The role of Email closings

One of the fundamental aspects of interpersonal communication lies in our nonverbal cues. We express much with our hands and our eyes. We smile and frown. A significant portion of our intention is conveyed by the inflection of our words and modification of  the pitch and tone of our voices. All of this is lost in email, text, and tweet alike, where our words stand alone on the screen to do all the work of communicating clearly.

This makes the precision of our online verbiage of tantamount importance, lest we run the risk of failing our mission. Where that precision is less obviously essential is in the humble closing of our emails. Like the bow and wrapping on a gift, the shine on a shoe, and the firm handshake, the closing is not an afterthought; it is the final touch, the last action that speaks to your intent, attention to detail, and character.

Why you should invest in choosing the right ending in your emails?

Emails closings speak to the composer’s professionalism. Is this someone the reader wants to trust with their business? Will they be respectful of my time and intelligence? They are indicators of epistolary etiquette. They are signals of completion and conveyors of clarity.

And when dealing with the same audience repeatedly, they can be marks of consistency, establishing recognizable patterns for your brand or personal credibility. Email closings are relationship builders in toto. Lastly, they may be integral for legal and compliance purposes, with important disclaimers or confidentiality notices.

Now that we’ve established that email closings can make or break the whole  epistle, you may be asking “how do I write a good email closing?” Let’s go over some email closing dos and don’ts to make sure the lasting impression you leave best boasts your intent.

How to close an email

The components of a good email closing are essentially to summarize the body of your email, convey to your recipient the appropriate sentiment on the professionalism/warmth spectrum, provide reliable contact information, establish reliability through consistency, and encourage the object of your communiqué to react appropriately. Let’s dive in.

1- Email closings in the form of a summary:

Reduce the contents of the main body of your email to a single, manageable concept or single string of concepts. What is the essence of the email? Let’s say you just shared a quarterly earnings report with your team. This can be a lot of information to process.

2- Complimentary email closings

This is where you will establish the tone of your email closing, and in turn, the entirety of the preceding email. What tone to establish is entirely dependent on the specific recipients. Colleagues, superiors, underlings, and clients all require different approaches in order to maximize the effectiveness of your letter.

Not all professional relationships are created equal. Some are friendly and some are strictly business. You are going to have to rely on your own powers of intuition to navigate these waters. While erring on the side of professional appears to be the safest option, even this seemingly innocuous act of good intentions can come across as rude, impersonal, or arrogant if applied incorrectly to a professional equal or an otherwise casual person. Let’s take a look at the main complimentary email closing examples.

3. Email endings that will encourage a reply:

4. Prompt specific action

5. Schedule further communication in your closings

6. Request confirmation along with your email farewell

7. Create a sense of urgency

Additional Email farewell tips:

• Keep your call to action clear, concise, and actionable.
• Use strong verbs that encourage the recipient to take the desired step.
• Consider adding a deadline or sense of urgency for time-sensitive requests.
• Match the tone of your call to action to the overall tone of your email.

The Email sign off

The Sign-off: This is your actual Email signature, indicating who you are. It generally includes your name and may also include your title, company, contact information, or links to social media profiles. Even here, tone is created with font, graphic design, color, and photo. Establish the timbre of your brand with a repeatable, curated sign-off. 

Get inspired with this great guide on Email sign offs, and apply them with our free Email signature generator below:

Now that we’ve laid down the basic framework of what makes a good email closing, here’s a simple checklist of 12 to dos and 12 don’ts to make sure you are headed in the right direction.

12 Do’s for closing an email like a pro:

1. Know your audience

Consider the recipient and your relationship with them. Ultimately, you need to do the calculus on balancing warmth, which can come across as casual, and professionalism, which can be stiff and chilly. 

2. Be courteous

When in doubt, be overly courteous, but be careful not to do this with recipients who could be offended by a lack of friendliness. 

3. Match the formality of the closing to the tone of your email

Don’t write an entire letter in buttoned-up prose only to undermine it with an overly casual email closing. See formal email writing examples.

4. Keep it brief and to the point

You’ve already written the email. Make it digestible, but don’t beat a dead horse. 

5 . Add a personal touch

This goes a long way in conveying to your reader that they are important to you and not just a faceless statistic. By mentioning the recipient’s name or referencing previous interactions, you are creating a lasting connection.

6. Proofread your email carefully, including the closing

A sloppily written email sends up warning signals about your professionalism and competence, and a sloppy email closing can erase all the hard work you put into the body of the work. 

7. Express gratitude or appreciation

Words such as “Thank you for your support” or “With sincere thanks”. After all, time is money, and they just took the time to read your writing, for better or worse.

8. Include a call to action or express expectations

Again, what do you want them to do with this information? For example, “Looking forward to your response”. 

9. Include contact information and relevant links for further interaction

Maybe your target hates emails. They aren’t very good at keeping their inbox clear of spam and your efforts will get lost in the shuffle. Maybe they just prefer a particular social media platform, or the old fashioned phone call. Give them options. This way there are no excuses.

10. Proofread for spelling and grammatical correctness

Remember, a misspelled word can be a jarring sign of carelessness. All the details matter. Don’t shoot yourself in the foot. This includes the email address itself! Don’t send it to the wrong person, or an email address that doesn’t exist. How embarrassing to wait around for a response to an email that never made it to its intended destination. 

11. Use a business email signature to appear trustworthy

A professionally designed email signature is a relatively small expense that speaks further to your willingness to invest  resources into doing things right. If you cheap out here, where else might you? 

12. Reflect

Have you succeeded in achieving the previous 11 points? Put yourself in their shoes. How would you feel if you received this email? Remember you aren’t just representing yourself, you are representing your team, your boss, your company. 

12 don’ts to avoid closing your email like an amateur

1. Avoid overly casual language or slang

Even if you went to college with your client’s daughter, you went to the bar afterwork with some coworkers, or the boss invited you to go golfing at his club, you are still a professional. Act like one. You are being trusted with important business.

2. Don’t use cliches or generic phrases that lack personalization

This requires a little effort, as it’s easy to fall back on canned email closings, but applying specific details to your finish can make the recipient feel “seen”.

3 Avoid using buzzwords or acronyms that may confuse the recipient

TTYL! What? I’m a boomer and this is a business.

4. Never put down or bad-mouth anyone in the email

What you put down in your email is forever archived. FOREVER. You may have noticed in the wave of cancel-culture how social media missteps can destroy careers. Well, this can happen in more private spheres, too. If the walls have ears, the wires have recordings of what those ears hear.

5. Refrain from using excessive punctuation, like multiple exclamation marks

“Can’t wait for your reply!!!” This isn’t a birthday card. Even if it were, excessive punctuation can come across as cloying and ridiculous. Don’t evoke the eye roll. 

6. Do not forget the conversation closer, e.g., omitting “Best regards” or “Sincerely”

Skipping over the complimentary close will sound robotic, and you aren’t a bot. Are you? Wait, are you??

7. Avoid being too formal or impersonal in situations that call for a friendly tone

“Thank you for your consideration”. What? I thought we made a real connection at last week’s business luncheon. Maybe our relationship isn’t what I thought it was.

8. Don’t use unprofessional closings that undermine the email’s seriousness

This is a million dollar deal. Casual Fridays are not welcome here.

9. Refrain from using emoticons or emojis in professional emails

If three exclamation marks were bad, emoticons and emojis are exponentially worse. Even casual emails shouldn’t be silly.

 10. Avoid missing out on a call to action where necessary

Somewhere in the back of everyone’s mind is one question. “What do they want from me?” Make sure you provide the answer to that question.

11. Do not use inappropriate language or expressions that might offend the recipient

Find the goldilocks zone of your language. Again, too casual with a strictly serious relationship, or too serious with a friendly relationship, can each have undesirable consequences.

 12. Avoid making the closing too lengthy or irrelevant to the email content

You are summarizing, encouraging a desirable reaction, capping off a tone, and providing reliable contact information. Don’t rewrite the email, and don’t start writing another one entirely. If you have more to say, be patient and save it for the next missive.

The squeaky wheel gets the grease, and the more opportunity you have to authentically reach out, the more you are in their thoughts. Don’t waste the opportunity to reach out again by coming off as disjointed.

In closing on closings

This comprehensive guide dives into the crucial world of email closings, emphasizing their role in professionalism, clarity, and relationship building. Match tone, express gratitude, call to action, proofread meticulously (twice!), address and sign-off accurately, avoid informal jargon, ditch overly generic closings, and don’t overdramatize.

Remember, a good email closing leaves a lasting impression. Choose wisely! Balance warmth and professionalism based on the recipient and context. Utilize a consistent, professional email signature. Consider the recipient’s perspective: how would you feel receiving your email?

The post Email closings: The definitive guide appeared first on WiseStamp.

Outlook 365 provides users with email services, calendar management, task organization, contact management, and note-taking capabilities. It is available as a desktop application for Windows and macOS, as well as web-based and mobile versions for various platforms like iOS and Android.

One of the key features of Outlook 365 is its integration with other Microsoft 365 services, such as OneDrive for file storage, Teams for collaboration, and SharePoint for document management. This integration allows users to seamlessly access and share information across different Microsoft applications.

Outlook 365 also offers advanced features like email encryption, advanced spam filtering, and integration with third-party add-ins and extensions to enhance productivity and customization.

Overall, Outlook 365 is widely used by individuals and organizations around the world as a comprehensive solution for email communication and personal organization.

The Microsoft 365 interface

The Outlook interface consists of several key elements, each serving a specific purpose to help users manage their emails, calendar events, contacts, and tasks efficiently. Let’s break down each component:

Ribbon:

• The Ribbon is located at the top of the Outlook window and contains various commands organized into tabs.
• The Home tab includes commonly used commands such as New Email, Reply, Forward, Delete, Move, and more.
• Other tabs like Send/Receive, Folder, View, and others offer additional commands and options related to specific tasks and functions within Outlook.
• The Ribbon adapts dynamically based on the context of the selected item or activity in Outlook, providing relevant commands and tools.

The Navigation Pane:

• The Navigation Pane is typically located on the left side of the Outlook window and provides quick access to different modules and folders.
• It includes several sections:
  • Mail: Displays folders such as Inbox, Sent Items, Drafts, and other custom folders. Users can switch between different email folders and views.
  • Calendar: Shows the user’s calendar with options to view different time periods (day, week, month) and manage calendar events.
  • People (Contacts): Contains the user’s contacts and address book, allowing users to manage and organize contact information.
  • Tasks: Displays tasks and to-do items, allowing users to manage their tasks and track their progress.

Main navigation Areas:

• Mail: The Mail view is the central area of Outlook where users can read, compose, send, receive, and manage emails. It displays a list of emails in the selected folder (e.g., Inbox) and allows users to perform various actions on emails.
• Calendar: The Calendar view allows users to manage their schedules, appointments, and meetings. Users can view their calendar, schedule new appointments, invite attendees to meetings, set reminders, and more.
• People (Contacts): The People view provides access to the user’s contacts and address book. Users can add, edit, and organize contact information, as well as send emails or schedule meetings with contacts.
• Tasks: The Tasks view displays a list of tasks and to-do items. Users can create new tasks, set due dates, prioritize tasks, mark tasks as complete, and organize tasks into categories.

Overall, the Microsoft 365 interface is designed to provide users with easy access to essential tools and functionalities for managing email, calendar, contacts, and tasks efficiently. The Ribbon, Navigation Pane, and main areas like Mail, Calendar, People, and Tasks work together to facilitate seamless navigation and productivity within the Outlook application.

