We are starting something new with our Managed IT team to provide more value to our customers. Each month we will give you some tips and tricks to help in your everyday work-life as you use your IT. Moreover, we thought the right way to start this off would be to share some tips about email. We all have to use it, so why not make it better.
If you are one of our managed IT services clients, you are using Outlook on your computer (PCs or Macs), and hopefully on your phones as well. In this blog, we will show you three Outlook tips that we use to make Outlook a little bit better.
An issue we get quite often from our customers concerns the Work Offline Mode feature. They call us and say "I am clicking send and my emails are not sending." So, the first thing that we check when this happens is the Work Offline button.
A quick side note: The purpose of offline mode is for when you are sitting on an airplane or somewhere where you do not have internet, and you do not want outlook continually trying to connect to the internet, but trying to send and receive emails. This button is so you can tell it, "Hey, right now I am going to be working offline. When I get back online again, I want all of those to send and receive, but for now, quit bugging me about it Outlook!"
Most of us do not use this feature day-to-day, but now and then it gets turned on, by accident, and then it is frustrating when you find out that your emails are not sending.
To turn this off (or to just check it), navigate to the, Send/Receive Tab. You will see a button on the far right of the ribbon called Work Offline – unfortunately, when it is selected, its just a tiny bit darker grey, so there is not a big difference between “on and off” and it is easy to miss. However, if you look down at the bottom right of the screen, it will say "working offline." If that is the case, just go back up and unclick that Work Offline button, and you will notice that will begin to connect and eventually display Connected to: Microsoft Exchange. Then you are good to go. Your emails will start going through again just as they should.
There's one last trick that I love. It is a feature in Outlook that not very many people know about, but it helps me get a better sense of my email at a glance. You may have noticed that when an email is unread, it is already bolded, but as soon as you have read it, it becomes unbolded. Well, that is happening as a conditional formatting rule that Outlook comes preconfigured to perform. However, you can add some of your own. We are going to use conditional formatting to color code emails as they arrive in our inbox using these cool automatic rules. A great reason to use this feature is to see emails from particular people more easily. Maybe you want to focus on a client or a team member that you have to work with closely. Using this feature is a great way to do that.
Director of IT
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