Microsoft outlook email management is a skill that every IT professional should have.

Considering, it is one of the most popular tools used daily for communication in the corporate world and small business environments.

Therefore, it is beneficial to know how to set it up for expert efficiency, productivity and in support of all novice email using clients or employees.

Microsoft outlook email management is the key to well balanced message communication and follow-up.

Flag Email For Follow Up

Microsoft outlook allows IT professionals to flag email messages and track responses to messages that they send to clients.

Additionally, they can also make sure that they follow up on messages received from clients in the same manner.

In both cases, they can include a reminder alert to make sure that important emails do not slip through the cracks.

1. When sending a new email, select the Follow Up button in the Message Ribbon.
2. Choose a default flag for Follow Up, create a custom flag, or add a reminder which will include the date and time.

Automate With Mailbox Rules

A mailbox rule is an action that Microsoft Outlook executes automatically on incoming or outgoing email messages.

This triggers the actions the mailbox rule requires to achieve a specific goal.

For example, create a rule to move all messages from a manager to a newly named folder and mark them as important.

Or delete all messages with the word ASAP in the subject or body of an email message.

1. Right-click on a email message in your inbox or a different email folder and select Rules.
2. Select one of the options. select Create Rule.
3. In the Create Rule pop up box, select one or more of the checkboxes.
4. In Do the following, if you want the rule to move a email message to a folder, check the Move item to folder box, then select the folder from the Select Folder that pops up, and then select OK.
5. Select OK to save your rule.

Create Frequent Email Templates

Use email templates to send instructions or user guides that include useful information that doesn’t change often.

Compose and save well typed email messages as templates, and then reuse them when necessary.

Moreover, include additional and updated information before sending the template as an email message.

1. On the Home tab, in the New group, select New Email.

In the email message body, write the email that you want to send and include any pictures or attachments.

1. In the message window, select the File tab.
2. Select Save As.
3. In the Save As pop up box, and in the Save as type list, select Outlook Template.
4. In the File name box, type a name for your outlook template, and then select Save.

View Only Unread Messages

Being able to set the filter view for unread email messages is the best way to make sure that important emails do not get missed.

1. In Microsoft Outlook, select the All drop-down at the top of the message list and then select Unread Mail.
2. In Outlook 2016, 2013, and 2010, select the Filter Email drop-down in the Find group on the ribbon and select Unread.

Likewise, it’s also useful to filter the emails in conversation view.

This will allow support to distinguish from the unreplied and replied emails by checking for the dropdown arrow.

1. From a pre-determined email folder, such as the inbox, click View – Show as Conversations to turn the conversation view on or off.
2. Choose either All mailboxes or This folder.

Conclusion

Microsoft outlook email management is a skill that every IT professional should attempt to obtain.

Furthermore, it offers many benefits in being a knowledgeable and productive support technician.

Including the excellent support of clients who don’t have these particular microsoft outlook email management skills.