Customizing the outlook 365 interface

Users can customize the interface of Microsoft 365 (including Outlook) in various ways to suit their preferences and workflow. Here are some common customization options:

• Theme Selection:
  • Microsoft 365 offers different themes that users can apply to personalize the appearance of their applications. Users can choose from various color schemes to change the overall look of Microsoft 365.
• Customizing the Ribbon:
  • Users can customize the Ribbon by adding or removing commands to better suit their workflow. This can be done by right-clicking on the Ribbon and selecting “Customize the Ribbon.” From there, users can add new tabs, groups, or commands, or remove existing ones.
• Quick Access Toolbar:
  • The Quick Access Toolbar, located above the Ribbon, allows users to add frequently used commands for quick access. Users can customize this toolbar by clicking the dropdown arrow next to it and selecting the desired commands to add or remove.
• Navigation Pane Options:
  • In applications like Outlook, users can customize the Navigation Pane to show or hide different sections like Mail, Calendar, People, and Tasks. Users can also rearrange the order of sections to prioritize the ones they use most frequently.
• Reading Pane Settings:
  • In applications like Outlook, users can customize the Reading Pane to show email messages or other items on the right, bottom, or turned off completely. Users can adjust the Reading Pane settings from the View tab.
• Folder Pane Options:
  • In Outlook, users can customize the Folder Pane to show or hide certain folders, change the folder arrangement, or adjust the width of the pane. Users can right-click on the Folder Pane and select “Folder Pane Options” to make these adjustments.
• Default Font and Formatting:
  • Users can customize the default font and formatting settings for emails, documents, and other content within Microsoft 365 applications. These settings can typically be found in the Options or Preferences menu of each application.
• Keyboard Shortcuts:
  • Users can customize keyboard shortcuts for various commands and functions within Microsoft 365 applications. This can be done through the Options or Preferences menu, where users can assign or modify keyboard shortcuts according to their preferences.
• App Settings:
  • Each Microsoft 365 application has its own settings menu where users can customize various aspects of the application, such as notification preferences, language settings, default view settings, and more.
• Add-ins and Extensions:
  • Users can enhance the functionality of Microsoft 365 applications by installing add-ins and extensions from the Microsoft Store. These add-ins can provide additional features and integrations with third-party services.

These are just some examples of how users can customize the interface of Microsoft 365 applications to tailor them to their specific needs and preferences. The customization options may vary slightly depending on the application and version of Microsoft 365 being used.

Customizing the outlook 365 interface tutorial

Check out this great tutorial by Kevin stratvert On customizing the outlook 365 interface

Click for more recommended Tech YouTubers

Managing Outlook 365 emails: Composing and sending

Creating an Email:

• 1) Open Outlook: Launch the Outlook application on your computer.
• 2) Sign in: If you haven’t signed in already, enter your email address and password to log in to your Outlook account.
• 3) Navigate to Mail: Click on the “Mail” icon or navigate to the “Mail” section in the Navigation Pane to access your inbox.
• 4) Start a New Email: To create a new email, click on the “New Email” button or press Ctrl + N. This will open a new email message window.

Formatting an Email:

• 1) Add Recipients: In the “To” field, enter the email addresses of the recipients. You can also add recipients in the “Cc” (Carbon Copy) or “Bcc” (Blind Carbon Copy) fields if needed.
• 2) Enter Subject: Enter a descriptive subject for your email in the “Subject” field. This summarizes the content of your email.
• 3) Compose Email: In the body of the email, type your message. You can format the text using the formatting options available in the toolbar. This includes options for font style, size, color, alignment, bullet points, numbering, etc.
• 4) Attach Files: To attach files to your email, click on the “Attach File” button in the toolbar. Browse your computer for the file(s) you want to attach and click “Insert” to add them to your email.
• 5) Insert Hyperlinks: If you want to insert a hyperlink, select the text you want to link, then click on the “Insert Hyperlink” button in the toolbar. Enter the URL and click “OK” to insert the hyperlink.
• 6) Format Email: You can further format your email by using options such as bold, italic, underline, highlighting, etc., from the formatting toolbar.

Sending an Email

• 1) Review Email: Before sending, review your email to ensure everything is correct, including recipients, subject, message content, and attachments.
• 2) Send Email: Once you’re satisfied with the email, click on the “Send” button in the toolbar or press Ctrl + Enter to send the email. You also have the option of delaying the send at this point for a more precisely scheduled delivery.

Additional Tips

• Save Draft: If you need to finish composing your email later, you can click on the “Save” button to save it as a draft. You can find your draft emails in the Drafts folder.
• Spell Check: Outlook automatically checks for spelling errors as you type. Words flagged as misspelled are underlined in red. Right-click on a misspelled word to see suggested corrections.
• Reply and Forward: To reply to or forward an email, open the email you want to respond to and click on the “Reply” or “Forward” button in the toolbar.
• Signatures: You can create and customize email signatures by going to File > Options > Mail > Signatures. This allows you to automatically add a signature to your outgoing emails.

Optimizing inbox organization

Managing outlook emails effectively is crucial for maintaining productivity and organization. Here are some techniques, including creating folders, using categories, and setting rules for automatic email handling, to optimize inbox organization:

• Create Folders:
  • Organize emails by creating folders to categorize different types of messages. For example, you could create folders for specific projects, clients, departments, or types of correspondence (e.g., newsletters, receipts).
  • To create a new folder in Outlook, right-click on your mailbox or an existing folder, select “New Folder,” and give it a name. You can then move emails into these folders manually or by setting up rules.
• Use Categories:
  • Categories are color-coded labels that you can assign to emails to visually differentiate them based on different criteria (e.g., priority, project, sender).
  • To assign a category to an email in Outlook, select the email, go to the “Home” tab, click on the “Categorize” button, and choose a category color. You can also create custom categories with specific names and colors.
• Set Rules for Automatic Email Handling:
  • Use rules to automate the handling of emails based on criteria such as sender, subject, keywords, or recipients. Rules can be set up to move, delete, flag, categorize, or forward emails automatically.
  • In Outlook, go to the “Home” tab, click on “Rules,” and then select “Manage Rules & Alerts.” Click on “New Rule” to create a new rule and follow the prompts to define the conditions and actions for the rule.
• Flag Important Emails:
  • Flagging emails helps prioritize and keep track of important messages that require follow-up or action.
  • In Outlook, you can flag an email by clicking on the flag icon next to the email in the message list or open the email and click on the “Follow Up” button in the toolbar.
• Use Search and Filters:
  • Utilize search and filtering capabilities to quickly find specific emails or narrow down your inbox based on criteria such as sender, subject, date, or keywords.
  • In Outlook, use the search box at the top of the window to enter search terms or click on the filter icon to access advanced filtering options.
• Archive or Delete Unnecessary Emails:
  • Regularly review and archive or delete unnecessary emails to declutter your inbox and reduce the amount of email storage space used.
  • In Outlook, you can manually archive emails by dragging them to the “Archive” folder or set up auto-archiving rules to move older emails to archive folders automatically.
• Use Quick Steps (Outlook):
  • Quick Steps in Outlook allow you to perform multiple actions on emails with a single click, streamlining common tasks such as moving, categorizing, forwarding, or replying to emails.
  • You can create custom Quick Steps or use predefined ones by clicking on the “Quick Steps” button in the toolbar.
• Regular Maintenance:
  • Develop a routine for managing your inbox, such as dedicating specific times each day to process and organize emails, respond to important messages promptly, and clear out unnecessary emails regularly.

Searching and filtering for emails in Outlook 365

Using the search bar and filtering options effectively can help you quickly find specific emails within your inbox. Here’s how you can make the most of these features in Microsoft Outlook:

I) Search Bar:

1. Enter Keywords: Simply type keywords related to the email you’re looking for into the search bar located at the top of the Outlook window. You can enter sender names, email subjects, specific phrases, or any other relevant terms.
2. Refine Search: As you type, Outlook starts displaying matching results in real-time. If you have a general idea of the email content or sender, but not the exact phrase, you can refine your search by adding more keywords.
3. Use Advanced Search: Click on the search bar to access additional search options. Here, you can specify criteria such as sender, recipient, subject, date range, attachments, and more to narrow down your search results.
4. Search in Specific Folders: By default, Outlook searches in all folders (including Inbox, Sent Items, and subfolders). However, you can narrow your search to specific folders by clicking on the dropdown arrow next to the search bar and selecting the desired folder(s) or subfolder(s) to search within.
5. Search by Category: If you’ve categorized your emails using color-coded categories, you can search for emails belonging to a specific category by typing the category name into the search bar.
6. Search in All Mailboxes (Outlook Desktop): In Outlook Desktop, you can expand your search to include all mailboxes by clicking on “All Outlook Items” in the search bar dropdown menu. This allows you to search across multiple email accounts if you have more than one configured in Outlook.

II) Filtering options:

• Filter by Sender or Recipient: Outlook allows you to filter emails based on sender or recipient. Click on the filter icon next to the search bar, then choose “From” or “To” and enter the email address or name you want to filter by.
• Filter by Date Range: You can filter emails by date range to narrow down search results. Click on the filter icon next to the search bar, then choose “Date” and select the desired date range (e.g., Today, This Week, Last Month, Custom Range).
• Filter by Attachments: To find emails with attachments, click on the filter icon next to the search bar, then choose “Has Attachments.” This will display only emails that contain attachments.
• Filter by Flagged or Unread Emails: You can filter emails based on their status (flagged, unread, or read). Click on the filter icon next to the search bar, then choose “Flagged” or “Unread” to view only flagged or unread emails, respectively.
• Combine Filters: You can combine multiple filters to refine your search further. For example, you can filter emails from a specific sender within a certain date range by selecting both criteria in the filter options.

Attachment issues

Sending and receiving attachments is a common task in email communication. Here are some best practices for handling attachments effectively:

Sending attachments:

• Consider file size: Be mindful of the file size when sending attachments. Large files can take longer to send and receive, especially if the recipient has a slow internet connection. Consider compressing files or using file-sharing services for large attachments.
• Use appropriate file formats: Use common file formats that are widely compatible, such as PDF for documents, JPEG for images, and MP3 for audio files. Avoid sending proprietary formats that may require specific software to open.

• Scan for viruses: Before sending attachments, scan them for viruses or malware to ensure they do not pose a security risk to the recipient. Most antivirus software includes email scanning features for this purpose.
• Rename files if necessary: If a file has a generic or ambiguous name, consider renaming it to provide more context to the recipient. This can help avoid confusion and make it easier for the recipient to identify the attachment.
• Provide context: When sending attachments, include a brief description or context in the email body to explain what the attachment is and why you’re sending it. This helps the recipient understand the purpose of the attachment.
• Use secure transfer methods: For sensitive or confidential attachments, consider using secure transfer methods such as encrypted email or secure file-sharing services. These methods help protect the privacy and security of the attachment during transmission.
• Follow company policies: If you’re sending attachments from a work email account, be sure to follow your company’s policies and guidelines regarding email attachments and data security.

Receiving Attachments:

• Scan for viruses: Before opening attachments, scan them for viruses or malware using antivirus software. This helps protect your computer and data from security threats.
• Verify sender: Verify the sender’s identity before opening attachments, especially if you’re not expecting the email or if it appears suspicious. Look for signs of phishing or spoofing attempts, such as misspelled email addresses or unexpected requests.
• Be cautious with unknown attachments: Exercise caution when opening attachments from unknown or unfamiliar senders. If you’re unsure about the legitimacy of an attachment, consider contacting the sender to verify its authenticity before opening it.
• Save attachments securely: Save attachments to a secure location on your computer or network drive after downloading them. This helps prevent accidental deletion or loss of the attachment and makes it easier to find later if needed.
• Check file extensions: Pay attention to file extensions when opening attachments. Be cautious of executable file types (e.g., .exe, .bat) as they can potentially contain malware. If you’re unsure about an attachment, consult with your IT department or use online tools to analyze the file.
• Report suspicious attachments: If you receive suspicious attachments, such as unexpected attachments from known contacts or attachments with unusual file names or extensions, report them to your IT department or email provider for further investigation.

