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Technology Training

Link Gmail and Outlook in Windows 10 Mail App

Like most people you probably have more than one email account. You can’t get away without having a personal email address and you likely have to manage one for work as well. All this and you also have to manage each of these accounts across your desktop, laptop and probably a handful of mobile devices.

Confusing right? Luckily, there are things you can do to remove some of the noise such as linking your accounts. For the purpose of this video, we are going to assume that you have a personal Gmail account and an Office 365 account using Outlook for your work email. Just to add one more layer of confusion, let’s say you want to link all of these accounts in the mail application on your Windows 10 desktop computer.

In this video, we will show you how to add accounts to the Window 10 mail app, as well as linking the Gmail and Outlook so that you can access them from the same application.

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Technology Training

Get Started With Microsoft Outlook 2016

Are you looking for a quick way to get up to speed with Outlook 2016? Most companies will be upgrading to Microsoft Office 2016 in the near future and Outlook is part of that migration. As a result, a lot of people will have to get used to the minor user interface changes that come along with each new upgrade. Luckily, Microsoft has been working hard to ensure that their products get easier to use as they come out with new versions. We have put together a series of training videos on Outlook 2016 that will show you how to use the most common functions.

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Technology Training

Microsoft Outlook 2016 Out of Office Auto Reply

Are you going on vacation? Don’t forget to set your “Out of Office” auto email reply in Microsoft Office 2016. In this video, we will show you how to set up and schedule an automated reply so that you don’t have to worry about emails going unanswered while you are away.

If you are worried that you might miss something important, the best practice is to put the name and contact information for someone in your company that can be available to respond if your customers need help. If necessary, you can even set your emails to forward to a colleague while you are away. Now you are ready to go on vacation! The only thing to remember now is that you need to turn off your auto reply when you return.

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Technology Training

Microsoft Outlook 2016 Task and ToDo Lists

One feature that frequently goes overlooked in Microsoft Outlook 2016 is the task feature. If you need a to-do list or a task list, you are probably more likely to find a third party tool rather than using the one that is built into Outlook. This feature works well, but is little known even among people who use Outlook frequently.

Since the task feature is integrated into a platform that manages email, contacts, and calendaring, it makes your to-do list flow seamlessly into the rest of your work life. Features such as the ability to assign a to-do to someone in your contacts using an email is just one example of how three of the different features in Outlook can work together.

In this video, we will show you how to set up new tasks and walk you through all of the features such as scheduling, reminders and automatically recurring tasks. Outlook will even allow you to categorize your task lists so that you can separate tasks in any way you like. As simple as this tool is, it is extremely useful and can help you maximize your day when you are wondering what you need to do next.

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Technology Training

Microsoft Outlook 2016 – How to create an email signature

Everyone needs an automatic signature in their email. Setting one up is a simple process if you follow the steps in this how-to video. Generally, an email signature is made up of your name, job title, company name, phone number(s), extension, website, and reply email address.

The important thing to consider is how much information you should give out. Do you need to give away all of your information? If so, will everyone receive the same signature from you? You may want some people to receive all of your contact information, but you may want others to receive only your name.

For this reason, you may want to set up multiple email signatures. For example, if you are reaching out to a potential client and you want them to have all of your contact information, you can have a signature for that purpose. On the other hand, if you are replying to a sales person that is offering something that you don’t want, you can reply with a signature that just includes your name. There is no reason to offer your cell phone number to someone who is going to try to contact you to offer something that you don’t need.

This is an easy thing to overlook. In a business environment where you are already busy, you don’t need to sort through additional emails and phone calls. Take these steps now so that you can limit the amount of noise in your life and become more productive.

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Technology Training

Import and Export Contacts in Outlook 2016

If you use Outlook for work, at some point you may need to import and export contacts from your account. Though it may seem complicated, it is actually an easy process if you use the tricks we lay out in this video.

Have you ever tried to import something into Outlook, only to have your file rejected, or your data imported incorrectly?  If you are trying to import contacts into Outlook from a file that isn’t using the same data fields that Outlook needs, you will get bogged down trying to make sure that your data is mapped correctly. If for example, your ‘first name’ data gets mapped to the ‘last name’ data field, your data will flow into Outlook incorrectly.

Before you import anything into Outlook, you will need to know what Outlook wants. Outlook considers a lot of data fields during the import process, and it can be difficult to determine which fields are necessary, or how to get them in the right format. For this reason, it is easier and more reliable to import data into Outlook using the spreadsheet it gives you.

To fix this problem, start by exporting a CSV file out of Outlook. This will give you a spreadsheet template with all of the fields that Outlook requires. Once you have exported a CSV file, you can begin entering the data you have regarding your contacts. If you carefully input your data into the correct fields, you will have a complete data set that is ready to be imported back into Outlook.

Importing is the same process as exporting. You will need to select the updated CSV file from your computer. Outlook will want to verify that the data fields match up, and this won’t be a problem since you are now using Outlook’s template. Now, you should be ready to start importing your contacts into Outlook.

If you follow these steps, you will soon be a master at importing and exporting contacts in Outlook!

To shortcut the export process, you can use this Excel Contacts Template that has all of the data fields that Outlook requires for contact import.

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Training

How to get Gmail to work with Outlook 2016

Are you using both Outlook and Gmail? Maybe you want to separate your work life from your personal life. You may also want to access both accounts from one dashboard. This is possible but you need to get Gmail to play nice with Outlook and vice versa.

Gmail considers Outlook to be an insecure application, meaning that Gmail will not export mail to Outlook unless you give it express permission. This will require you to go into your Gmail settings and give permission to “allow less secure apps”. By doing this, you are telling Google that it is okay to export mail to another application that it deems less secure than Gmail.

Once you have this feature turned on, you can access your Outlook account and add in Gmail. After completing these steps you will be able to see your mail from your Gmail account in your Outlook dashboard. You can also choose to see these two mailboxes separately or together if you have a preference. For detailed instructions on how to make these mail application work together, watch our how-to video.