What You Didn’t Know About Microsoft Outlook
For most of us, Microsoft Outlook is not our thing. I am damn sure most of you haven’t even set up Microsoft Outlook, let alone work on it. The main reason could be that you don’t know the uses of Microsoft Outlook. You know what Microsoft Word, Microsoft Excel and Microsoft Power point does, so you use them. But when it comes to Microsoft Outlook, you are clueless.
So…….What It Does?
If you do use Microsoft Outlook, you will know that there is an option to assign rules to every email you send or receive. Each rule can be set to move any email, whether it is from a person or particular texts in the subject or the body to particular folders automatically. Every time you sent or receive emails, the rules come into action and handles each email accordingly.
What You Didn’t Know
In this workshop you will learn to start an application via email using Microsoft Outlook. Keep in mind that if you want to start an application using Microsoft Outlook you have to pre-configure the application that needs to be started.
You should set up Microsoft Outlook to receive emails using POP or IMAP settings. Register yourself with a new Gmail account (it’s not mandatory but it is recommended) and configure the POP servers for the email in Outlook.
Once you configured Microsoft Outlook using your new Gmail account, follow these steps:-
- Click on “Tools » Rules and Alerts”. Then click “New Rule” button in the window that pops up. A “Rules Wizard” window will pop up.
Here, you need to set the first condition – the Template. There are three templates here, two of them are pre-designed and one has to set up manually.
- Now, select “Check messages when they arrive” from the section “Start from a blank rule” and click “Next.
In the next window, you will find a lot of check boxes with different conditions for the rule.
- Select “Through specified account” and “With specific words in the subject”. By checking this you are making sure that the email has to come in a specified account and with specific words in the subject. You can choose more options if you want.
After checking the boxes, you will find the bottom window filling up with lines according to your selection.
Each line will have underlined words in blue, which you have to specify the function for it.
- After specifying the function, click “Next”. In this window, you need to specify what outlook should do once the email is received. You can choose to let outlook send, move or delete the email to folders or play a sound, start application and much more.
- We have decided to start an application. Check “Start Application” and choose the application you want to run. You have to select the application that ends with “.exe”.
- Select the application and then click “Next”, another window will come up. No need check anything in this window, just click on “Finish”.
One thing you need to do after all these steps is to decrease the time to send or receive emails automatically. Outlook is set to receive or send emails automatically after every 30 minutes. You have to decrease the time to around 1-5 minutes.
To do that, click “Tools » Send/Receive » Send/Receive Settings » Define Send/Receive Groups”.
So what you are waiting for…………………