By following these best practices for sending and receiving attachments, you can help ensure the security, reliability, and efficiency of email communication.

Outlook 365 calendar management

Creating appointments and meetings

Scheduling appointments and setting up meetings in Outlook 365 involves using the calendar feature. The platform provides a plethora of resources for planning practicality. 

Scheduling appointments:

• Open Outlook 365: Launch the Outlook application on your computer.
• Go to Calendar: Click on the “Calendar” icon in the Navigation Pane to access the Calendar view.
• Create a New Appointment:
  • Click on the “New Appointment” button or press Ctrl + N.
  • Enter the appointment details, including the subject, location, start time, and end time.
  • Add any additional details in the body of the appointment if needed.
• Save the Appointment:
  • Click on “Save & Close” to save the appointment to your calendar.

Setting up meetings:

• Go to Calendar: Navigate to the “Calendar” section in Outlook.
• Create a New Meeting:
  • Click on the “New Meeting” button or press Ctrl + Shift + Q.
  • Enter the meeting details, including the subject, location, start time, and end time.
  • Add any additional details in the body of the meeting invitation.
• Invite Attendees:
  • In the “To” field, enter the email addresses of the attendees.
  • Optionally, use the “Scheduling Assistant” to check the availability of attendees and propose a meeting time that suits everyone.
• Set Up a Recurring Meeting (Optional):
  • If the meeting is recurring, click on the “Recurrence” button to set the recurrence pattern (daily, weekly, monthly, etc.).
• Booking Resources (Optional):
  • To book resources such as meeting rooms or equipment, click on the “Rooms” button in the meeting window.
  • Select the desired room or resource, and Outlook will check availability and book it for the meeting.
• Send the Meeting Invitation:
  • Click on “Send” to send the meeting invitation to the attendees.

Additional tips:

• Reschedule or Cancel Meetings: To reschedule or cancel a meeting, open the meeting from your calendar, make the necessary changes, and click on “Send Update” to notify attendees.
• Responding to Meeting Invitations: If you receive a meeting invitation, you can accept, decline, or propose a new time. Outlook will automatically update your calendar based on your response.
• Viewing Others’ Calendars: You can view the calendars of your colleagues or team members to check their availability when scheduling meetings. Right-click on their name in the Navigation Pane and select “Open Calendar.”
• Using Teams Integration: If your organization uses Microsoft Teams, you can schedule meetings directly from Outlook and include a Teams link for virtual meetings.

Keep in mind that some features, such as resource booking, may require integration with your organization’s email and resource management system.

Outlook 365 calendar management tutorial

Another great tutorial by kevinstratvert.com

Contacts and task management in Outlook 365

Adding, organizing, and finding contacts is essential for managing your address book effectively. 

Adding contacts can be done in the following ways:

• Manual Entry:
  • Open Outlook 365 and navigate to the “People” section in the Navigation Pane.
  • Click on the “New Contact” button or press Ctrl + N.
  • Enter the contact’s information, including name, email address, phone number, etc., in the contact form.
  • Click on “Save” to add the contact to your address book.
• From an Email:
  • Open an email from the sender you want to add to your contacts.
  • Right-click on the sender’s email address in the email header.
  • Select “Add to Outlook Contacts” from the dropdown menu.
  • Verify and edit the contact details if necessary, then click “Save” to add the contact.
• Import Contacts:
  • If you have contacts stored in other applications or file formats, you can import them into Outlook 365.
  • Go to the “File” tab, click on “Open & Export,” and select “Import/Export.”
  • Follow the prompts to choose the file format (e.g., CSV, vCard) and locate the file containing your contacts.
  • Map the fields from your file to Outlook’s contact fields and complete the import process.

Organizing contacts:

• Create Contact Groups:
  • In the “people” section, click on the “New Contact Group” button or press Ctrl + Shift + L.
  • Enter a name for the group and add contacts to the group by selecting them from your address book.
  • Click “Save” to create the contact group.
• Categorize Contacts:
  • Assign categories to contacts to organize them based on specific criteria (e.g., work, personal, project).
  • Open a contact’s details, click on the “Categorize” button, and select the desired category.
  • You can create custom categories to suit your organizational needs.
• Use Folders:
  • Create folders within the “People” section to organize contacts into different groups or categories.
  • Right-click on your contacts folder, select “New Folder,” and give it a name.
  • Move contacts into the appropriate folders by dragging and dropping them.

Finding contacts:

• Search Contacts:
  • Use the search bar at the top of the “People” section to quickly find contacts by name, email address, or other criteria.
  • Enter keywords related to the contact you’re looking for, and Outlook will display matching results in real-time.
• Filter Contacts:
  • Click on the “Filter” button in the “People” section to access advanced filtering options.
  • You can filter contacts based on various criteria, such as name, company, job title, location, etc., to narrow down your search results.
• Sort Contacts:
  • Arrange contacts in the “People” section by sorting them alphabetically, by company, or by recently modified.
  • Click on the column headers to sort contacts based on the selected criteria.

Outlook 365 task management

Create, assign, and track tasks and to-do items using the Tasks feature. Below are step-by-step instructions on how to perform these actions:

Creating Tasks:

• Open Outlook 365: Launch the Outlook application on your computer.
• Go to Tasks: Click on the “Tasks” icon or navigate to the “Tasks” section in the Navigation Pane to access the Tasks view.
• Create a New Task:
  • Click on the “New Task” button or press Ctrl + Shift + K.
  • Enter the task details, including the task name, start date, due date, priority, status, and any additional notes or details.
• Save the Task:
  • Click on “Save & Close” to save the task to your task list.

Assigning tasks:

• Open Outlook 365: Launch the Outlook application on your computer.
• Go to Tasks: Navigate to the “Tasks” section in Outlook.
• Create a New Task:
  • Click on the “New Task” button or press Ctrl + Shift + K.
  • Enter the task details as described in the previous section.
• Assign the Task:
  • In the “Assigned To” field, enter the email address of the person to whom you want to assign the task.
  • Optionally, set a due date, priority, and any other relevant details for the task.
• Send the Task Request:
  • Click on “Send” to send the task request to the assigned person.

Tracking tasks:

• Open Outlook 365: Launch the Outlook application on your computer.
• Go to Tasks: Navigate to the “Tasks” section in Outlook.
• View Task List:
  • Your task list will display all tasks and to-do items that you have created or assigned to you.
• Track Task Status:
  • You can track the status of tasks (e.g., Not Started, In Progress, Completed) by viewing the “Status” column in the task list.
• Update Task Status:
  • To update the status of a task, double-click on the task to open it, and then update the status field accordingly.
  • You can also mark a task as complete by clicking on the checkbox next to the task in the task list.
• View Assigned Tasks:
  • If tasks have been assigned to you by others, you can view them in the “Assigned To Me” view in the task list.
• Filter and Sort Tasks:
  • Use the filtering and sorting options in the task list to organize and prioritize your tasks based on criteria such as due date, priority, status, etc.

Outlook 365 advanced features

Outlook Rules and Alerts

Rules automate email processing and create alerts for important emails using the Outlook built-in rules and alerts features. 

Setting up rules to automate email processing:

• Open Outlook 365: Launch the Outlook application on your computer.
• Go to Rules: Click on the “File” tab, then select “Manage Rules & Alerts.”
• Create a new Rule:
  • In the “Rules and Alerts” dialog box, click on the “New Rule” button.
  • Choose a template for your rule from the list of options, such as “Move messages from someone to a folder” or “Flag messages from someone for follow-up.”
  • Alternatively, you can create a custom rule by selecting “Apply rule on messages I receive” and clicking “Next.”
• Define conditions:
  • Follow the prompts to define conditions for your rule, such as sender, subject, body, or other criteria.
  • You can add multiple conditions to refine the rule further.
• Specify actions:
  • Choose the actions you want Outlook to take when the specified conditions are met. Actions may include moving messages to a folder, deleting messages, forwarding messages, categorizing messages, etc.
  • You can add multiple actions to the same rule.
• Review and name rule:
  • Review the summary of your rule to ensure it’s configured correctly.
  • Give your rule a descriptive name to easily identify it in the list of rules.
• Apply rule:
  • Click “Finish” to apply the rule immediately or select additional options such as applying the rule to existing messages in your inbox.
• Manage rules:
  • After creating a rule, you can view, edit, or delete it by going back to the “Rules and Alerts” dialog box (File > Manage Rules & Alerts).

Creating Alerts for important emails

• Open Outlook 365: Launch the Outlook application on your computer.
• Go to alerts: Click on the “File” tab, then select “Options” > “Mail.”
• Set email alert options:
  • In the “Mail Options” dialog box, under the “Message arrival” section, check the box next to “Display a Desktop Alert” to enable email alerts.
  • Optionally, you can choose additional options such as how long the alert should be displayed, whether to play a sound, or whether to show the envelope icon in the taskbar.
• Configure alert rules:
  • You can configure specific rules to trigger email alerts for important messages.
  • Go to the “Rules” tab in the “Mail Options” dialog box, click on “New Rule,” and follow the steps outlined in the previous section to create a new rule with the action “Display a Desktop Alert.”
  • Define conditions for the rule to identify important messages (e.g., from specific senders, with specific words in the subject line).
• Apply changes:
  • Click “OK” or “Apply” to save your changes and close the “Mail Options” dialog box.

Outlook 365 plugins and Add-ins

There are numerous plugins and add-ins available for Microsoft 365 (formerly known as Office 365) that can enhance productivity by adding new features, integrations, and functionalities to various applications within the suite. Here are some useful plugins and add-ins across different categories:

1. Productivity tools:

• Boomerang: Allows you to schedule emails to be sent at a later time, set reminders for follow-up emails, and track responses.
• Grammarly: Helps improve writing by checking for grammar, spelling, punctuation, and style errors in emails and documents.
• Evernote: Integrates with Outlook to save emails, attachments, and calendar events directly to Evernote for better organization and note-taking.
• OneNote: Enables seamless integration with Outlook for taking notes, capturing ideas, and organizing tasks and projects.

2. Collaboration and communication:

• Microsoft Teams: Integrates with Outlook to schedule and join Teams meetings directly from Outlook, allowing for seamless communication and collaboration.
• Zoom for Outlook: Allows users to schedule Zoom meetings directly from Outlook, making it easier to coordinate virtual meetings.
• Slack for Outlook: Enables integration between Outlook and Slack, allowing users to send emails to Slack channels and direct messages.

3. Email management

• Unroll.Me: Helps manage email subscriptions by organizing them into a digest, allowing users to unsubscribe from unwanted emails easily.
• Mailstrom: Analyzes your email inbox to identify and clean up unwanted emails, helping to declutter and organize your mailbox.

4. Task management and organization

• Trello: Integrates with Outlook to turn emails into Trello cards, helping users manage tasks, projects, and workflows more efficiently.
• Todoist: Syncs tasks between Outlook and Todoist, allowing users to manage tasks, set reminders, and track progress across devices.

5. Email Security and compliance

• Mimecast: Provides advanced email security, archiving, and continuity solutions to protect against email-borne threats and ensure compliance with regulations.
• Proofpoint: Offers email security and threat protection services, including anti-phishing, anti-malware, and data loss prevention (DLP) capabilities.

