View source for 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.