the 'Delay delivery' option in the 'options' tab. In this menu you can choose which day and time you want your email to be delivered. You can delay it by minutes, hours or even days. You can also categorize your message based on whether it is important or not.

This scheduled email sending option is a great solution if you want to reread your outgoing messages before sending them with peace of mind.