6. CRM integration

• Salesforce for Outlook: Integrates Outlook with Salesforce CRM, allowing users to view and update customer information directly from Outlook.
• HubSpot Sales: Provides email tracking, templates, and CRM integration to help sales teams manage leads and deals more effectively.

7. Time management

• RescueTime: Tracks time spent on different tasks and applications, providing insights to improve productivity and time management.
• Focus @Will: Offers personalized music channels designed to enhance focus and concentration during work hours.

8. Document management:

• Adobe Sign: Enables electronic signature workflows within Outlook, allowing users to send, sign, and manage documents securely.
• DocuSign: Integrates with Outlook to streamline electronic signature processes, making it easier to sign and send documents for signature.

These are just a few examples of the many plugins and add-ins available for Microsoft 365 that can enhance productivity across various areas. Users can explore the Microsoft AppSource marketplace or third-party providers to discover more options tailored to their specific needs and workflows.

Outlook 365 signature templates to take and use

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Integration with other Microsoft 365 applications

Integrating Outlook with other Microsoft 365 apps like ms Teams and OneNote can significantly enhance productivity by streamlining communication, collaboration, and information management. Here are some tips on how to integrate Outlook with Teams and OneNote for seamless productivity:

1. Outlook 365 and Microsoft teams Integration:

• Schedule meetings from Outlook: When composing an email in Outlook, you can easily schedule a Microsoft Teams meeting by clicking on the “Teams Meeting” button in the ribbon. This creates a meeting link that participants can use to join the Teams meeting directly from Outlook.
• Join Teams meetings from Outlook: Outlook integrates with Microsoft Teams, allowing you to join Teams meetings directly from your Outlook calendar. Simply click on the meeting invitation in your calendar and select “Join Microsoft Teams Meeting” to launch the meeting in Teams.
• Share emails to Teams: You can share emails from Outlook to Microsoft Teams channels or chats by clicking on the “Share to Teams” button in the ribbon while viewing an email. This allows you to collaborate on emails with your team members directly within Teams.
• Teams presence in Outlook: Outlook displays the presence status of your Microsoft Teams contacts, showing whether they are available, busy, or away. This helps you quickly identify the best time to communicate with your colleagues via Teams.

2. Outlook 365 and OneNote Integration:

• OneNote integration in Outlook Tasks: You can integrate OneNote with Outlook tasks, allowing you to create tasks in Outlook and link them to OneNote notebooks or pages for more detailed notes or project management. Simply create a task in Outlook, click on the task, and select “Notes about this task” to link it to OneNote.
• Send emails to OneNote: You can send emails from Outlook to OneNote for easier reference and organization. Simply open the email in Outlook, click on the “Move to OneNote” button in the ribbon, and choose the notebook and section where you want to save the email.
• Link OneNote pages in Outlook: When composing an email in Outlook, you can easily insert links to specific OneNote pages or sections by clicking on the “Attach File” button and selecting “OneNote” from the dropdown menu. This allows you to reference relevant OneNote content in your emails.
• OneNote meeting notes: When scheduling a meeting in Outlook, you can create and attach OneNote meeting notes directly to the meeting invitation. This allows participants to access and collaborate on meeting agendas, action items, and notes within OneNote.

By leveraging these integration tips, you can seamlessly connect Outlook with Microsoft Teams and OneNote to enhance productivity, streamline communication, and improve collaboration across your organization.

Outlook365: Windows vs. Mac, mobile, and web

Outlook for Windows and Outlook for Mac are both robust email clients developed by Microsoft, but they have some differences in terms of features, user interface, and integration with the operating system. Here are some key differences and unique features in Outlook for Windows and Outlook for Mac:

Outlook 365 for Windows:

• Integration with Office Suite: Outlook for Windows offers seamless integration with other Microsoft Office applications such as Word, Excel, and PowerPoint. This allows users to easily attach Office documents, edit them directly within Outlook, and collaborate on files using Office Online.
• Extensive third-party add-Ins: Outlook for Windows supports a wide range of third-party add-ins and plugins from the Microsoft Store, providing users with additional features and integrations for tasks such as email tracking, productivity tools, CRM integration, and more.
• Focused inbox: Outlook for Windows includes the Focused Inbox feature, which automatically sorts incoming emails into two tabs: “Focused” for important emails and “Other” for less important emails. This helps users prioritize their inbox and focus on important messages.
• Advanced search: Outlook for Windows offers advanced search capabilities, allowing users to perform complex searches using various criteria such as sender, subject, keywords, date range, and more. Users can also save search queries for future use.
• Customizable ribbon: Outlook for Windows features a customizable ribbon interface, allowing users to customize the toolbar with their most-used commands and actions for quick access.
• Integration with Cortana: Outlook for Windows integrates with Cortana, Microsoft’s digital assistant, allowing users to use voice commands to perform tasks such as sending emails, scheduling appointments, and setting reminders.

Outlook 365 for Mac:

• Integration with macOS: Outlook for Mac is designed to integrate seamlessly with macOS, providing users with a native Mac experience and support for macOS features such as Dark Mode, Touch Bar, and system-wide notifications.
• Unified inbox: Outlook for Mac offers a unified inbox view, allowing users to view emails from multiple email accounts in a single inbox. This makes it easier to manage and prioritize emails from different accounts.
• Focused inbox (Recent Update): Similar to Outlook for Windows, Outlook for Mac now includes the Focused Inbox feature, which automatically sorts incoming emails into two tabs: “Focused” and “Other,” helping users focus on important emails.
• Integration with macOS Calendar and Contacts: Outlook for Mac integrates with the native macOS Calendar and Contacts applications, allowing users to view and manage their calendar events and contacts seamlessly within Outlook.
• Touch Bar support: Outlook for Mac supports the Touch Bar on MacBook Pro models, providing users with context-sensitive shortcuts and controls for common tasks such as composing emails, scheduling appointments, and switching between calendar views.
• IMAP and POP Support: Outlook for Mac offers support for IMAP and POP email accounts, allowing users to easily add and manage accounts from various email providers.

Mobile Outlook 365 guide

The user experience (UX) of Outlook on iOS and Android provides a seamless and intuitive interface for managing emails, calendar events, and tasks on the go.

Email management on Outlook365 mobile:

• Unified inbox: Outlook on iOS and Android offers a unified inbox that combines emails from all configured email accounts into a single view, making it easy to manage multiple accounts in one place.
• Swipe gestures: The app includes customizable swipe gestures that allow users to quickly perform actions such as archiving, deleting, marking as read/unread, or scheduling emails for later using Outlook’s “Swipe Actions” feature.
• Focused inbox: Similar to the desktop versions, Outlook on mobile devices includes the Focused Inbox feature, which separates important emails from less important ones, helping users focus on the emails that matter most.
• Conversation view: Emails are displayed in conversation threads, making it easier to follow the flow of a conversation and reducing clutter in the inbox.
• Quick actions: Outlook’s mobile app includes quick actions such as reply, reply all, forward, and snooze, accessible directly from the email list view for faster email management.

Mobile calendar management:

• Integration with Email: Outlook seamlessly integrates calendar events with emails, allowing users to quickly add events to their calendar directly from emails and vice versa.
• Agenda View: The app offers an agenda view that displays upcoming events in a chronological list, providing users with a clear overview of their schedule.
• Meeting Invitations: Users can respond to meeting invitations directly from the app, including options to accept, decline, or propose a new time.
• Reminders and Notifications: Outlook sends reminders and notifications for upcoming events and meetings, ensuring users stay informed and prepared for their schedule.

Task Management:

• Integration with To-Do: Outlook integrates seamlessly with Microsoft To-Do, allowing users to create, view, and manage tasks within the app. Tasks created in Outlook sync with Microsoft To-Do, providing a unified task management experience across platforms.
• Flagged emails: Users can flag emails as tasks and assign due dates, categories, and reminders to them, effectively turning emails into actionable tasks.
• Swipe gestures: Similar to email management, Outlook’s mobile app includes swipe gestures for managing tasks, allowing users to quickly mark tasks as complete, delete them, or schedule them for later.
• My Day View: Outlook offers a “My Day” view in the calendar tab, displaying a summary of tasks and events for the day, helping users prioritize their tasks and stay organized.

Overall, Outlook’s mobile app provides a user-friendly and efficient experience for managing emails, calendar events, and tasks on iOS and Android devices, allowing users to stay productive while on the go. The app’s intuitive interface, seamless integration with other Microsoft services, and various productivity features make it a popular choice for mobile email and calendar management.

Office 365 UX on the web

Outlook’s user experience in a web browser offers a comprehensive set of features and functionalities similar to its desktop counterpart, providing users with access to their emails, calendar, contacts, tasks, and other tools within a web-based interface. While there are some unique aspects to the online interface, there are also limitations.

Unique Aspects:

• Cross-platform access: Outlook in a web browser allows users to access their emails and other Outlook features from any device with an internet connection, including desktops, laptops, tablets, and smartphones. This flexibility enables users to stay connected and productive on the go.
• Consistent interface: The web-based Outlook interface is designed to closely resemble the desktop version, offering a familiar user experience for users who are accustomed to using Outlook on their computers. This consistency makes it easier for users to transition between different platforms.
• Real-time updates: Changes made in the web version of Outlook, such as reading, sending, or deleting emails, are synchronized in real-time across all devices and platforms connected to the user’s account. This ensures that users have access to up-to-date information regardless of the device they are using.
• Integration with Office Online: Outlook in a web browser seamlessly integrates with other Office Online applications, such as Word, Excel, PowerPoint, and OneNote. This integration allows users to create, edit, and collaborate on documents directly within Outlook without switching between multiple applications.
• Customization options: Users can customize their Outlook web experience by adjusting settings such as themes, layout preferences, email signature, and inbox organization. This customization allows users to tailor the interface to their preferences and workflow.

Limitations:

• Offline Access: Unlike the desktop version of Outlook, the web-based version has limited offline functionality. Users may not be able to access their emails or perform certain tasks without an internet connection.
• Performance: Outlook in a web browser may not perform as smoothly or quickly as the desktop version, especially when dealing with large volumes of emails or complex tasks. Performance may vary depending on factors such as internet speed and browser compatibility.
• Advanced Features: Some advanced features available in the desktop version of Outlook, such as advanced email rules, certain calendar functions, and integration with third-party plugins or add-ins, may be limited or unavailable in the web-based version.
• Browser Compatibility: Outlook in a web browser may have compatibility issues with certain web browsers or versions. Users may experience differences in functionality or performance depending on the browser they are using.
• Limited Offline Access: While some basic functionality is available offline in Outlook on the web, such as viewing previously accessed emails, composing new emails, and accessing calendar events, users may find that certain features are limited or unavailable when working offline.

Outlook’s user experience in a web browser offers a convenient and accessible way for users to manage their emails and other Outlook features from any device with an internet connection. However, users should be aware of the limitations compared to the desktop version of Outlook and adjust their expectations accordingly.

Outlook 365 troubleshooting and support

Common issues

The human/machine interaction does not come without its… miscommunications. Below are some of the more frequent occurrences a user might experience and their solutions, though you will find they are no worse than most software issues one might encounter.

1. Performance Issues:

• Problem: Outlook 365 may experience slowdowns, freezes, or crashes, especially when handling large volumes of emails or running on older hardware.
• Solution:
  • Ensure that your system meets the minimum requirements for running Outlook 365. Consider upgrading your hardware if necessary.
  • Disable unnecessary add-ins and plugins that may be causing performance issues.
  • Compact your mailbox regularly to reduce the size of the Outlook data file (PST or OST).
  • Clear the Outlook cache to remove temporary files and improve performance.

