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Using Microsoft Outlook for Office Efficiency and Security

by | Aug 16, 2013 | Microsoft Office, Microsoft Outlook | 0 comments

Microsoft Outlook can play a vital role in office communication and organization. There are so many features; you may not know where to begin. Here are two tips that you can incorporate into your regular Outlook tasks.

Scheduling a Meeting

Outlook allows you to schedule meetings with colleagues in your office or specific team. This is a great way to avoid multiple emails and phone calls to arrange that perfect time and place. This tool allows you to see at a glance when people are available.

  1. On the File menu, point your cursor to New, and then click Meeting Request. (The keyboard shortcut for creating a meeting request is CTRL+SHIFT+Q)
  2. Type the name or short description of the meeting in the Subject Box.
  3. In the Location box, click Rooms, and then select the location of your choice. You can also type the location if you need to.
  4. In the Time fields, designate a start and end time for your meeting.
  5. Additional information about your meeting can be added in the Notes section.
  6. On the Meeting tab, in the Show group, select Scheduling Assistant and choose all of the available times that those invited to your meeting can choose to confirm their availability.
  7. Click Add Others, and then click Add from the Address Book. In the Search Box, type the recipient’s name. If they are in your email contacts list, then you can select their name. If you don’t have a recipient stored in your contacts, then you can manually add their email address.
  8. Click Send. Those invited will receive and email message about the meeting. They will have the choice to Accept, Decline or make the meeting Tentative. They can also respond with a message to you included.
  9. To set up a reminder:

1. From the Tools menu, click Options.
2. Select the Default Reminder check box.
3. Enter the time you want the meeting reminder to appear.

Protecting Your Emails

Sometimes you’ll want protect emails that you send with certain restrictions. Microsoft created Information Rights Management (IRM) to prevent sensitive information from being printed, forwarded or copied by unauthorized people. This feature can help individuals and organizations enforce communication policies regarding the transmission of personal or confidential information.

Keep in mind that IRM cannot prevent content from being erased, stolen or corrupted, hand copied, re-typed or photographed by a different device, such as a camera on a cell phone.The first step is to make sure your company or your personal computer has IRM installed, and that you have access to it. Your computer must have IRM installed and deployed in order for you to use it.

  1. Start Outlook, and then open a new message.
  2. Click on the Microsoft Office button.
  3. Select Permission, and then select the custom permission policy on the menu.
  4. Address and Send the message.

If you would like to learn about other Microsoft Outlook tools and features, contact us at info@fcdigitalworkshop.com or 970-980-8091.