You will need training and information about Microsoft Outlook prior to using it effectively in your business. Fortunately, Microsoft Outlook education and training is easy to find online, as plenty of companies that use the program want to first teach employees how to properly utilize it. You might have been using MS Outlook for years now and feel like you are a veteran of the program. However, there is always something new to learn, especially after upgrades.

If you are using an older version of Microsoft Outlook, upgrade to the 2007 version, and then learn its new features that can help you in your daily routine. The Microsoft Outlook software might surprise you with its updated features. Consider the following resources in your quest to use Microsoft Outlook to its full potential:

1. Watch informative online tutorials about MS Outlook.
2. Read educational guides and articles that offer little-known tips.
3. Attend a training course for Microsoft Outlook.
   

Action Steps
The best contacts and resources to help you get it done

Find online tutorials about the MS Outlook program

If you are the type of person who learns best by watching someone perform a task first, a tutorial is the ideal educational tool for you. Most online tutorials are free, and allow you to watch a professional operate the program before you try your hand at it. Tutorials can last anywhere from a few minutes to several hours, and can teach the basics or more advanced skills.

I recommend: Virtual Training Company provides tutorials that teach how to use the Microsoft Outlook software, many which are free. Tizag also offers helpful tutorials on the Microsoft Outlook program.

Look for tips regarding Outlook management

If you have no idea where to start when it comes to using Microsoft Outlook, consider reading up on it first. The Internet is a great source to get started, offering articles and entire websites devoted to professional advice and training information for MS Outlook.

I recommend: Microsoft should be your first stop when it comes to learning about Microsoft Outlook. The site offers product information, tips, tricks and news about Outlook 2007. HowTo-Outlook.com features tips for getting started and staying informed about Outlook.

Attend a course that teaches how to use Microsoft Outlook for PC

There are plenty of courses that teach business professionals how to use Microsoft Office. You can choose to attend a course, learn online or even have the course come to you at your job. Everyone should make the time to take at least one such course, no matter how busy they feel. Some courses last hours while others last days, so choose a class that fits your schedule.

I recommend: CBT Planet offers on site training for Microsoft Outlook 2007 in which a qualified instructor visits your workplace to teach the course. Gatlin Education Services offers an online training course to learn how to use Microsoft Outlook email to its fullest.

Tips & Tactics

Helpful advice for making the most of this Guide

• •  If you do not have time for an entire course on the Microsoft Outlook program, consider finding a seminar or webinar to attend that teaches the basics or focuses on a specific training topic.

Bundled with Microsoft's Office program suite — a staple in most U.S. offices — Outlook quickly establishes itself as many companies' standard email program. But Outlook isn't just an email program; it's a way to manage and organize email messages, schedules, tasks, notes, contacts and other information.

Yet many small businesses fail to exploit the organizational power that Outlook provides. And if you're already using Outlook, it costs nothing more to tap its full potential. Keep in mind:

1. Don't confuse Outlook with Microsoft's free email program, Outlook Express, which is an entirely different program with none of Outlook's advanced messaging or productivity features.
2. If you use an edition earlier than 2003, you may not find all of the features mentioned here.
3. Outlook is the most widely used business email platform, which means that your company's new hires are most likely to already know how to use it.

Action Steps
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Foster practices that encourage employees to use all of Outlook

Because Outlook's parts interact, when one person starts using a feature, soon more do.

I recommend: Train selected employees to use certain features to start the ball rolling. For example, have some use Outlook's Calendar to schedule meetings and send invitations, so that attendees will use their Calendars to review their meeting schedules. Have managers start assigning Tasks so that receiving employees can review them in their task Lists.

Evaluate newer editions to ensure that you have the features you need

Like most programs, Outlook gets better with time, and a better array of training and support availability quickly follows new releases.

I recommend: Office Update is a free tool for downloading the latest fixes and enhancements. Check the edition comparison chart to see what you have and don't have.

Deploy training and other tools to get workers up to speed

Anybody can figure out email alone, but to use other Outlook features effectively, workers may need a little help.

I recommend: Evaluate online training options, such the free Education Online for Computers or VTC Network. Consider sending one or more employees for Office certification training so that they can bring that expertise back to your company.

Integrate Outlook with other tools workers already know and love

Hooking Outlook into other popular tools may improve user acceptance.

I recommend: Let users use their AOL Instant Messenger Buddy List and initiate chats from within Outlook, or link employees' Outlook message inboxes to popular online email systems such as Gmail or Yahoo!.

Use rules to organize information and block spam

Rules, aka filters, control what Outlook does with messages it receives. Messages can be rejected, deleted, auto-replied to, auto-forwarded, filed in specified folders and more. Rules can also match incoming messages against a list of known spammers to stop spam cold.

I recommend: Check out using rules and keep up with free downloads of spammers to make blocking spam easy.

Use

The 'Search folders' function allows you to find only messages, contacts or other Outlook items that match specific search criteria. Use it to create a custom view of content related to a particular topic or project.

I recommend: Here's how to use Search Folders.

Tips & Tactics

Helpful advice for making the most of this Guide

• •  Routinely visit Web sites, forums, blogs and newsletters (see Authority Sites) to keep up with new tips and techniques
• •  Keep Outlook as reliable and secure as possible by regularly updating for the latest patches and fixes.

Microsoft Outlook is part of the Microsoft Office program, but can also be purchased as a stand-alone program. It keeps track of your e-mail and schedule, as well as provides many additional services, such as managing tasks, managing contacts, taking notes and keeping a journal. Outlook can integrate with other programs that will allow you to access these features from your mobile phone, or share them with other computers on your network. There are many features available with updated versions of Outlook. To use Outlook properly, you'll want to understand some basic key terms the program uses.

Action Steps
The best contacts and resources to help you get it done

Microsoft Exchange Server

The Microsoft Exchange Server allows you to access your Outlook program from other computers as well as your mobile devices. This allows you to access your e-mail, calendar and other Outlook information anywhere. This feature is great for businesses that involve a lot of travel or time away from the office.

I recommend: Microsoft provides information on its Microsoft Exchange Server.

Windows SharePoint Services

Windows SharePoint Services can be connected to Outlook, and provides you with interaction from anywhere, at any time. It uses information you already have stored in SharePoint lists, and allows you to view those lists wherever you are, whenever you want.

I recommend: Microsoft.com provides you with full details about Windows SharePoint Services.

Outlook Mobile

Microsoft Outlook Mobile allows you to stay connected to your e-mail, calendar and contacts with the same Outlook features you use on your computer. You can use it through your mobile operator or at a wireless spot.

I recommend: The Microsoft Office website provides information on Outlook Mobile, and how it works.

Outlook E-mail Postmark

This feature is available in the updated versions of Microsoft Outlook. It helps keep junk e-mail out of your inbox. This feature attaches a Microsoft Office postmark to e-mails sent from Outlook, allowing Outlook to recognize legitimate e-mails sent from the program.

I recommend: Microsoft Office Online provides detailed information on Outlook E-mail Postmark.

Instant Search

Instant Search is another new feature on Microsoft Outlook. It allows you to find a specific message or item in Outlook, specifically in e-mails.

I recommend: YouTube provides a video definition of Instant Search.

Microsoft Outlook add-ins

Older versions of Outlook can now be updated by using Microsoft Outlook add-ins. These programs, which you can download on your computer, will help you use newer applications on older versions of Outlook.

I recommend: Office-Outlook.com provides names and definitions of the add-ins you can use to update older versions of Outlook.