2. Connectivity Issues:

• Problem: Users may encounter issues with connecting to the Exchange server or accessing their emails, calendar, or contacts.
• Solution:
  • Check your internet connection to ensure that it’s stable and working properly.
  • Verify that your Exchange server is online and accessible. Contact your IT department or email administrator if necessary.
  • Restart Outlook and try again. Sometimes, a simple restart can resolve connectivity issues.
  • Disable any VPN or proxy settings that may be interfering with Outlook’s connectivity.

3. Email Syncing Problems:

• Problem: Emails may not sync properly between Outlook 365 and the Exchange server, leading to missing or outdated emails.
• Solution:
  • Check your Outlook sync settings to ensure that they are configured correctly. Go to File > Account Settings > Account Settings > Email tab > select your email account > click on Change > More Settings > Advanced tab.
  • Verify that there are no conflicts between multiple devices or email clients accessing the same email account.
  • Manually refresh the mailbox by clicking on the “Send/Receive” button or pressing F9 to force Outlook to sync with the server.

4. Password Issues:

• Problem: Users may encounter issues with password authentication when logging into Outlook 365.
• Solution:
  • Ensure that you are entering the correct username and password for your Outlook 365 account.
  • Reset your password if you suspect that it may have been compromised or forgotten.
  • Check for any password expiration policies set by your organization and update your password accordingly.

5. Email Formatting Problems:

• Problem: Emails may display incorrectly or have formatting issues when viewed in Outlook 365.
• Solution:
  • Check the email format settings in Outlook 365. Go to File > Options > Mail > Compose messages in this format. Select “HTML” or “Rich Text” format for better compatibility.
  • Avoid copying and pasting content directly from external sources (e.g., web pages, Word documents) into Outlook emails, as this can sometimes lead to formatting issues.
  • Use the “Paste Special” option (Ctrl + Alt + V) to paste content as plain text or HTML to preserve formatting.

If issues persist, users may need to seek assistance from their IT department or Microsoft support for further troubleshooting and resolution. learn more at Microsoft Support for Outlook 365

Further support resources

In addition to Microsoft Support, there are several community forums and online tutorials available to help users with Office 365. These resources provide valuable tips, troubleshooting guides, and peer-to-peer support for various Office 365 applications. Here are some popular options:

1. Microsoft Community

The Microsoft Community is a user-driven support forum where users can ask questions, share knowledge, and seek help from other Office 365 users and Microsoft MVPs (Most Valuable Professionals).

2. Reddit – Office365

The Office 365 subreddit is a community-driven forum where users discuss Office 365-related topics, share tips and tricks, and seek assistance with issues related to Office 365 applications.

3. Learn.Microsoft.com

The TechNet Forums, Microsoft’s official forums for IT professionals, developers, and Office 365 users, have migrated to Microsoft Learn. Here, users can ask technical questions, share knowledge, and seek assistance from Microsoft experts and community members.

4. YouTube Tutorials

There are numerous YouTube channels and video tutorials dedicated to Office 365, offering step-by-step guides, tips, and tricks for using various Office 365 applications such as Outlook, Word, Excel, PowerPoint, Teams, and more. Channels like Microsoft 365 and Office 365 Training provide official tutorials and tips directly from Microsoft. Additionally, channels like Vlad Catrinescu, Collab365, and PowerApps offer in-depth tutorials and discussions on Office 365 topics.

5. LinkedIn Learning (formerly Lynda.com)

LinkedIn Learning offers a wide range of online courses and tutorials on Office 365 applications, covering topics such as email management, document collaboration, project management, and more.

6. Blogs and Websites:

Advanced techies can excited for specialist blogs Petri and Practical 365.

Final words

Outlook 365 stands as a versatile and powerful tool that combines essential functions for seamless email management, calendar organization, task tracking, and collaboration. With its intuitive interface and integration with other Microsoft 365 applications, Outlook 365 empowers users to enhance their personal and professional efficiency.

Key features such as a unified inbox, Focused Inbox, and advanced search capabilities streamline email management, allowing users to prioritize important messages and stay organized amidst the influx of emails. The integration with Microsoft Teams enables seamless communication and collaboration, while the integration with OneNote facilitates comprehensive note-taking and task management.

Outlook 365’s calendar functionality simplifies scheduling and managing appointments, meetings, and events, with features like agenda view, meeting invitations, and real-time updates. Furthermore, the integration with Microsoft To-Do offers a comprehensive task management solution, allowing users to stay on top of their tasks and projects.

By exploring and utilizing the full potential of Outlook 365, users can optimize their personal and professional workflows, improve productivity, and effectively manage their time and resources. Whether for personal use or within a professional setting, Outlook 365 offers a suite of tools and features that cater to the diverse needs of users, enabling them to achieve greater efficiency and effectiveness in their day-to-day activities.

The post Outlook 365: The Complete User Guide appeared first on WiseStamp.

Understanding domain reputation

At the core of a robust online presence are two key components: email reputation and domain reputation. But what do these terms entail? Email reputation is a measure of how email providers view your email sending and email marketing practices.

Similarly, domain reputation reflects the trustworthiness of your website. Influential factors include spam scores, which indicate the likelihood of your emails being marked as spam, and IP address reputation, which affects both email deliverability and domain credibility. These reputations are not static; they evolve based on your online practices.

Maintaining a healthy online reputation requires vigilance and regular monitoring. Neglect can lead to diminished trust and reduced effectiveness in your digital communications.

Best tools for checking:

Here are the top 5 tools for checking domain reputation, each offering unique features to help you monitor and improve the reputation of your domain:

1. Google Postmaster Tools

These tools provide insights into how Google views your domain. They display data on email deliverability, how Google handles emails from your domain, and information on authentication, spam reports, and email encryption. This tool is particularly useful for senders with a high volume of emails, as it shows reputation changes on a 4-step scale​​.

2. Talos Intelligence

Offered by Cisco, this tool allows you to check the reputation of your email server IP and domain. It rates your domain as good, poor, or neutral, giving you an idea of how other email service providers view your domain. A neutral rating suggests a lack of information, while a poor rating indicates delivery issues​​.

Maintaining a good domain and email reputation

Improving your domain reputation is a continuous process. Key practices include ensuring consistent, quality content in your emails, avoiding sending unsolicited messages, and maintaining a secure and user-friendly website. You should perform regular checks using free and online tools that can help you stay on top of your reputation, alerting you to potential issues before they escalate.

Understanding the results of these checks is crucial for effective reputation management. Remember It’s not just about knowing your score, but about understanding what it means and how to respond.

Interpreting check results and taking Action

Interpreting the results from reputation checks is vital. A low score in any area indicates areas for improvement. This might involve enhancing your email content, reviewing your mailing list practices, or improving your website’s security. Taking proactive steps based on these results is key to restoring and maintaining a good reputation.

In summary

Managing your email and domain is an ongoing journey that requires attention and action. This guide has explored the essentials of managing your email and domain authority. Regular checks and proactive management of these reputations are crucial for a successful online presence. The tools and practices discussed provide a roadmap to achieving and maintaining a trustworthy digital identity.

The post The complete guide to email and domain reputation appeared first on WiseStamp.

Your email signature is a subtle yet powerful tool that can project professionalism, foster relationships, and even drive business or influence. Including the right social media apps in your signature can amplify these benefits. Here’s how to decide which social apps are best.

What’s on this page

• How to pick the best social apps for your Email Signature
• Best social apps for your Email signature based on profession
  • Realtors
  • Writers and bloggers
  • Artists and designers
  • IT professionals
  • Academics and researchers
  • Consultants and coaches
  • Healthcare professionals
  • Musicians and entertainers
  • Marketing pros
  • Contractors
• How to generate a free email signature with social apps
  • Free Email Signature generator
• To conclude

How to pick the best social apps for your Email Signature

Professionals across all industries recognize the increasing importance of establishing and nurturing an online presence via Social media marketing (SMM). Whether you’re a marketing maestro, a dedicated contractor, or anything in between, the platforms you choose to represent you can amplify your expertise and foster genuine connections. Integrating these social apps into your email signature acts as a digital handshake, offering recipients a deeper insight into your professional world.

So how do you pick the best social apps for your signature? Let’s break it down:

Define your purpose

• Networking: Platforms like LinkedIn are tailored for professionals who want to expand their business networks. Learn how to add a LinkedIn social app to your signature

• Showcasing Work: For creatives, sites like Behance, Dribble, or Instagram allow you to visually display your portfolio.

• Sharing Knowledge: Twitter X or Medium can be great if you often share news, articles, or industry insights.

Know Your Audience

• Business Professionals: They’re likely on LinkedIn, Twitter X, or specialized platforms related to your field.

• Younger Demographics: Platforms like Instagram, TikTok, or Snapchat cater to this group.

• General Public: Facebook or Twitter can be ideal due to their vast and diverse user base.

Keep it professional

Ensure that the social media profiles you link maintain a degree of professionalism. If your Instagram is full of personal images (e.g., family, vacations), it might be best left out of a business-oriented email signature unless it aligns with your brand’s identity. It is also important to limit the number of social apps on your signature. Too many links can make your signature look cluttered and unprofessional. Stick to 2-3 key platforms that are most relevant to your profession and purpose.

Consistent branding:

Ensure that the social media apps on your email signature have consistent messaging and branding. When someone clicks through, they should get a feel that aligns with what they know of you or your company.

Best social apps for your Email signature based on profession

The small details count. Something as seemingly minor as the social media links in your email signature whether it’s for Outlook social links, Gmail signature social apps, or any other platform, can have a significant impact on your professional persona. By selecting and showcasing the right platforms tailored to your profession, you can strengthen your connections and boost your reach. Let’s delve deeper, with examples:

1. Best email signature social apps for Realtors

As a real estate agent, your online presence can make or break deals. Social apps on your email signature can reflect credibility and trust. Learn more about email signatures for realtors.

• LinkedIn: An excellent platform for professional networking. Example: Jane Doe, an agent, shares articles about housing market trends to engage potential buyers and sellers.
• Facebook Business Page: Perfect for showcasing listings. Example: Jane posts virtual tours and highlights testimonials from satisfied clients.
• Instagram: Ideal for visual-heavy professions. Jane could display the aesthetically pleasing interiors of the homes she’s selling, providing a visual feast for potential buyers.
• Pinterest: Create boards with interior design trends, landscaping ideas, and neighborhood highlights.
• YouTube: Host virtual house tours, client testimonials, and home maintenance tips.

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2. Top email signature social apps for writers and bloggers

Storytellers & writers in the digital age need platforms that amplify their voices, engage with audiences, and establish their thought leadership. Adding social app links to every email you send is a great way to connect with writers, bloggers, and journalists.

• Twitter X: As a real-time news platform, it’s great for sharing articles and quick updates. Example: John Smith, a journalist, tweets breaking news or his latest published pieces.
• Medium: For in-depth pieces or personal blogs. Example: John shares opinion pieces or essays on contemporary issues, engaging readers in longer discussions.
• LinkedIn Pulse: Useful for industry-specific articles and networking. John might post articles related to journalism trends or ethics, engaging with a professional audience.
• Facebook Author Page: Engage with readers, share updates on new pieces, and host live Q&A sessions.
• Goodreads (for book authors): Connect with readers, share book reviews, and announce new releases.
• LinkedIn Pulse: Share professional articles and network with other writers.

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3. For artists and designers

Visual creators require platforms that not only display their craft but also provide avenues for collaboration and feedback these social apps can go well with their Email signatures.

