Microsoft Outlook is the most popular personal information and email management system. The platform serves upwards of 400 million users. However, only a fraction of this user base optimizes the software’s features.

The numerous tabs and buttons on the Outlook interface sometimes turn users off. But despite the seemingly complex and confusing design, the tool is quite brilliant. 

This comprehensive guide overviews Microsoft Outlook and illuminates the platform’s lesser-known features and capabilities.

A Quick Overview of Microsoft Outlook’s Features

Microsoft Outlook is a popular email and data management software. Its main role is to manage email communication, but it has numerous additional capabilities to help you organize tasks, time, and contacts. 

The program launched in 1996 and was originally called Hotmail. However, it has undergone multiple rebrands to become one of the most popular email providers. In addition to basic email, the product’s additional capabilities include color coding and flagging. Users also have access to about 99 GB of storage. 

Outlook is available as a standalone Windows and macOS desktop application. You can also access it within the Microsoft Office suite. However, most users are accustomed to its web-based versions (Outlook.com) and mobile apps.

The Least Commonly Used Features of Microsoft Outlook

Besides the above capabilities, Microsoft Outlook offers a range of unique features you (probably) never knew existed. Top examples include:

Doubled Time Zones

One of the biggest setbacks to remote partnerships is the confusion of collaborating across different time zones. But Outlook can help you avoid the setback with its option of setting multiple time zones. 

So, if you’re in Oregon and your “do my paper” expert is based in California, you’ll have two clocks from the different time zones displayed on the timeline. This will keep your emails on one page, and you’ll always keep time in meetings. 

The configuration is simple. Just open the software’s Calendar menu and then click File. Afterward, you’ll hit the Options bar and open Calendar. A Time Zones section will appear, with a check box to toggle the feature’s activation or deactivation and a box to set the second or subsequent time zone you want to display. 

Sharing Calendars

Collaborating effectively with team members requires seamless coordination of duties, schedules, and appointments. For instance, planning a meeting that aligns with your colleagues’ availability becomes challenging when you need more visibility into their rosters. Fortunately, sharing your Calendar serves as the initial stride towards a more coordinated team. 

Simply initiate this process by right-clicking on My Calendars and selecting Share Calendar.  

Create and Manage Rules

Many people find adhering to Outlook’s guidelines difficult, but these regulations can be highly beneficial. Their most outstanding feature is automating specific actions based on unfolding triggers. 

For instance, you can create a rule to automatically move messages with particular keywords in their subject lines or from specific addresses to a designated folder while simultaneously marking them as read. The rule will execute all of these tasks automatically as messages drip in.

Automatic Colors

Outlook does a great job with interface personalization, though only a few users know about the capability. The software lets users set pre-established rules that colorize appointments and messages automatically. 

For instance, some users assign a specific color to emails from their seniors at work, while those from family have their own hues. This personalization option helps sort the messages for faster identification. 

It might seem complicated, but creating this rule is easy—just open View, View Settings, and then Conditional Formatting. Once done, you’ll include simple directives to declutter your mailbox and keep matching items in one section. 

Categorize Emails Using Labels

In addition to colors, you can also categorize your emails using labels. This lesser-known feature enables hassle-free searches by providing a glimpse into senders’ email addresses. Users then decide the respective messages’ priority level.

This feature has a science to it, and you can maximize its use by keeping it simple. There’s no need to come up with numerous labels. Instead, focus on the three most relevant of them all.

Creating a category label is simple. You’ll select the caret next to Categorize and then select New. A new window will pop up, prompting you to name the section, choose your preferred color, and save the changes. You’re in a position to automate this entire process if you already know how to write directives.

Manually Mark as Read

Microsoft Outlook automatically designates email messages as “read” immediately after you open one. You don’t even have to read it. This mechanic sometimes leads to important messages being overlooked before you’ve had the opportunity to review them.

Fortunately, the platform has an equally effective method of countering this. You can deactivate this function by clicking Options>Mail>Reading Pane.

When you open the message next time, it won’t be marked as read. You’ll have to do this manually by clicking Ctrl+Q. This way, you cannot miss important emails, like the highly anticipated update you’re expecting from the expert you pay for essay assistance. 

Adjust Message Preview Lines 

Outlook provides a glimpse of each email within your message list. You can view details like the email’s sender and subject line in the first line, followed by a snippet from the email message body. But this design isn’t fixed; you can adjust it to your liking. Typically, you can change it to your preferred lines.

The changes are accessible on the View tab. Once here, you’ll hit Message Preview, where you’ll choose the number of lines and then specify whether this setting should apply to the specific folder or the entire mailbox. Some users prefer not to display any message content. If you feel the same, you’ll select Off.

