What is Microsoft Outlook in Office 365 and how do I use it?

In this article I’m going to provide information and resources you need to put Microsoft Outlook in Office 365 to work for you. First, we’ll explore exactly what is Microsoft Outlook in Office 365. Then we’ll cover the benefits of using Outlook for your business before diving into the various features within Office 365’s Outlook. Next, we’ll look at how to use Microsoft Outlook — including step-by-step instructions for setup if you’re using Office 365 from GoDaddy. Finally, we’ll dig into some Outlook tips and tricks.

Ready? Let’s go!

What is Microsoft Outlook in Office 365?

Microsoft Outlook Office 365 Email IconMicrosoft Outlook is an anchor app within the Office 365 productivity suite. Office 365 is a cloud-based collaboration platform that includes a suite of products, accessible via one convenient login, that caters to small businesses and entrepreneurs. GoDaddy offers different subscription plans for Office 365, depending on your unique needs — all paired with GoDaddy’s world-class customer support.

Each plan includes Outlook email, which is professional email that uses your domain.

 

With email being crucial for business communications — and something we’ve all come to rely on — having a way to sync and access your emails is a priority. With Outlook in Office 365, regardless of your platform or device, you can log in and access a robust productivity solution no matter where you are.

Related: Benefits of professional email for business

Benefits of Outlook in Office 365

Microsoft Outlook Office 365 Productivity IconsWith Microsoft Outlook in Outlook 365 you get a suite of email and productivity tools all for one affordable monthly fee. All Office 365 plans include automatic updates to the software at no additional charge. It’s much easier than having to deal with conventional software licenses that can be expensive and hard to manage.

Rather than using Outlook only on your local computer, simply browse to your Outlook 365 login panel, and check your email.

No matter where you are or what device you are using, all you need is an internet connection and you can tap into your email and related productivity apps.

You’ll discover Outlook in Office 365 is popular because it isn’t just an email program. Outlook has several components that allow you to be more organized and keep your business schedules and activities available on all your devices.

Related: How to supercharge productivity using Microsoft Office 365 tools

Outlook 365 features

Microsoft Outlook in Office 365 includes these outstanding productivity features:

Mail

Mail is the webmail component of Outlook in Office 365. While viewing and reading your email you have the option to pin, sweep and archive messages. You can also utilize the richer image-editing features. There is also a feature called Actionable Messages, which lets you complete a task from within that email — like retweeting or adding a meeting date in your calendar.

Related: What is email archiving and how can your business benefit?

Contacts

Also called People, this functionality lets you search and edit existing contacts, and create new ones. Contacts can be organized into folders and duplicate contacts can be linked from multiple sources such as LinkedIn or Twitter.

Pro tip: You can create a contact by clicking on a sender, which then displays a contact card with an add button. You then add that contact to Outlook People.
You can easily import or place into a list the contacts you want to send email. Friends and connections lists on LinkedIn, Facebook and Twitter can also be easily synced with People. Now you can organize all your various contacts regardless of platforms all in one place via Outlook People.

Related: How to use Outlook Customer Manager to better manage customer relationships

Tasks

We all have tasks we need to jot down to make sure they get done. In Outlook in Office 365 you can create tasks, put them into categories, and move them to a specific folder. You also have the ability to set due dates, and sort and filter your tasks according to those criteria.

Pro tip: Organize by fields such as subject, start and end dates, percent complete, priority, and how much work was put into each task.
Rich editing features like bold, italic, underline, numbering and bullet points are also available. Your tasks can be edited and categorized according to how you need them to be sorted to create an organization structure that works for you.

Calendar

What is Microsoft Outlook Calendar
Photo: Microsoft Office

What is Microsoft Outlook without a calendar? Outlook will automatically create birthday and holiday event calendars. You can easily share your calendars with others, too. You will have the ability to add your calendar details using HTML and rich-text editing if you so choose.

Pro tip: Attach files to calendar events and appointments to make sure you have the documents you need for each event.

Choose the view that you prefer from the multiple available views such as day, week, month, and today. For business calendars choose the work week view, which includes Mondays through Fridays in the calendar view.

Now that we now know about all the things you can do with Microsoft Outlook in Office 365, let’s dive into getting you set up.

How to set up Microsoft Outlook in Office 365

Now that we’ve explored the benefits and features of Microsoft Outlook, let’s look at how to get it set up.

Once you’ve purchased your Office 365 plan from GoDaddy, you’re ready to connect your domain and set up your GoDaddy Office 365 email address.

  1. Locate your GoDaddy Office 365 receipt email in your inbox, click Get Started.
  2. Choose your domain and click Continue.
  3. Complete the Office 365 Email form by entering the requested information in each field.
  4. Click Create. You’ll get a confirmation email sent to the address you provided.

Follow these instructions to set up your Office 365 email on your mobile phone.

Want to move your old email to Office 365 from GoDaddy? Here are step-by-step instructions.