• Instagram: A visual portfolio showcasing your latest works.
• Behance: Ideal for graphic designers to display their portfolio.
• Dribbble: Another platform for designers focusing on digital and UI/UX designs.
• DeviantArt: Popular for illustrators and visual artists.
• Vimeo: For those artists involved in video or animation projects.

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4. Best social apps for IT professionals email signature

Staying updated and connected in the rapidly evolving tech landscape is crucial for IT professionals, necessitating platforms for collaboration, knowledge sharing, and problem-solving. Adding a few social links to your signature is a must.

• GitHub: Display coding projects and collaborations.
• Stack Overflow: Engage in community discussions, ask questions, and offer solutions.
• Twitter: Follow tech updates, share insights, and network with industry experts.
• LinkedIn Groups: Join groups focused on specific IT domains and trends.
• Reddit (specific IT subreddits): Engage in detailed tech discussions and troubleshooting.

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5. For academics and researchers

For those in academia, the priority lies in disseminating research, collaborating on studies, and engaging in scholarly discussions. Add a few of the following social app links to your Email signature.

• Google Scholar: Showcase your research papers.
• ResearchGate: Connect with other researchers, share papers, and collaborate.
• Academia.edu: Another platform to share and discover academic research.
• Twitter X: Engage with fellow academics, join discussions, and share findings.
• LinkedIn: Network with professionals in and out of your research field.

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6. Consultants and coaches

Professionals guiding others towards better business or personal outcomes need social platforms that reflect their expertise, share success stories, and offer valuable insights. See which ones fit your email signature.

• LinkedIn: For B2B relationships, article sharing, and professional networking.
• YouTube: Share workshops, webinars, and video content.
• Instagram: Share bite-sized tips, client testimonials, and behind-the-scenes insights.
• Facebook Business Page: Engage with clients, share success stories, and advertise services.
• Podcast Platforms (like Spotify or Apple Podcasts): If you host a podcast, sharing it can help reach a broader audience.

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7. Healthcare professionals

Doctors, nurses, and other medical professionals guiding others toward better business or personal outcomes need platforms that reflect their expertise, share success stories, and offer valuable insights. Adding social links to your Doctor’s email signature or Nurse’s signature adds warmth and trust.

• Doximity: For doctors to connect and collaborate.
• Healthgrades: Patients can review and gain insight into your expertise.
• LinkedIn: Networking with other professionals and showcasing certifications.
• Facebook Medical Groups: Discuss the latest medical trends and research.
• YouTube: If comfortable, share general health tips or discuss medical topics for patient education.

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8. Musicians and entertainers

For those in the limelight, platforms that engage fans, showcase talent, and provide updates on new releases or events are paramount. Make sure you include social app links to your Email signatures with at least 2 of these guys.

• SoundCloud: Share your music and engage with fans.
• Spotify Artist Profile: Connect with listeners and share playlists.
• YouTube: Post music videos, live performances, and behind-the-scenes content.
• Instagram: Engage with fans, share snippets of new releases, and promote events.
• TikTok: Tap into a younger audience, and post clips or challenges related to your music.

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9. Best email signature social apps for marketing pros

In the bustling worlds of advertising and brand promotion, marketing professionals require platforms that not only amplify their voice but also demonstrate their proficiency in capturing audience attention. A marketing person must utilize email signatures as they can serve as a teaser trailer for their portfolio.

• LinkedIn: This platform is paramount for marketers. Example: Sarah, a digital marketing specialist, shares case studies and campaign results to highlight her expertise and outcomes.
• Twitter X: Ideal for staying updated with rapid industry changes. Tweets about the latest marketing trends, tools, and strategies that are shaping the business landscape.
• Instagram: As visual marketing gains traction, this platform becomes crucial. Sarah showcases infographics, campaign visuals, or even behind-the-scenes marketing events.
• Facebook Business Page: Great for sharing broader content, from articles to webinars. Sarah might host live sessions discussing marketing strategies, or share user-generated content from her campaigns.

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10. Contractors

In an industry where tangible results are the strongest testimonial, and testimonials matter. Contractors need a way to visually and credibly represent their craftsmanship. Their Contractor’s email signature can become a digital storefront, exhibiting their commitment to precision and design. See the best social apps for your contractor’s email signature.

• LinkedIn: A platform for professional networking and showcasing large projects. Example: Tom, a building contractor, shares time-lapse videos of his recent construction projects and client testimonials.
• Facebook Business Page: Ideal for local contractors. Tom posts images of completed projects, reviews from clients, and promotional offers for services.
• Instagram: Perfect for a visual representation of work. Tom can share before-and-after shots of renovations, or detailed images of design elements in his constructions.
• Pinterest: As home and building inspiration thrive here, it’s great for contractors. Tom might create boards showcasing innovative design solutions or trending building materials.

Additionally see our Google business profile guide and learn how to boost your service business online.

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Steps to generate a free Email Signature with social apps using WiseStamp

1. Visit WiseStamp’s Website: Go ahead and navigate to the official WiseStamp website.
2. Choose ‘Create Your Free Signature for personal use: Once on their homepage, you’ll typically find a prominent call-to-action to create a free email signature. Click on it.
3. Fill Out Basic Details: You’ll be prompted to enter your name, job title, company name, and other essential details.
4. Add Social Icons: As you proceed, you’ll find an option to add social links. Here, you can enter the URLs of your social media profiles like LinkedIn, Twitter, Facebook, etc.
5. Customize Your Signature: WiseStamp offers various design templates and customization options. Choose a design that resonates with your professional brand. Adjust fonts, colors, and sizes to your liking.
6. Preview Your Signature: Before finalizing, ensure you preview your signature to see how it looks.

Remember, while the basic version is free, WiseStamp also offers a pro version with advanced features and email signature templates. Use WiseStamp email signature designer and add your social apps today!

Generate a free Email Signature with social app links

To conclude

Your email signature is more than just an email sign-off; it’s an additional snapshot of your professional brand and a micro-portfolio at your recipient’s fingertips. Choosing the right platforms to showcase in this space can set the tone for your interactions, positioning you as a credible and forward-thinking professional. As the digital landscape evolves and AI + new trends pop out every day, it’s crucial to keep your signature updated.

Always ensuring it remains relevant and continues to serve as a bridge to meaningful connections.

The post Best social apps for your Email Signature appeared first on WiseStamp.

Comparison Table

Outlook (Statistics)

With its impressive capabilities, Outlook has rapidly emerged as a leading email client, enjoying a surge of growth in recent years. It has succeeded in building an awe-inspiring user base of over 400 million active users from around the globe. Even in the US, it holds a significant market share, being the choice of 16% of email users.

About Outlook

Microsoft Outlook is a desktop application with a feature-rich email client and personal information manager. It is part of the Microsoft Office suite and provides advanced functionalities for managing emails, calendars, contacts, tasks, and more.

Microsoft Outlook offers offline access, extensive customization options, and integration with other Office applications. It also offers support for additional features like Outlook signatures, mail merge, and advanced rules. Outlook is a paid product, available with Microsoft 365 subscriptions. It is primarily used by individuals and businesses that prefer a robust, locally installed application. 

Office 365 (Statistics)

Currently, Microsoft 365 serves a remarkable user base of 345 million paid subscribers. The suite generated a significant revenue stream of USD 63.36 billion in 2022, marking its financial strength. As of the same year, Microsoft Office 365 holds a dominant market position with approximately 47.9% share. The largest industry segment among Microsoft Office 365 users is the construction sector, accounting for 6%. Geographically, the United States represents 34% of Microsoft Office 365 customers, followed by the United Kingdom with an 8% share. Microsoft’s operational reach spans more than 150 countries and regions. Moreover, in 2022, an estimated 39,930 users tapped into Microsoft 365 services every hour.

About Microsoft Office 365

Microsoft Office 365 is a cloud-based suite of productivity applications that includes popular tools like Word, Excel, PowerPoint, and Outlook plus the ability to add an Office 365 signature to your emails using an email signature manager. It provides access to these applications across devices, along with collaboration features, email services, and cloud storage.

Email services are an important part of Office 365 beyond the direct email application; for example, emails can be populated by an Excel spreadsheet and set up and sent from Word. While Office 365 allows you to integrate external email providers and accounts, there are distinct advantages to using one of the built-in Microsoft mail services, like Outlook or Exchange, as your Office 365 email:

The tight integration of Microsoft email services provides a seamless experience within the Office 365 ecosystem, ensuring smooth collaboration and data sharing between email, calendars, contacts, and other Office 365 applications. This integration enhances productivity and simplifies workflows.

Exchange server (Statistics)

Every Exchange Online server, of which there are 300,000, is a physical Windows server tasked with supporting a staggering 7.3 billion mailboxes. That’s not a misprint. As of April 2022, Office 365 boasted 345 million monthly active users, a number that could now be approaching 375 million. The astonishing number of mailboxes can be attributed to the variety of mailbox types deployed within Exchange Online, extending beyond the simple user count.

About Exchange

Microsoft Exchange is a messaging and collaboration platform. It provides email, calendaring, contacts, and tasks management services primarily for business and enterprise environments. Exchange serves as a centralized system that allows users to send, receive, and organize email messages, schedule appointments, manage contacts and coordinate tasks, and of course the ability to set up Email signatures for exchange.

One of Exchange’s key strengths is its server-client architecture, where Microsoft Exchange Server is installed on the server side, and clients (such as Microsoft Outlook or Outlook on the web) interact with the server to access and manage email and other data.

Features:

Exchange offers a range of features that are important at the enterprise level, including robust security measures, advanced spam filtering, and data loss prevention capabilities to safeguard sensitive information. It supports integration with other Microsoft services like SharePoint and Skype for Business, enabling seamless collaboration and communication.

Microsoft Dynamics

Microsoft Dynamics is a suite of integrated business applications developed by Microsoft to help organizations manage and streamline various aspects of their operations. It offers a range of solutions designed to address specific business needs, including customer relationship management (CRM), enterprise resource planning (ERP), human capital management (HCM), and more.

Dynamics and business management

Business management almost always intersects with email, whether it is customer support over email, email communication with prospects and leads or emails to other team members. Accordingly, Dynamics integrates with many external email providers – but using it with Microsoft email services offers special benefits in productivity and efficiency. Read more about business management software solutions.

Microsoft Dynamics CRM, part of the Dynamics 365 suite, offers native integration with email systems such as Microsoft Outlook and Exchange. This integration allows users to access and manage their email communications directly within the CRM platform. Users can track emails, associate them with specific contacts or accounts and view email history as part of the customer’s record.

Using the Dynamics 365 App for Outlook, users can link email messages, meetings and appointments to a row in their Dynamics app, view CRM information in the context of an email message, meeting or appointment, and easily add email templates, knowledge articles and sales literature when creating an email message or setting up a meeting.

Microsoft Teams

Microsoft Teams is part of the Microsoft 365 suite of email products for organizations and is a collaboration platform that brings together chat, video meetings, file sharing, and app integration in one place. It enables teams to communicate, collaborate and work together efficiently.

Microsoft Teams and Email Functionality

One might notice that Teams itself doesn’t feature a specific email tool. That aspect of communication is catered to by Microsoft 365’s Outlook tool. As such, there is no direct integration within Teams to manage your Outlook emails. While some might see this as a disadvantage, Microsoft has made it clear that integrating an email management tool into Teams is not on their roadmap.

Integrating Teams Chat with Microsoft Outlook

On a positive note, Microsoft is working on a new feature that will integrate Teams chat into Microsoft Outlook. This addition aims to facilitate discussions about meeting times and other collaborative efforts directly within Outlook. As a result, users can seamlessly plan and coordinate their activities within the same platform where they handle their emails.

