Outlook Best Practices for your employees

In course of the last two decades Outlook has

cemented its place as the predominant email client across offices. Now if you are using Outlook in your office you would be aware that the application has lot of advantages and a few drawbacks. It is ideal for you to layout certain best practiced for your emails while working on the Outlook email client. Let’s look at some of them

Using Templates in Outlook

At the very outset a company would like certain information like a standard disclaimer and company brand colors to be carried in every email it sends. For achieve such standardization, you can create a template in Outlook and share the same with all your employees.

Encouraging employees to check email IDs before sending

When you start typing an email ID in Outlook, it immediately pulls them out from the Address book and completes them. However this can lead to inadvertent errors where a different individual ends getting an email which was not meant for him. So before your employees send out an email, you should encourage them to recheck the email IDs they have included in the emails.

Avoiding viruses and phishing attacks

With malicious emails routinely making their way into our mailboxes, you should clearly communicate with your employees that they need to avoid opening attachments or links in emails from unknown sources. Moreover they should always enable email protection in their antivirus settings in order to avoid viruses from making their way into the system through the Outlook mailbox.

Working with Junk Settings

In an office environment, numerous email exchanges occur and sometimes Outlook can place emails from your colleagues into the junk folder. In order to avoid such scenarios you can ask your employees to add important official IDs including those from HR and management into the Safe Sender’s list in Outlook.

Again it is also ideal for you to suggest to your employees to set the Junk filter option to High, so that most spam emails are steered cleared off the inbox.  They may also consider restricting certain emails based on their encoding format.

Backing up your Outlook data locally

Even if the email data is being stored in the Exchange server you should exchange your employees to back their emails on to their local disks by using the Import Export tab in Outlook. This allow them always access their emails even if the server gets compromised.

Ensuring the accessibility of PST files in your system

Even though you may be using the Outlook application in an Exchange environment, you can keep local copies of the data in form of PST files. However if you are not on an exchange server, it becomes critical to maintain the accessibility of PST files at all times. Imagine a situation where an Outlook crash prevents you from reading your emails. To avoid such a scenario, an outlook repair like DataNumen Outlook Repair would prove useful. Besides extracting your compromised emails, this proficient application can restore all your data including journals and notes in quick time.

Author Introduction:

Alan Chen is President & Chairman of DataNumen, Inc., which is the world leader in data recovery technologies, including sql recovery and outlook repair software products. For more information visit http://www.datanumen.com/