Guide to Using Microsoft Outlook in Your Business

Foster practices that encourage employees to use all of Outlook

Because Outlook's parts interact, when one person starts using a feature, soon more do.

I recommend: Train selected employees to use certain features to start the ball rolling. For example, have some use Outlook's Calendar to schedule meetings and send invitations, so that attendees will use their Calendars to review their meeting schedules. Have managers start assigning Tasks so that receiving employees can review them in their task Lists.

Evaluate newer editions to ensure that you have the features you need

Like most programs, Outlook gets better with time, and a better array of training and support availability quickly follows new releases.

I recommend: Office Update is a free tool for downloading the latest fixes and enhancements. Check the edition comparison chart to see what you have and don't have.

Deploy training and other tools to get workers up to speed

Anybody can figure out email alone, but to use other Outlook features effectively, workers may need a little help.

I recommend: Evaluate online training options, such the free Education Online for Computers or VTC Network. Consider sending one or more employees for Office certification training so that they can bring that expertise back to your company.

Integrate Outlook with other tools workers already know and love

Hooking Outlook into other popular tools may improve user acceptance.

I recommend: Let users use their AOL Instant Messenger Buddy List and initiate chats from within Outlook, or link employees' Outlook message inboxes to popular online email systems such as Gmail or Yahoo!.

Use rules to organize information and block spam

Rules, aka filters, control what Outlook does with messages it receives. Messages can be rejected, deleted, auto-replied to, auto-forwarded, filed in specified folders and more. Rules can also match incoming messages against a list of known spammers to stop spam cold.

I recommend: Check out using rules and keep up with free downloads of spammers to make blocking spam easy.

Use

The "Search folders" function allows you to find only messages, contacts or other Outlook items that match specific search criteria. Use it to create a custom view of content related to a particular topic or project.

I recommend: Here's how to use Search Folders.