How Microsoft Outlook can boost your productivity and security

Wanting to learn how Outlook integrates with other Microsoft apps, protects your data, and helps you find what you need?

Microsoft Outlook is more than just an email client. It's a powerful tool that can help you manage your tasks, calendars, and contacts. Outlook works seamlessly with other Microsoft apps such as Teams, SharePoint, and OneDrive. Outlook also has built-in security features that keep your data safe and your inbox clean, complete with a smart search function that lets you find anything you need in seconds. Outlook can boost your productivity and security if you know how to make the most of its features.

Outlook and Microsoft apps: a perfect match

One of the best things about Outlook is that it integrates with other Microsoft apps, so you can work smarter and faster.

Outlook App Collaborations:

Outlook and Teams:

You can schedule and join Teams meetings from Outlook, chat with your colleagues, and share files and notes. You can also use Outlook to send emails to Teams channels and use Teams to access your Outlook contacts and calendars.

Outlook and SharePoint:

You can sync your SharePoint libraries with Outlook and access them offline. You can also use Outlook to send and receive SharePoint alerts and use SharePoint to create workflows and forms for your Outlook data.

Outlook and OneDrive:

You can save your Outlook attachments to OneDrive and share them with others. You can also use OneDrive to backup your Outlook data and access it from any device.

Outlook and security: a powerful protection

Another great thing about Outlook is that it has built-in security features that protect your data and your privacy.

Here are some of the ways you can secure your Outlook account and your emails:

Outlook and encryption:

You can use Outlook to encrypt your emails, so that only the intended recipients can read them. You can also use Outlook to sign your emails with a digital signature, so that the recipients can verify your identity and the integrity of your message.

Outlook and spam:

You can use Outlook to filter out unwanted and malicious emails, and block senders and domains. You can also use Outlook to report phishing and scam emails, and help Microsoft improve its security.

Outlook and password:

You can use Outlook to create and manage strong passwords for your account and your data files. You can also use Outlook to enable two-factor authentication and add an extra layer of security to your login.

Outlook and search: a smart way to find what you need

The last thing we want to highlight about Outlook is its search function, which is one of the most useful and underrated features.

Use Outlook to find what you need in seconds:

Outlook and natural language:

You can use Outlook to search for anything using natural language, such as "emails from John last week" or "attachments with budget". Outlook will understand your query and show you the relevant results.

Outlook and filters:

You can use Outlook to refine your search results using filters, such as sender, recipient, date, size, category, and more. You can also use Outlook to create custom search folders and save your frequently used searches.

Outlook and suggestions:

You can use Outlook to get suggestions for your search queries, based on your previous searches and your email content. You can also use Outlook to get suggestions for your email actions, such as replies, follow-ups, and reminders.

Tips and Tricks to Boost Productivity in Microsoft Outlook

Organize with folders

According to Venngage, the average person receives around 120 emails per day, especially in a professional setting. This number both makes us exhausted and stresses the importance of having a system that keeps email organized a must. And while organizing your email inbox sounds as much fun as organizing your garage in July, taking that time will ensure you spend less time later sorting through your inbox going forward.

Organizing your messages with folders is one of the best Outlook tips to dispel email clutter. Once these folders are created, you can even set up rules to have Outlook do the sorting for you later on.

To create folders in Outlook:

• In the left pane of Mail, right-click where you want to add the folder, and then choose New Folder.
• In the Name box, enter a name for the folder.
• Press Enter.

To place emails into folders, simply drag the email and drop it into the folder. (You can also right-click on the email and choose Move> and then choose the corresponding folder.

Manage your Folders

Here are a few ways you can organize Outlook folders.

Move Emails

You can move messages to another folder.

• Select a message you want to move.
• Drag and drop this message to the folder in the sidebar.
• If you want to move multiple messages, hold the shift key to select the messages you want to move, then drag and drop them in the desired folder.

Create Folders for Priority

Create folders in Outlook depending on priority. For example:

• A 'To-do list' folder that you check daily.
• A 'Follow-up' - for emails you have sent.
• A 'Read later' - for emails that aren’t urgent.

Use Automated Outlook Rules

Use automated rules to instantly move emails as soon as they hit your inbox.

Here’s how:

• Right-click on a message.
• Choose Rules, then add a rule.
• Fill in the criteria within the pop-up.
• Choose to move the item and select a folder.
• Press OK to apply.

Microsoft Outlook is a versatile and powerful tool that can help you work more efficiently and securely. By integrating with other Microsoft apps, Outlook can enhance your collaboration and communication. By using its security features, Outlook can protect your data and your privacy. By using its search function and organizing properly, Outlook can help you find what you need in seconds.