In a three-part series, Call that Girl’s Lisa Hendrickson offers tips to help you get the most out of Outlook and Exchange.

In part two of a three-part series, Hendrickson provides steps on everything from syncing data to managing your inbox and more.

Hendrickson, a longtime AppRiver partner, is the owner of Call That Girl Technology Support. She is an Outlook expert, an Office 365 consultant, and the creator a 4-hour Outlook for Technicians training course



Tip No. 6:  Stop using free online apps to sync contacts and calendar

  • Example: iCloud,
  • Using free synching software can cause data corruption or even worse, data loss. Their support is usually not up to date on how to find lost data and this can cause you many hours of downtime and frustration.
  • Use Exchange for syncing your calendars and contacts versus iCloud or free third-party apps.
  • Sync your contacts from Practice Panther using Exchange.

Tip No. 7: Train your team

  • Outlook is probably your main business application and having a well-trained staff increases productivity.
  • Provide new hires with Outlook training.

Tip No. 8: Lack of email responses, call to action, missing emails

  • Learn how to manage your inbox, manage, delegate and move to folders
  • Many people with inbox clutter never know when a day starts or ends. A sign of an unmanaged inbox is more than 100 emails in the inbox. If you have 500 in your inbox then you should consider inbox management training. If you have more than 1,000, then consider hiring someone to help you with getting this to a manageable level.
  • If you often hear, “Did you get my email?” Or have questions from others about your lack of responding to email, you might have an inbox management issue.
  • Inboxes with a lot of email and sent items tend to break more often in Outlook because of the overload.

Tip No. 9: Junk mail and spam

  • Be sure to check your junk and spam folders daily.
  • Sometimes important emails end up in here – potential new clients, work in progress, people don’t intend to write an email with a subject line that gets in the spam filter.

Tip No. 10: Rules for organizing email

  • Use rules for email that you need automatically sorted to a folder.
  • There is a limit of 50, some people can go over without issue. However, it is possible that you might come across an issue and rules will get corrupted. Learn how to use junk filters and rule management to adhere to the under 50-rule limit.
  • Rules emails don’t hit your inbox on your smartphone.

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