Thanks to social networks and Messeger applications, e-mails are no longer the central communication medium of the Internet – they are still important. Outlook is therefore also a central component of Office 2016. As you can see from the innovations in Word 2016, Microsoft is increasingly focusing on networking and collaboration with others – Outlook 2016 supports this strategy by introducing new features for user groups and simplifying the administration of mail and attachments.
What’s New in Outlook 2016: User Groups
The Outlook user groups are intended for small teams and should make working on shared projects more efficient. In a company, for example, you can create your own Outlook group for sales teams, marketing teams, etc. Members of the group are notified to look at this now in all activities by others and can share files or arrange meetings and appointments without leaving Outlook. This is to standardize communication in group projects and improve workflow.
Outlook 2016: Clean out your mailbox with Clutter
In addition, with Outlook 2016 Microsoft also wants to simplify the administration of incoming and outgoing emails. The new “Clutter” feature clears out the mailbox by creating its own clutter folder for emails with low priority. When Outlook 2016 is launched for the first time, Clutter first sorts out obvious advertising and spam mails.
In the course of time Clutter learns by observing the behaviour of the user and checks which emails are opened first, read later or completely ignored. The corresponding emails are then automatically moved to the folder so that the user only sees the really important emails.
Attachments in Outlook 2016
Sending attachments with Outlook 2016 is also a bit more intuitive than with Outlook 2013. If you now click on “Hang Attachment”, you can see at a glance all documents you have recently worked on. You can also search your own PC or the web for files.
The attachments also have their own submenu in Outlook 2016 – if you attach a file as an attachment to the email, you can click to open a drop-down menu and open, save, delete or copy the attachment. Outlook 2016 also offers cloud support – you can download attachments from the cloud using Onedrive or Sharepoint.
The best Outlook tips on how to use the program optimally are listed here:
Outlook Tip 1: Automate work steps with QuickSteps
With QuickSteps, several steps can be easily combined into a single action. Then in future only the execution of the respective DeepL access will suffice and Outlook will automatically take care of the rest of the process for you. So you can save a lot of time during routine tasks!
Outlook Tip 2: Use Signature for Free Marketing and Integrate Business Card
The signature adorns the end of each email. It should look accordingly neat. However, Outlook does not only offer you the most diverse layout and design options. You can also integrate your electronic business card (vCard) into the signature and use it for free and yet highly effective signature marketing! → to our Outlook tip about email signatures.
Outlook tip 3: Creating group calendars and shared team calendars
A calendar is handy, but several calendars quickly confuse. In this tip, you’ll learn how to make the most of the calendar feature, such as creating a team calendar, group calendar, or project calendar in Outlook.
Outlook Tip 4: Delegate and manage tasks in the calendar
By delegating tasks, you make room for more important things. At the same time, you are always up to date on the processing status of the tasks you have assigned. You can find out more about this function in our video tutorial.
Outlook Tip 5: Reach your goal faster with individual rules
With the help of Outlook rules, time-consuming routine tasks can be automated, so that in future they will be done all by themselves. This ranges from the automatic sorting of incoming mail to the automatic replying and forwarding of certain emails (e.g. acknowledgements of receipt) to the automatic assignment of categories based on certain, defined characteristics.
Outlook Tip 6: Using the colored categories to a clearer program
The Outlook categories enable you to create a cross-folder relationship between different elements and functions (e.g. contacts, emails in the mailbox, tasks, notes, calendar appointments, etc.). Such a category can be, for example, your project A. So you get all the elements for this project in one folder without having to switch between mailbox, calendar and task list.