Outlook Tips and Professional Email Etiquette
Using Mail Merge in Outlook
1. Prepare Your Contact List: Create an Excel file with columns for First Name, Last Name, Email
Address, and other personalization fields.
2. Set Up the Email Template in Word: Go to the Mailings tab, select Start Mail Merge -> Email
Messages, and type your email with placeholders.
3. Connect the Excel File: Use the Select Recipients option to attach your Excel list to the Word
template.
4. Insert Merge Fields: Add placeholders like 'First Name' using Insert Merge Field.
5. Preview and Send: Use the Preview Results button, then Finish & Merge -> Send Email
Messages.
Voting Buttons in Outlook
1. In a new email, go to the Options tab and select Use Voting Buttons.
2. Choose predefined options (e.g., Yes/No) or create custom responses.
3. Recipients can vote directly in the email header, and you can track responses via the Sent folder.
Email Etiquette Tips
1. Acknowledge receipt of emails promptly, even if you need more time to respond.
2. Keep emails concise and use bullet points for clarity.
3. Avoid overusing CC and Reply All.
4. Close professionally with phrases like 'Best regards' or 'Looking forward to your response.'
5. Draft emotional emails carefully and review before sending.
Technical Tips for Outlook
1. Use @Mentions to highlight tasks for specific recipients.
2. Set up rules to auto-sort emails into folders.
3. Enable Undo Send to delay sending emails for a few seconds.
4. Use Quick Parts to save and reuse frequently typed content.
5. Schedule meetings directly from email threads using the Meeting button.
Expressing Positivity Without Emojis
1. Use positive phrases: 'I'm thrilled about this opportunity!'
2. Close with warm lines: 'Wishing you a great day ahead.'
3. Celebrate achievements: 'This is such fantastic news-congratulations!'
4. Be specific in praise: 'Your input always brightens my day-thank you!'