Maximizing Productivity with Microsoft Teams

Teams is more than a simple communication tool. It’s a platform that combines a multitude of functions to maximize productivity within an organization. It’s especially useful for remote teams, allowing individuals spread out across different locations to collaborate as if they were in the same room. Real-time chat, document sharing, and video conferencing – these are all readily available in Teams.

Customizing Teams for a Personalized Experience

Teams also offer robust customization options, allowing users to tailor the platform to their specific needs. These include custom backgrounds for video calls, the ability to pin important messages, and a range of plugins and integrations to further enhance productivity.

Future Developments of Microsoft Teams

The forthcoming integration of Teams chat with Microsoft Outlook underlines Microsoft’s commitment to continuously improving its platform. Users can look forward to an even more integrated experience between Teams and other Microsoft 365 applications in the future. With Microsoft Teams, the goal is not only to streamline workflows but also to facilitate more efficient communication and collaboration in a digitized working environment.

The Choice is yours!

In today’s digital world, staying connected is crucial. Choosing the right internal and external communications channels for you, your employees and your business can mean the difference between smooth, fruitful communication and frustrating, disjointed efforts to connect.

Microsoft’s commitment to innovation and user-centric design ensures that no matter who you are, if you consider Microsoft’s options carefully, you are almost certain to find a solution that can help you connect and communicate effectively in the modern business world.

The post A Comprehensive Guide to Microsoft mail services appeared first on WiseStamp.

How to encrypt your Gmail emails:

Now that you have the full picture and all info relating to Gmail encryption, let’s get practical.

To send a truly secure, private email in Gmail, you have two different options:

1. Use a browser extension
2. Use manual PGP/GPG encryption

Let’s go through these in more detail. 

Use browser extensions to encrypt your Gmail emails

Several browser extensions and add-ons offer end-to-end encryption for Gmail. These extensions work by encrypting the email content locally on your device before it is sent. The recipient also needs to have the same extension installed.

Some of the best secure mail extensions for Gmail:

Mailvelope

Mailvelope is a browser extension available for various browsers, including Chrome and Firefox. It integrates with popular webmail services like Gmail, Yahoo Mail, and Outlook.com. Mailvelope utilizes the OpenPGP standard for encryption and digital signatures. It allows users to generate encryption keys, import existing keys, and exchange public keys with their contacts. Mailvelope provides a user-friendly interface for encrypting and decrypting emails, along with key management features.

FlowCrypt

FlowCrypt is another browser extension designed to add end-to-end encryption to webmail services. It works with Gmail and supports both Chrome and Firefox browsers. FlowCrypt uses the OpenPGP standard and provides a user-friendly interface for generating and managing encryption keys. It also offers additional features like key backup, searching encrypted emails, and integrating with third-party PGP tools.

The upside of browser extensions is that they make the encryption process much easier for the average businessperson or other non-technical individuals. 

There are a few downsides, however: 

• you are giving a third party access to your Gmail and relying on them for your security
• anything you do in a browser (clicks, keystrokes, etc.) can technically be monitored by the owner of the website you’re on
• not all browser extensions enable you to encrypt and send secure Gmail attachments

So if you don’t mind getting a little more technical for more flexibility and peace of mind, then you can move up to:

Use manual PGP/GPG encryption for Gmail

PGP (Pretty Good Privacy) is a proprietary encryption software around which an OpenPGP standard was developed, and GPG (GNU Privacy Guard) is an open-source implementation of that standard. 

In order to manually do Gmail PGP encryption for your emails, you’ll need to download a PGP or GPG software program to your local device. If you have Windows as your operating system, a good option is GPG4Win. If you have a different operating system, here is GPG’s list of software. 

Once you download and install GPG4Win (for example), you will have a local software program where you can do all your encryption, and only then paste the encrypted message into Gmail. 

Here’s what the process looks like:

You don’t necessarily need the GpgOL (for Outlook) or GpgEX, but you will need Kleopatra.

After installation, Kleopatra should open automatically. 

Create a New Key Pair if this is your first time using encryption for your email address. 

Key pair: A little bit of technical background:

This key pair consists of two distinct cryptographic keys: a public key and a private key. The public key is intended to be shared with others and is used to encrypt messages that are sent to you. The private key, on the other hand, must be kept confidential and is used to decrypt messages that are encrypted with your public key. The key pair is generated together and mathematically linked, ensuring that only the private key can decrypt messages encrypted with the corresponding public key.)

Once you’ve created your Key Pair, Kleopatra will prompt you to put in the name and email address to associate with this Key Pair. This will create an OpenPGP Certificate, which has details such as the user’s name, email address, and the public key itself. It serves as a way to verify the association between a person’s identity and their public key. 

Your recipient’s public key

One big caveat for relying on PGP/GPG and encryption keys for security, whether you’re doing it manually or through a browser extension: You do need to be 100% sure that the Key Pair and/or OpenPGP Certificate with its public key was created by the person you want to be communicating with. Your recipient should have told you their public key in person, through a different secure channel, or in any other way that leaves no doubt in your mind that this public key was not created by an impersonator claiming to be them.) 

Kleopatra gives you the option to encrypt text content for an email and also encrypt files, so you can send secure Gmail attachments.

Here’s what you get:

Copy your encrypted message (total gibberish, right?) and paste it into Gmail. 

When your intended recipient opens your email, they will see that it is encrypted. They will copy and paste the encrypted text into Kleopatra or a similar program to decrypt it and verify that it did, in fact, come from you. 

And that’s how you send an encrypted email in Gmail!

The post Gmail Encryption: Your practical guide to safeguarding emails in Gmail appeared first on WiseStamp.

What is an email blast?

How does it Work?

To send an email blast, businesses use an email marketing service provider like MailChimp or Constant Contact. These email marketing service providers allow businesses to create and send email campaigns to a large number of subscribers at once. Email marketing service providers also offer features like email templates, list management, and analytics to help businesses track their campaign’s performance.

Top email marketing software providers

1. Mailchimp: A popular email marketing platform that offers a variety of features, including email automation, landing pages, and audience management.

Learn how to create an email blast campaign with MailChimp

Mailchimp Webinars are designed to help you create engaging emails that drive brand growth and sales using Mailchimp’s flexible email marketing templates and user-friendly design. During the webinar, you will be provided with the basics of templates and the process of creating an email campaign using Mailchimp’s drag-and-drop editor. We will also educate you on how to use email campaigns in Mailchimp and share insights on email reports to help you achieve sending success. This webinar offers key takeaways and the next steps to support your email marketing goals.

2. Constant Contact: A user-friendly email marketing tool that offers templates, contact management, and email scheduling.

Watch this great webinar by constant contact and create an email marketing campaign in 15 min

This Constant Contact webinar will equip you with the knowledge to develop an impactful email campaign that renders well on all devices and encourages your subscribers to take action. You’ll discover:

• The seven key elements of email design that stimulate engagement
• An uncomplicated yet persuasive structure for composing email content
• How to save time by using a reusable master template for future emails

As expressed by a webinar attendee: “This webinar provides a great overview of the process mechanics, combined with the best practices for creating your initial email template.” Another participant remarked: “I found this webinar to be highly beneficial in providing me with valuable insights on enhancing the effectiveness of my emails.”

3. Campaign Monitor: A platform that provides email marketing automation, A/B testing, and customer segmentation.

Improve deliverability and beat the email spam folder: webinar by campaign monitor

To ensure that your emails reach the intended recipients and do not end up in the spam folder, it is important to follow up-to-date deliverability tips. Fortunately, this webinar provides reliable and data-supported information to enhance your email deliverability.

Campaign Monitor is trusted by over 250,000 businesses worldwide for effective email marketing that yields tangible business outcomes. With its simple design, personalization, and automation tools, creating and delivering visually appealing emails has never been simpler.

Case Studies: Examples of effective email blast marketing

To illustrate the effectiveness of email blast marketing, let’s take a look at some real-world examples of companies that have used this strategy to drive results.

1. Sephora: Beauty retailer Sephora sends a weekly email blast marketing message to its subscribers that include new product launches, promotions, and beauty tips. By segmenting its audience and personalizing its messages, Sephora has achieved a 40% increase in email open rates and a 20% increase in revenue.
2. J.Crew: Clothing retailer J.Crew uses email blast marketing to promote its new collections and exclusive deals. By including eye-catching images and clear calls to action, J.Crew has achieved a 19% increase in email revenue and a 14% increase in email conversion rates.
3. Airbnb: Vacation rental platform Airbnb uses email blast marketing to communicate with its hosts and guests. By segmenting its audience based on location and behavior, Airbnb has achieved a 30% increase in email open rates and a 20% increase in booking conversion rates.
4. Grammarly: Writing tool Grammarly uses email blast marketing to encourage users to upgrade to its premium service. By offering personalized recommendations and clear benefits, Grammarly has achieved a 10% increase in email conversion rates and a 5% increase in average order value.
5. Starbucks: Coffee chain Starbucks uses email blast marketing to promote its seasonal drinks and loyalty program. By including personalized offers and clear calls to action, Starbucks has achieved a 22% increase in email click-through rates and a 16% increase in app downloads.

Add a professional email signature to your email blast campaign

Are you looking to add a personal touch to your email blast campaign? Look no further than an email signature! An email signature is a great way to add a professional touch to your emails while also providing your recipients with important information about yourself or your business.

To add an email signature to your email blast campaign, simply create your signature using an email signature generator and then follow the instructions provided to add it to your email client. Most email clients, such as Gmail and Outlook, have options to add a signature to all outgoing emails, making it easy to use your custom signature in your email blast campaign.

Create an email signature

The post Email blast marketing: Learn how to effectively promote your brand appeared first on WiseStamp.

The benefits of using Gmail confidential mode

Gmail’s confidential mode has many benefits that make it a great choice for sending sensitive information.

Here are some of the key benefits:

1. Increased Security: Gmail confidential mode provides a secure way to send emails, as the email is encrypted and can only be opened by the recipient. It also allows you to send attachments securely and even set up a passcode for the recipient to access the email.
2. Easy to Use: Setting up and using the feature is very easy. All you need to do is click the “Confidential Mode” button in the compose window. From there, you can set an expiry date and passcode for the email.
3. Self-Destructing: The self-destructing feature of Gmail confidential mode means that your emails will automatically be deleted after a certain amount of time.
4. Revoke Access: The feature allows you to revoke access to the email at any time. This means that you can revoke access to the email if it has been compromised or if the recipient has not opened it after a certain amount of time.
5. Attachment Support: Gmail confidential mode also allows you to send attachments securely. This makes it perfect for sending documents, photos, videos, and other files.

How to send an email in a confidential mode

Once you’ve activated confidential mode, sending an email with it is rather easy.

Here’s how to do it in 6 simple steps:

1. Log into your Gmail account and click on the “Compose” button in the top-left corner of the window

2. Click on the “Confidential Mode” button

3. Enter the recipient’s email address

4. Enter the subject and body of the email

5. Set a passcode. Here you can also ask for an SMS verification from the recipient

6. Set an expiration date

And that’s it. Just click send! Note that if you enabled the SMS option you would also have to input a phone number.

Receiving emails

When you receive an email in Gmail confidential mode, you will be asked to enter a passcode before you can access it. This passcode will be sent to your mobile device via SMS or to a separate email address that you specify.

Once you have entered the passcode, you will be able to view the email. The passcode is valid only for a certain amount of time, after which it expires and the email will be inaccessible.

Note:

When non-Gmail users receive a Gmail Confidential Mode email it might be a bit complicated since it looks like a link for viewing a massage on their browser.

Confidential mode settings

Gmail confidential mode also allows you to manage your settings for it.

