Outlook: The Supernatural Inside Your Computer

If we were asked to name a single quality that one should always strive
to improve for the sake of success in the small business world, we
would, without hesitation, say: interpersonal communication. And when,
after that, we would be to pick one piece of software that would propel
one's communication ability the most, we would quickly and surely
respond: "MS Outlook."

If reading a software review makes you feel uneasy, do not fret: We
would not be recommending a particular program if we were not sure of
our choice. Just consider this: Nick and I counted how many separate
programs come together under one roof in Outlook, and found seven
disparate sets of functions comprising just the basic foundation of
Outlook. That's seven programs that would otherwise be scattered around
your computer and not connected into one secret communication weapon.

Let's review the basic functionality sets in Outlook and their meaning
to professionals today, so that next time, we can reveal some best-kept
secrets about using the entire program.


1. E-mail
E-mail is the most widely used feature in Outlook. It is a powerful,
time-saving tool because it lets you combine any number of e-mail
accounts under the same roof and then automatically check all of them
at regular intervals. Also, there are the great, convenient options of
organizing and then searching your e-mails in folders. A built-in junk
mail filter further supplements itself by the option of mail filters
created by you.

2. Contacts
It's always a good idea to keep all your contacts in one place. It also
helps when that place is connected to your e-mail. Do take the time to
assign categories and record as much information as you can for each of
your contacts. This way, you can customize your mass e-mail campaigns
to increase the chances of reaching your audience. Also, if you have a
Blackberry, you can synchronize your phone's contacts with your
Outlook's. That way, if you ever drop your phone into a swimming pool,
your contacts will be backed up in a dry place.

3. Calendar
How many calendars should a busy professional keep? "At least two,"
says Nick, and he's got a point: one for business and another for all
things personal. Outlook lets you do that. In fact, it lets you have as
many calendars as you want (though we think that having more than four
calendars is inefficient and most likely unnecessary.)

4. Tasks
All of us are busy, and many of us are practically drowning in errands.
The truth of the modern lifestyle requires us to keep our numerous
errands organized for the sake of surviving as professionals. However,
not all of us have personal secretaries to do the time organization for
us, and keeping up with one's to-do list by hand is not reliable nor
professional-looking. Therefore, we suggest using an electronic to-do
list, which allows for keeping tasks in one place, and assigning
priorities and deadlines (With reminders!) to them. Plus, with Outlook,
you can do all that while checking your e-mail. Saves time.

5. Notes
How many sticky notes do have on your desk? If that's more than one,
it's time for you to get used to using the Notes feature in Outlook.
Since 97.8% of notes are taken near a computer desk, the convenience of
them does not go away, and your desk will all of a sudden look more
appetizing without any yellow stickers on it (which will also reflect
on your attractiveness to investors and clients.)

6. Journals
Fairly few Outlook users ever get around to using Journals, for reasons
unknown. While I personally prefer the good old Word for any extensive
writing, the Journals functionality here is good for transcribing any
activity related to other realms of Outlooks. These Journals can be
especially useful in tandem with Calls (see next.)

7. Calls
Those of us who make a fairly large amount of business calls (you know
who you are) may sometimes stumble upon the need to record the details
of individual calls. If the number of people you phone in one day leads
you to forget certain details about individual talks, e.g. quotes that
you gave or discounts that you promised, may we suggest using the Calls
feature in Outlook. You can connect your computer to a land phone, and
Outlook will log all your calls automatically. Additionally, you may
note anything you want about your conversations in Journals that
connect to your call logs. That's the sort of a trick that we at NVSBS
would call "convenience."

Now we have shown you the scope of the program at stake. Of course, we
did not go into details or any of the more advanced features in it.
Unfortunately, this program's functionality is often too great for one
person to conquer by themselves. So, if you have seen what we mean by
calling Outlook the single most important tool for a successful
professional life, don't rush to the bookstore for a copy of the
fullest Outlook Bible. What we recommend is finding a local group or a
tutor who can accelerate your learning process so that you can reap the
benefits of Outlook sooner.

NVS Business Solutions offers training for Outlook users. And, there is always the option of reading our blog. We promise that there are more exciting lessons to come. Tune in next week for an article about the best-kept secrets of MS Outlook, and don't forget to comment and subscribe.