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Proper Microsoft Outlook Use & Tips

by Jun 23, 2015Mac, Microsoft Office, software, Technology, Windows

General Outlook Use Tips:


  1. Backup

Backing up your files is necessary to prevent a loss of content. With a free backup up add-in supplied by Microsoft, Outlook makes it simple to easily make copies of your .pst files. Backing up your settings can also be important. This type of back up can be set up as automatic.

  1. Always shut down Outlook before turning off your computer

Without shutting Outlook down manually your computer will automatically exit the application. Being a database file, Outlook can take some time to properly shut down. With out the proper exiting of the software, Outlook can potentially lose data and corrupt files.

  1. Disable virus scanner integration

While it may appear to be a smart decision to have your virus scanner integrated into Outlook, this is not always the case. Outlook already has its own on access scanner that is used for every transaction. Having your own virus scanner integration can lead to issues with sending, receiving and displaying emails. This does not mean to disable the virus scanner that is currently on your computer. Keep in mind to have your virus scanner running at all times other than on Outlook.

  1. Disable unused add-ins

Some installed applications you may have will interact with Outlook. For example, ITunes adds an extension onto your Outlook software. Disabling unused add-ins will lead to smoother operations and a reduced risk for slow performance.

Proper Outlook Calendar Use:


  1. Forwarding meeting requests

– When using Outlook 2007, you should not forward meeting requests. This can lead to lost or mismatched meetings.

– If you are using Outlook 2010 or later, you can forward meeting requests to any person that is using Outlook 2010 or newer.

  1. End dates and limiting the number of occurrences for meetings

You should always set an end date for your meetings that have multiple regular occurrences. You should also always limit the number of recurring specific occurrences. We recommend this because overtime you are going to make specific changes to the meetings that your are having (adding/ removing people, location/ time changes, etc.).

  1. Only one person should manage a calendar at a time

Having more than one person manage a calendar after it has been made can lead to multiple issues with outlook. One person should be delegated to manage this after the calendar has been set up.

  1. Do not manage your calendar from a mobile device

Managing your calendar from your mobile device can lead to issues such as corrupted and disappearing meetings. You should only use your mobile device to view your calendar.

  1. When scheduling and responding to meetings:

– Set an end date on recurring meetings you organize

Don’t cancel recurring meetings

– Send meeting requests to individuals instead of distribution groups or mailing lists whenever possible

– Always send updates when you change a meeting you have organized.

Don’t drag and drop recurring meetings on your calendar when you need to reschedule them

– Respond to all meeting requests and send your response

Don’t respond to meeting requests from within your calendar

Don’t forward meetings to other attendees


Remember to:

  1. Keep Outlook up to date
  2. Limit your rules on Outlook to about 40
  3. Do not edit your attachments from within Outlook
  4. Limit the number of messages in your inbox!


PTSI Editorial Team

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