1. Log into your Gmail account.
2. Click on the “Settings” icon in the top-right corner of the window.
3. Click on “Confidential Mode” in the left sidebar.
4. Here you can manage all of your confidential mode settings such as the expiry date and passcode.

The post Gmail confidential mode appeared first on WiseStamp.

Our top 8 most secure email providers

Now that you know the benefits of using a secure email provider, let’s take a look at our handpicked, top 8 most secure email providers and services.

1. ProtonMail:

ProtonMail is one of the most popular secure email providers. It offers end-to-end encryption, two-factor authentication, and a user-friendly interface. It’s also open source, so you can be sure that your data is secure.

Pros:

• ProtonMail is designed with privacy and security as a top priority. Your messages are encrypted and can only be accessed by you and the intended recipient.
• Easy to use and has a clean, modern interface.
• ProtonMail offers a number of advanced features, such as customizable filters and labels, support for multiple languages, and the ability to schedule emails to be sent at a later time.

Cons:

• ProtonMail is not free. The service offers a number of paid plans, starting at $5 per month.
• The company is based in Switzerland, which may not be ideal for users who are concerned about data privacy laws in that country.

Pricing:

• ProtonMail offers a number of paid plans, starting at $5 per month for personal users. The pricing increases for larger numbers of users and additional features. You can find more information about ProtonMail’s pricing plans on their website.

2. Tutanota:

Tutanota is another popular secure email provider. It offers end-to-end encryption, two-factor authentication, and a user-friendly interface. It’s also open source, so your data is secure.

Pros:

• Tutanota is designed with privacy and security as a top priority. Your messages are encrypted and can only be accessed by you and the intended recipient.
• Easy to use and has a clean, modern interface.
• Offers a number of advanced features, such as customizable filters and labels, support for multiple languages, and the ability to schedule emails to be sent at a later time.
• Tutanota is free for personal use.

Cons:

• The company is based in Germany, which may not be ideal for users who are concerned about data privacy laws in that country.
• Some users may find the free version of Tutanota to be somewhat limited in terms of features and storage.

Pricing:

• Free for personal use, with a limit of 1 GB of storage and a maximum of 1,000 emails per month.
• Tutanota also offers paid plans for businesses and organizations, starting at €1 per month per user. The pricing increases for larger numbers of users and additional features. You can find more information about Tutanota’s pricing plans on their website.

3. Mailfence:

Mailfence is another secure email provider that offers end-to-end encryption, two-factor authentication, and a user-friendly interface. It also offers additional features, such as email aliases and contact lists.

Pros:

• Security features: Mailfence uses state-of-the-art security measures to protect your emails and documents.
• Privacy: Mailfence is based in Belgium, which has strong privacy laws, and the company has a strict no-logs policy.
• Custom domain support: You can use your own domain with Mailfence, which can help you look more professional.
• Works with other email clients: Mailfence can be used with email clients like Microsoft Outlook and Mozilla Thunderbird, as well as mobile apps.

Cons:

• Limited storage: The free plan only includes 500MB of storage, which may not be enough for some users.
• No anonymous sign-up: You have to provide your name and address to create an account with Mailfence.

Pricing:

• Free plan: Includes 500MB of storage, basic security features, and support for one custom domain.
• Premium plan: Costs €2.50/month and includes 5GB of storage, advanced security features, and support for multiple custom domains.

4. Hushmail:

Hushmail is a secure email provider that offers end-to-end encryption, two-factor authentication, and a user-friendly interface. It also offers additional features, such as email aliases and contact lists.

Pros:

• Security features: Hushmail uses state-of-the-art security measures to protect your emails and documents.
• Privacy: Hushmail is based in Canada, which has strong privacy laws, and the company has a strict no-logs policy.
• Custom domain support: You can use your own domain with Hushmail, which can help you look more professional.
• Works with other email clients: Can be used with email clients like Microsoft Outlook and Mozilla Thunderbird, as well as mobile apps.

Cons:

• Limited storage: The free plan only includes 25MB of storage, which may not be enough for some users.
• No anonymous sign-up: You have to provide your name and address to create an account with Hushmail.

Pricing:

• Free plan: Includes 25MB of storage, basic security features, and support for one custom domain.
• Premium plan: Starts at $49.98/year and includes 10GB of storage, advanced security features, and support for multiple custom domains.

5. Posteo:

Posteo is a secure email provider that offers end-to-end encryption, two-factor authentication, and a user-friendly interface. It also offers additional features, such as email aliases and contact lists.

Pros

• Strong privacy protections: Posteo takes a number of measures to protect the privacy of its users, including end-to-end encryption of email, storage of data in encrypted form, and the use of open-source software.
• Wide range of features: Offers a number of features that may be appealing to users, including a calendar, contacts, tasks, and the ability to create custom filters and rules for managing email.
• Sustainable business model: Posteo is a socially responsible company that offsets its carbon emissions and uses renewable energy to power its servers.

Cons

• Limited storage: email plans come with limited storage, with the basic plan offering just 2 GB of storage.
• No free plan: does not offer a free email plan, so users must pay a monthly or annual fee to use the service.
• Limited integration with third-party apps: While Posteo does offer integration with some third-party apps and services, the range of integrations is limited compared to some other email providers.

In terms of pricing, Posteo offers several email plans, including:

• Basic: €1/month (or €12/year) for 2 GB of storage and no additional features
• Standard: €2/month (or €24/year) for 5 GB of storage and additional features such as a calendar and tasks
• Professional: €4/month (or €48/year) for 10 GB of storage and additional features such as custom filters and rules

Posteo also offers a number of add-on services for an additional fee, including additional storage, a fax service, and a secure VPN.

6. CounterMail:

CounterMail is a privacy-focused email provider based in Sweden. Offering a secure email with end-to-end encryption, two-factor authentication, and a user-friendly interface. It also offers additional features, such as email aliases and contact lists.

Pros:

• Strong privacy protections: CounterMail takes a number of measures to protect the privacy of its users, including end-to-end encryption of email and the use of open-source software.
• Wide range of features: Offers a number of features that may be appealing to users, including a calendar, contacts, and the ability to create custom filters and rules for managing email.
• Sustainable business model: CounterMail is a socially responsible company that uses renewable energy to power its servers.

Cons:

• Limited storage: CounterMail’s email plans come with limited storage, with the basic plan offering just 2 GB of storage.
• No free plan: CounterMail does not offer a free email plan, so users must pay a monthly or annual fee to use the service.
• Limited integration with third-party apps: While CounterMail does offer integration with some third-party apps and services, the range of integrations is limited compared to some other email providers.

Pricing:

• Basic: $5/month for 2 GB of storage and no additional features
• Professional: $9/month for 10 GB of storage and additional features such as custom filters and rules

CounterMail also offers a number of add-on services for an additional fee, including additional storage and a secure VPN.

7. StartMail:

StartMail is a privacy-focused email provider based in the Netherlands that offers end-to-end encryption, two-factor authentication, and a user-friendly interface. It also offers additional features, such as email aliases and contact lists.

Pros:

• Strong privacy protections: StartMail takes a number of measures to protect the privacy of its users, including end-to-end encryption of email, the use of open-source software, and the ability to create disposable email addresses.
• Wide range of features: StartMail offers a number of features that may be appealing to users, including a calendar, contacts, and the ability to create custom filters and rules for managing email.
• Integration with third-party apps: StartMail offers integration with a number of third-party apps and services, including productivity tools like Asana and Trello.

Cons:

• No free plan: StartMail does not offer a free email plan, so users must pay a monthly or annual fee to use the service.
• Limited storage: StartMail’s email plans come with limited storage, with the basic plan offering just 5 GB of storage.
• Higher price compared to some other email providers.

Pricing:

The plan costs $49.95/year and includes:

• 5 GB of storage
• Calendar and contacts
• Custom filters and rules
• Disposable email addresses
• Integration with third-party apps

StartMail also offers a number of add-on services for an additional fee, including additional storage and a secure VPN.

8. Mailbox.org:

Mailbox.org is a privacy-focused email provider based in Germany that offers end-to-end encryption, two-factor authentication, and a user-friendly interface. It also offers additional features, such as email aliases and contact lists.

Pros:

• Strong privacy protections: Mailbox.org takes a number of measures to protect the privacy of its users, including end-to-end encryption of email, the use of open-source software, and the ability to create disposable email addresses.
• Wide range of features: Mailbox.org offers a number of features that may be appealing to users, including a calendar, contacts, tasks, and the ability to create custom filters and rules for managing email.
• Integration with third-party apps: Mailbox.org offers integration with a number of third-party apps and services, including productivity tools like Asana and Trello.
• Free trial: Mailbox.org offers a free trial of its email service, allowing users to test out the features and decide if it’s the right fit for them.

Cons:

• Limited storage: Mailbox.org’s email plans come with limited storage, with the basic plan offering just 1 GB of storage.
• No free plan: After the free trial period, users must pay a monthly or annual fee to use Mailbox.org’s email service.
• Higher price compared to some other email providers: Mailbox.org’s pricing is on the higher end compared to some other email providers, with the basic plan starting at €1/month (or €12/year).

Pricing:

• Basic: €1/month (or €12/year) for 1 GB of storage and no additional features
• Standard: €3/month (or €36/year) for 5 GB of storage and additional features such as a calendar and tasks
• Professional: €5/month (or €60/year) for 10 GB of storage and additional features such as custom filters and rules

Mailbox.org also offers a number of add-on services for an additional fee, including additional storage, a fax service, and a secure VPN.

How to choose the right secure email service for your company

Now that you know the top 8 most secure email providers and services, it’s time to choose the right one for you. When choosing a secure email provider, you should consider the following factors:

1. Security: The most important factor to consider is security. Make sure the provider offers end-to-end encryption and two-factor authentication.
2. Price: Price is also an important factor. Most secure email providers offer plans that range from free to paid. Choose a plan that fits your budget.
3. Features: Consider the features offered by the provider. Does it offer email aliases, contact lists, or other features that might be useful to you?
4. User Interface: The user interface is also important. Make sure the provider offers a user-friendly interface that’s easy to navigate.

How to protect yourself from email scams & spoofs

Email scams and spoofs are becoming more and more common. To protect yourself, here are a few tips to keep in mind:

1. Verify the Sender: Make sure to verify the sender of an email before opening it. Look for spelling mistakes or unusual formatting, as these may indicate a scam.
2. Avoid Clicking Links: Don’t click on any links in emails, as they may contain malicious software.
3. Don’t Download Attachments: Don’t download any attachments from emails, as they may contain malicious software.
4. Don’t Reply to Suspicious Emails: If you receive a suspicious email, don’t reply to it. Delete it immediately.
5. Report Suspicious Emails: If you receive a suspicious email, make sure to report it to your email provider.

Create a secure email signature using WiseStamp free generator

The post Best secure email providers: pros, cons & pricing appeared first on WiseStamp.

• Click “Filter messages like these.”
• Make sure to double-check the criteria. 
• Click “Create filter.”
•  Again, choose the behavior that you want to apply to the rule (Mark as read, Delete, Archive, etc.)
• Click “Create filter.”

That’s it! Now you know how to create Gmail email filters from scratch and from existing emails. That wasn’t so bad, was it?

Watch this great Gmail Rules tutorial by Google-workspace

Video by Googleworkspace

To Conclude

Gmail understands how integral email has become in our day-to-day communication, which is why they are constantly rolling out new features to try and make our lives easier. Often all we need to do is take some time to learn to use what is already under our noses! 

The post How to set up Gmail Rules: A step-by-step guide appeared first on WiseStamp.