With business communications accounting for over 100 billion of all emails sent and received per day, it is safe to say that email remains the dominant form of communication in the business space. Most of us know how to send emails, be it Microsoft Outlook or Google’s Gmail, but how well do we really know our email programs beyond the fundamentals? Many of us don’t utilize the additional features offered by our email programswhich means we arepotentially complicating our work lives by not optimizing our communication processes. Here we list essential steps to ensure your workplace is fully utilizing your email system to its full potential.
- Using Folders:
Yes those little yellow tabs on the left-hand side are useful, yet many of us let our inboxes completely fill up leaving us bogged down in a mass of information which could easily have been organized by subject, sender or importance level to name but a few. With most programs, a simple drag and drop is all you need to do to get on your way to having a much more controlled and productive email relationship – you can also set rules to automatically sort incoming mail if you prefer.
- Sharing Large Files:
We’ve all encountered that moment when our email gets stuck in the outbox refusing to leave due to the huge file which is attached.Should you simply print the file and manually share it? No, not exactly.This problem is often solved by utilising an online file sharing website like We Transfer where you upload your large file and then send it to your contact who will then receive a download link via email. Of course, for the less patient, there are also options like Mimecast Business Email that works with Microsoft Office 365 enabling you to send your large file automatically from Outlook without having to take the time to upload and then download in an unsecured manner.
The time will come when we are required to clean up our email inbox and folders because they are taking up too much space and slowing down our system. This can be a difficult situation as many of us may need certain files as reference in the future, but not on a day-to-day basis. Cloud archiving is the best solution to this problem, allowing you to clean up but not delete anything of importance. Cloud servers are also cost-effective as the provider is responsible for maintenance.
- The best email program for your business
These steps should help you to tackle the essentials of maximizing your email usage,but first you will need to determine the best email program for your business. With so many options at your disposal,you may be wondering what the pros and cons are of each one. Some email programs offer the ability to take each step listed above, while others may not have all of these functions. Researching which program is best for you can be challenging but this article from PC Advisor may help you along your way.