Have you ever gotten emails with hundred recipients in the “To” field? What did you think about sender of such messages? Didn’t you feel irritated that the sender did not take the time to send you an individual message? Do you just delete such messages as spam? Of course, the alternative is sending a message with all the recipients in the BCC field so that they do not see each other, but that is not much better, as recipients usually simply ignore anything that is not addressed personally. On top of that, spam filters are perfectly capable not only of sending the message to the Junk Mail folder, but also blocking the sender.
The mail flow of an organization is not just a never-ending sequence of messages dropping in and out of mailboxes to disappear in the void of archives where no one ever sees them again. In fact, it is a collection of unique sensitive documents containing information about your company, its members, partners, and transactions. In the event of an internal investigation of a potential or actual violation, a dispute with a partner, a legal action, or a newly-introduced compliance procedure, being able to access the entire scope of documents sent and received by email can be of vital importance to the management. Given that electronic messages are considered to be full-fledged documentary evidence, failure to present such evidence in a timely fashion can cost your company a substantial sum of money or a good reputation that wasn’t earned in a day. How to gain actual control over the content of a company’s business correspondence? Arguably the most important feature you need is a search engine – and it must be fast, efficient and universal for all the servers on the domain.
Mail Merge is one of the most efficient features in Microsoft Office: you can design your document in Word, with smart text formatting, fonts and images – and send your text in individual messages via Outlook. You can use Outlook Contacts, or an external data file (Excel, Access, .csv or a text file) as your recipient data source, and add fields from your data file into your message text to personalize your message. The regular Mail Merge feature in Word allows you selecting 3 formats: HTML-message, Plain Text, or attach your individual document to your messages.
When it comes to public representation of your organization’s image, there are no unimportant details. And even if there were some, legal disclaimers and disclosure statements you choose to include in outgoing messages would still deserve the closest attention. In brief, legal disclaimers and disclosure statements are wordings that express your company’s obligations and guarantees – or absence of such. In a more general sense, these collocations can also refer to any information which companies include in message signatures, and their unified formatting is arguably just as important as verified and approved content.
If we compare information with such a vital substance as blood in human body, then the mail flow of an organization constitutes its blood circulation system sustaining a healthy work rhythm of the entire organization. No wonder that this circulation system should be kept clean and smooth, ready for unforeseen stresses and convenient for routine tasks. Naturally, the heart of the system represented by the corporate Exchange Server should be optimized in terms of load and storage space.
As computerization and the Internet have become ubiquitous and electronic mail constitutes the basis of digital communications, it is hard to overestimate the meaning of email clients and their supplementary tools. Although many Internet users prefer a simpler and lighter web interface when they need to access their mailboxes, business and corporate users rarely ignore the vast scope of extra capabilities offered by modern email clients. Presently there is a variety of email clients to satisfy a most fastidious user.
Suggested your scope of responsibilities includes replying to certain requests from customers or partners, or supervising interns dealing with correspondence, or finding relevant materials in the corporate mail flow for other purposes, you probably use Public Folders on your Exchange Server quite often. In essence and architecture, Public Folders in Exchange 2013 are very much resemblant to mailboxes with shared access. They are frequently used by workgroups or entire organizations as an efficient way of collecting, sharing and organizing information, including, above all, incoming correspondence. If a public folder has been mail-enabled and included in a distribution list, a copy of a message sent to this DL is added to the folder as well, so public folders can also be used for archiving purposes within a workgroup. All you need in order to view and access items in a public folder is your Outlook client.
It is a well-known fact that people find it easier to make a promise than to keep one, but when it comes to business commitments, there are no pretexts good enough to break those. Sometimes the rhythm of your professional life is overwhelming, so you need to avail yourself of various tools and techniques not to fall behind with something important. Luckily, there is a huge array of schedulers and reminders that enable you to organize your tasks and perform them in a timely fashion. Many tasks include calling, texting or emailing a business contact. However, what do you do if you have planned to send a message on a certain date, but you are not sure you will have access to your mailbox, or just want to automate this task to unload a potentially busy day? What if your addressee is located in a different time zone, but you need your message to be delivered at the right time of working day?
Has your Microsoft Outlook ever warned you about a mysterious program trying to communicate with the outer world on your behalf by sending a message? Have you ever felt irritated by these instances, or even a bit anxious about them, especially when you are not entirely sure which program or module is trying to access your contact list? Or, on the contrary, you sometimes have to tap ‘Allow’ dozens of times in a row, because relevant settings are nowhere to be found in the standard Outlook Options… Anyway, Outlook security warnings can become really annoying if you have quite a few programs and plug-ins that perform automatic messaging using addresses from your contact list. From this article, you will learn about an easy-to-use, efficient, and safe workaround for this issue.
Do you often exchange documents and images with your customers or partners? Do you send bulky files to your colleagues for reviewing and reporting? In other words, does your mail flow contain a lot of attached files? If the answer is yes, you probably have already considered the need for optimization of attachments storage. If the answer is no, it is very likely that you haven’t actually counted, have you? Once you count the files and calculate how much disk space they occupy, not to mention the load on Outlook productivity, you may start to find the idea of reorganizing your attachments more appealing. The most obvious way to do it in a corporate environment is to allocate a separate storage folder on an in-house file server. Moreover, this simple solution is fairly beneficial, and we will give you five reasons why it is totally worth it.