Outlook – Email Guidelines
1. Accessing Outlook
- Open Outlook desktop app or go to: https://outlook.office.com
- Sign in using your company email and password.
- Complete MFA if required.
2. Composing Emails
- Click New Email to start writing.
- Use a clear subject line that reflects the purpose.
- Keep messages concise and professional.
- Use “Reply All” only when necessary.
- Attach files using the Attach option.
3. Email Etiquette
- Always greet the recipient professionally.
- Avoid long paragraphs, use bullet points when possible.
- Check tone before sending, especially for sensitive topics.
- Avoid sending emails when angry; wait and re-read.
- Use CC for keeping people informed; BCC for large lists.
4. Managing Inbox
- Use folders and categories to organize emails.
- Archive or delete old messages regularly.
- Flag important emails for follow-up.
- Mark spam/phishing emails and do not open suspicious links.
5. Signature Usage
- Use the official company email signature.
- Include name, designation, contact number, and company details.
- Avoid unnecessary quotes, images, or emojis in professional signature.
6. Calendar & Scheduling
- Use Calendar to schedule meetings.
- Check availability of participants using Scheduling Assistant.
- Add clear meeting topics and agenda.
- Always include MS Teams link if virtual.
7. Security & Safety
- Do not share passwords via email.
- Be cautious with emails asking for personal or financial information.
- Report phishing attempts to IT/security team.
- Avoid downloading unknown attachments.
8. Best Practices
- Respond within reasonable time (same day for internal emails).
- Use Out of Office (OOO) when on leave or unavailable.
- Keep inbox clean for better productivity.
- Use Search for finding old emails quickly.