Why we recommend Microsoft Outlook for your business emails?

Why we recommend Microsoft Outlook for your business emails

Do you have a business email address? If so, your company likely uses Microsoft Outlook as their default program for managing emails. For those of us who are not familiar with the program, this can be a daunting task. This blog post will outline some major features of Outlook and how to use them effectively to boost your productivity and efficiency at work.

Email is one of the most important tools for business communication. A recent study showed that email is used by over 90% of professionals, and this number will only continue to grow in the coming years. However, not all email clients are created equal, and Microsoft Outlook makes it easy for users to manage their incoming mail with features like powerful search functionality and built-in calendar reminders.

If you are looking for a reliable, user-friendly email program to use at your business, Microsoft Outlook is a perfect choice and our only recommendation. In this blog post, we will talk about some of the reasons why choosing Microsoft Outlook as your primary email program could be beneficial to your company and employees.

In addition to being easy to use, Microsoft Outlook offers many other features that would make it a good choice for any small business owner or manager including automatic scheduling of meetings based on free times in everyone’s calendars; tracking who has read an email and when they did so; being able to schedule tasks from within emails without having multiple tabs open; and many more. Choosing such a powerful tool as Outlook can help make running your company much easier!

Microsoft Outlook is a great tool for managing your inbox—it has features galore from calendar sharing to task management. In this post, we’ll talk about how you can use Outlook more effectively to successfully manage your emails and increase productivity. The latest edition of Microsoft Outlook provides a wide range of features that allow you to easily share files with your business partners, collaborate on projects, stay on top of the news from your industry and monitor your employees. In addition to these new opportunities opening up with each version upgrade, some useful options were available as far back as 1997!

Features galore

The first step is making sure you’re taking advantage of all the features that are already built into Outlook, such as To-Do Lists or Task Scheduling where you can schedule follow-ups without having to remember when they need to happen. You can also create rules for which messages get sent directly to certain folders based on sender, subject line, or other criteria like date received.

Advanced search options

When it comes to scheduling meetings and other events, you might find that setting everything manually takes too much time. That’s where Advanced Find can help you save a lot of time while making sure that everyone involved in the project gets timely notifications about what’s going on. With Advanced Find, you highlight a group of email messages using specific criteria and then create a group for them, and all future messages that match the same criteria get added to it automatically.

When you’re dealing with a lot of email messages, it can be hard to find the one you’re looking for. That’s where Outlook’s Advanced Find feature comes in handy. It allows you to search for emails based on a wide range of criteria, including sender, recipient, subject line, and message body.

Project collaboration

Using Microsoft Outlook, you can create a shared calendar view where everyone involved in a given project could write down all the deadlines, meetings, and other events related to it. Outlook also offers a Group Chat feature that allows you to communicate with everyone involved in the project in real-time, without having to leave your email client.

Task management

Outlook’s Tasks feature can be extremely helpful for managing your day-to-day tasks. You can create new tasks, set due dates and reminders, and even add files or notes to them. You can also assign tasks to other people, which is great for collaborative work.

Email templates

If you often send the same types of messages, Outlook’s email templates can save you a lot of time. You can create templates for both personal and business emails, and Outlook will automatically populate them with the correct information when you send them.

Integration with other Microsoft applications

Outlook integrates with several other Microsoft applications, including Word, Excel, and PowerPoint. This allows you to easily create or edit documents and presentations right from within Outlook. You can also access your OneDrive files directly from Outlook, which makes files stored in the cloud much easier.

Vast calendar options

Outlook’s calendar is just as robust as Excel, and it makes keeping track of your schedule easy. In addition to viewing your appointments for a day, week, month, or year, you can also view multiple calendars at once. This allows you to keep track of the schedules of your family members or other co-workers with ease.

Email tracking

If someone opens an email that you send them but doesn’t respond right away, Outlook will let you know when they’re reading your message. You’ll be able to tell whether or not they’ve read it and for how long they were looking at your emails without having to wait around for a from them!

Send messages from other emails quickly and easily

It’ll be very easy for you to find contacts or information in discussion threads when you have multiple messages from one sender saved together. Outlook will automatically group related messages so you don’t have to go digging through an entire conversation trying to find what someone said about something specific.

Filter important messages right away

With this program, you can mark certain emails as important and view them right away so you don’t forget about them. This is a great feature if you need to keep track of certain things or if you’re waiting on a response from someone.

Add an appointment or task with just one click

If you need to add an appointment or task, Outlook makes it incredibly easy to do without having to go through a lot of steps. You can also attach files or links to appointments and tasks, making them even more useful.

Sync your messages across devices

If you need to access your messages from different devices, Outlook makes it very easy to do so. You can sync your messages across devices so that you never lose an important email again.

Use templates for frequently sent messages

If you send the same types of messages often, Outlook has templates that you can use to make sending them a breeze. You can also save your custom templates for future use.

Get email notifications for specific events

Outlook can notify you via email when specific events occur. This is a great way to stay on top of things without having to constantly check your email.

Filter your emails by importance

Outlook lets you filter your emails by importance so that you can focus on the most important messages first. This is a great way to quickly get through your email inbox and ensure that you don’t miss anything important.

Organized inbox

Outlook is a familiar interface, which means you’ll find it easy to use—and be more inclined to use the program. Outlook’s Inbox displays messages in an easily digestible format with less clutter than other email programs. It also floats on top of all your other open windows so that it’s always handy when you need it. You can quickly search for specific messages and you even have access to some commands right from the ribbon menu at the top so there’s no hunting around for hidden settings.


One thing many businesses rely on Outlook for is sharing calendars while still being able to access them through their accounts. This way, multiple people can log in to one account while viewing appointments or events for everyone else in the group. This is great for businesses that need to coordinate meetings and other events together but doesn’t necessarily need all of their employees in the same room at the same time (or who don’t want them there).

All of these features can be great solutions for keeping regular track of things, but if you’re looking to set up an automated process to take over some of the workflow management in your business, Outlook has you covered there also. You can easily share calendars with different teams within your organization so everyone is on the same page when it comes to next week’s sales meeting or conference call.

You can also use VBA (Visual Basic for Applications) in Microsoft Outlook to create an intuitive calendar view that would look great on your website and allow visitors to check out the agenda at their convenience while still keeping all the relevant info private. If you want to get technical, you can even add a custom calendar event or reminder using VBA code. You just need to place the cursor where you’d like this new item/event/reminder to be placed and then launch WebiCal, which is a web interface for Outlook calendars. Once you’re done making changes through WebiCal, they’ll be accessible right away by everyone who uses Outlook.

Email management

Of course, one of Outlook’s greatest features has always been its powerful email management tools. It allows you to send messages with many different formatting options, add signature files and scripts, attach any file you like (no more .zip files), and set up email rules to make sure messages come when you need them to. If your business needs collaboration or document sharing it can certainly help improve things considerably.

These are just some of the many reasons why we recommend Outlook for your business emails.

If you would like to setup Outlook for your personal or business emails, our small business IT experts are just a phone call away!

I am a computer engineer holding a bachelor's degree in Computer Science, complemented by a Master's in Business Administration from University of Strathclyde, Scotland. I currently work as a Senior IT Consultant in Melbourne, Australia. With over 15 years of...