We are thrilled to announce we have teamed up with GO1 to help distribute Intellezy content globally. GO1 is an established leader in online learning and education, covering areas such as South Africa, Vietnam, Malaysia and The United Kingdom. Intellezy is an award-winning content provider delivering relevant content on Microsoft Office, Office 365, Adobe IT and Business Skills needs.
GO1 is your one-stop training solutions and eLearning resource. Giving the users the ability to curate content combined with choosing from an ongoing growing library of courses, GO1 has you covered.
Click here to learn more about how GO1 and Intellezy can benefit your organization!
by Pam Conway, CLO and VP of Operations @ Intellezy
Recently, while working in my home office, my cat, Edgar, hopped up on my desk and promptly parked himself on my keyboard. Before I could dislodge him, his furry behind managed to delete a huge swath of messages in my Outlook Inbox. These weren’t all new messages, I quickly realized. Many were a few weeks old, left in my inbox as reminders to follow up. When I hurried over to my Deleted Items folder and remembered that it lists all messages in the order they were received, not the order in which they were deleted, I understood the magnitude of Edgar’s actions. I would need to recall the exact subject lines of each message deleted and then scroll through the deleted items folder in the hopes of finding them further back in the chronology. The problem? I couldn’t recall the specifics of a single message, only that I was missing at least a dozen or more.
What to do?! Well, luckily, I remembered my ability to customize the field headings in any folder and I was able to add a column that allowed me to sort the contents of my deleted items folder by when it was modified, which equated to the date it was deleted. Here’s how I did it:
1. In the deleted items folder, click the View tab and then click View Settings.
2. Next, click the Columns button.
3. Click the dropdown arrow for the Select available columns from list.
4. Select Date/Time fields.
5. Select Modified from the list and then click the Add button. The Modified column heading will be added to the list of column headings on the left. It will appear in the last position, which equates to the far right of the list of columns in the folder.
6. Use the Move Up button if you want the Modified column to appear in a different location.
7. Click OK in each of the two dialog boxes to return to the deleted items folder.
8. You will now see a Modified column header. Click the header to sort by this field. All recently deleted messages will now appear at the top of your deleted items!
Writing emails is something we all do daily. However, the proper etiquette of an email can easily be taken for granted. Personally, I write numerous business emails every day, and so I thought it would be nice to refresh my memory on the how to’s of writing an email. So, I grabbed my sandwich, sat at my desk, and took 20 minutes to watch Intellezy’s new Email Etiquette course. Here is what I learned:
Always add attachments to emails first. Yep, nothing more embarrassing than getting that email back saying “Thanks, Pam but I think you forgot to attach the document?” Doh!
Compose your message first, then add recipients. Brilliant! Been there done that. Who hasn’t sent the unfinished email and then scrambled to recall or attempted to finish the unfinished product? If the recipient field isn’t populated, then your message won’t be sent.
When writing mass emails utilize BCC. As much as I enjoy seeing the new intern’s color drain from his face because he just made a snide remark to an HR email blast and accidentally hit “reply all”, I agree this is probably is the safer way to go.
Avoid humor and irony. I struggle with this, because I am sarcastic at heart. But if they can’t see my face or they don’t know me, I can see where words can be taken the wrong way. And there’s nothing worse or unprofessional than adding LOL! or emojis in a business email to try to get your humor across.
Try to answer emails 24-48hours. AMEN! Nothing irritates me more when I have to follow up and sound like a nag to an earlier email I sent 48 hours ago! I nag my husband and kids enough, I don’t need to nag my coworkers as well.
Exercise caution when forwarding emails. Ouch, this one hurts. Back in my newly employed days, I forwarded emails with sensitive information in it and paid for it. Always look over the full forward chain before forwarding.
Did you find these hints helpful? Or know someone that could use some training? Summer is the time of interns and new hires, so take our email etiquette course for a spin to get your new employees trained on proper email etiquette.
Going on vacation but forgot to set your Out of Office message before you left?
No worries. You can do it from any device with an Internet connection using the Outlook Web App in Office 365. Simply log in to Office 365 and click the gear icon in the upper-right corner. Type in Automatic and you’ll see Automatic Replies appear at the top of the list. Click on it.
Choose the “Send automatic replies” option and type your message. You have some other cool options there that you can select, like choosing the exact time to begin and end your automatic reply or declining meetings automatically during this period. Click OK at the top when finished.