Related: Standout tools — Office 365 email migration

Note: Office 365 does not support Outlook 2007 or earlier versions of Outlook. You will want to update your version of Outlook before signing up for Outlook in Office 365.

Related: How to use a custom domain name for email

Need more help? GoDaddy offers 24/7 support.

Tips and tricks for using Outlook in Office 365

Now that you have your user account setup, here are a few little tips to help you customize and use Outlook to its full potential.

What is Microsoft Outlook 365
Photo: Microsoft Office

Creating your signature file

End your messages with an effective signature that includes your website, phone and tagline:

  1. In an email message, select Signature > Signatures.
  2. Click New, give your signature a name, and create your signature.
  3. Click OK to start using your new signature.

Related: 5 things to remember when you write business emails

Cleaning up your inbox

Keeping your inbox clear and containing only relevant emails can be a daunting task. After you read emails, sometimes they end up living in your inbox for, well … too long. In many cases, they no longer contain current information that you need. With Outlook in Office 365 you can easily clean up your inbox.

From your Inbox (or any other email folder), select Home > Clean Up. You can choose to:

  • Clean Up a Conversation
  • Clean Up Folder
  • Clean Up Folder & Subfolders

Outlook will then automatically move redundant or read messages to the Deleted Items folder. Don’t worry, folder clean-up will never remove unread messages. So you don’t have to be concerned about that.

Related: Manage your inbox and get back to work with these email tips and tools

Tagging your contacts

With Outlook, expect some familiar features you love. Want to use mentions as you do on Facebook and Twitter? Now you can in your email, too.

In the body of your email message or meeting request, type @ followed by a person’s first and last name. Choose the name and it will be highlighted in the body and added to the To line of the email.

Just as with other online conversations, the recipient will then see an @ symbol in their message list. Very cool, right?

Holding smarter meetings with Skype and OneNote

Now your meetings can be more productive. Before sending that meeting request, make it a Skype meeting and set up a shared space for meeting notes.

Select Skype Meeting and an online meeting link will be created automatically and inserted into the meeting request. For shared notes, select Meeting Notes. Create a new OneNote notebook or select an existing one. A link to the notebook will appear in the meeting request.

Related: How to use OneNote to organize your business

Using keyboard shortcuts

I rarely use shortcuts, but I know folks who can’t live without them. Here’s a few Outlook keyboard shortcuts that you can use:

  • Create a New Email Message: Press Ctrl+Shift+M.
  • Create a New Contact: Ctrl+Shift+C.
  • Create a New Appointment: Ctrl+Shift+A.
  • Create a New Meeting Request: Ctrl+Shift+Q.
  • Send Your Email Message: Ctrl+Enter.

Related: 13 hacks to get the most out of your Office 365 subscription

Converting an email to a PDF

How many times did you wish you had this feature? Now you do. If you need to create a PDF from your email message, now you can print it with Windows 10.

  • Click Ctrl+P to open the Print dialog, then select Microsoft Print to PDF as your printer.
  • Once you select Print, pick a folder, name your PDF, then click Save.

Creating custom away messages

If you are going to be out of the office or on vacation, let senders know you are away, when you’ll be back, and provide information for someone they can contact in your absence. Just be sure to turn his feature off upon your return.

  • Select File > Automatic Replies > Send automatic replies.
  • Type the message that will be displayed to senders, and click OK.

Related: How to impress new contacts with your email replies

Prioritizing important conversations

Sometimes redundant emails can cause us to get distracted. I can’t count the number of times I’ve ignored conversations that no longer applied directly to me. With Outlook in Office 365 you can literally ignore any conversation you desire.

Any conversation you ignore will be moved to the Deleted Items folder. All you have to do is select a message from a conversation you want to ignore, then select Home > Ignore > Ignore Conversation (or press Ctrl+Del). Optionally: check Don’t show this message again.

Why use Microsoft Outlook in Office 365?

As you can see, Outlook in Office 365 provides numerous advantages to organizing your entire business communications platform. To be able to use one dashboard wherever you are — regardless of device — will keep you in touch and up to speed when running your business.
Finally, two very important benefits that are important to your business success that cannot be overlooked:

Security

Office 365 scans your messages and documents for spam and malicious software (malware) 24 hours a day, seven days a week. Your email will be on the same infrastructure that large corporations use to protect their networks. Microsoft data centers help safeguard your data and are certified to meet multiple industry-standard certifications.

Related: How to spot dangerous emails

Editor’s note: GoDaddy offers Advanced Email Security and HIPAA-compliant email.

Branding

By using Outlook in Office 365 for your domain-based email, you are branding your business with every communication you send. This relays a professional impression and helps to build that important trust factor.

Related: A beginner’s guide to branding your business

Small businesses and entrepreneurs (just like you) are constantly looking for ways to be more efficient in their business communications. By having email and productivity tools like Microsoft Outlook in Office 365 available in one simple login, you can accomplish just that.

The post What is Microsoft Outlook in Office 365 and how do I use it? appeared first on Garage.

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