Your selected lines don’t include the subject line and the sender’s email address.

Get the Most From Your Outlook Account

Microsoft Outlook offers numerous features that aid email and personal information management. But you can only maximize your usage if you know its major capabilities. Hopefully, the above insights have expanded your comprehension of this vital tool.

It is not common to see a fax machine in many offices today, particularly if they handle a lot of sensitive information and share business documents and correspondence. It is pretty easy to send faxes from a computer, smartphone, or tablet, which saves you the costs of acquiring a fax machine.

While some software applications offer signatures through email, it’s often less safe than faxing or sending a fax from Outlook, for example. Utilizing online fax allows you to use your computer fast to send quick fax to your customer or client to sign it and then return it to you quicker than through courier or conventional fax.

Sending documents through online faxing can be an excellent option if your small business deals with many contracts that need a signature. There are many and different internet fax services out there, but when picking one for your company, you need to analyze all the advantages and cons of each carefully. Below are some useful tips and tricks to help you choose the best online fax service provider for your small business.

1. Search Capacity

Online faxing is typically different from conventional faxing. The main difference between the two is the ease with which you can locate the paperwork you need. Instead of going through many folders to find a specific document, you can utilize keyword searches to help scan your files and find the documents you want. To use tags and keywords, you need to look for an internet faxing service provider that provides these functionalities. Go for a service that enables you to use your filing and include your tags for easy searching in the future.

2. Unlimited Integration and Storage

Looking for an internet faxing service that provided integration and storage will help streamline your file sharing experience. Most of the online fax services you will find on the market like eFax provide you with online storage, which allows you to keep records of all the faxes that you have sent. This feature enables small businesses to keep business files in a good centralized system. Since all your faxes are currently digitized instead of being in the paper, filing them takes less physical space and is also an easier task to do.

Most of the internet fax services also come with functionality that archives all your documents, which saves them on a server. That means that you have a ready storage solution that can double up as backup space in worst-case scenarios, such as your files getting erased from any of your devices. That is particularly vital for small business owners who might be depending on one or two computers to hold all their work. In the same way, some internet fax services also provide cloud integration.

3. Mobility and Ease of Use

The world is becoming more mobile, and individuals are not tied to their computers all the time. The prevalence of mobile phones and cloud technology allows people to work virtually from any place. Look for an internet fax service that makes accessing vital documents and business correspondence while on the go pretty easy. Online fax services with an app should be a priority. However, do not allow the flashy mobile features to override the laptop or desktop computer systems. Look for an online fax service that provides mobile support without eliminating desktop functionality.

4. Localization of Fax Number

One of the common concerns for small enterprises that outsource most of their services is having a business look incoherent. When it comes to internet fax services, businesses will look for a suitable faxing number that aligns well with their contact information. In a small business setting, having a local area fax code increases your reliability and trustworthiness. It also offers you the appearance of owning a physical location for your business, even if you conduct most of your business operations remotely or online. You can also have a toll-free number option for suppliers and clients who live far away from your city.

5. Page Limit

Before you pick an internet faxing service, you need to have a rough estimate of the number of faxes you need to send every month. Depending on your company’s size and the partners and customers you interact with, you can estimate your usage. That will help you get a robust faxing service that works under your planned budget. Some internet faxing services have some caps when it comes to the number of pages you can send and might hit you with high charges if you go beyond the maximum limit.

Make sure you select the appropriate plan that will suit the communication needs of your business, both financially and practically. If your business is growing and might require more in the days to come, look for internet faxing service that offers an unlimited tier to avoid outgrowing your faxing service.

6. Electronic Signature Capabilities

Internet faxing is a god way to share vital contracts when it is impossible to have an in-person meeting. Utilizing internet faxing services with electronic signature functionalities is a must-have if you will be handling business operations on the go. Despite the faxing service you pick, make sure your contract is well-written to become legally-binding with the electronic signature. Utilizing online faxing when signing business documents and contracts will not only assist your small business in moving faster, but it’ll also keep one copy for future reference.

Conclusion

Knowing the right things to consider when picking the best internet faxing service is vital. Like many other business aspects most people are upgrading this process to use online faxing. While the nature and main functionality of many online faxing services are similar, the best ones provide some exciting and unique features that best suits small businesses. Electronic signature capabilities, page limit, localization of fax number, search capacity, mobility, ease of use, integration, and unlimited storage are some of the essential details you need to take into account when picking a faxing service.

Choosing the right faxing service provider for your small business will help keep things organized in your company. Besides, you’ll not have to worry about running out of papers, mass faxing, storage, the ability to receive and send faxes from your tablet computer or smartphone, among other things.