Welcome to the 2nd instalment of our #betyoudidntknowthat video series on all things Microsoft – with a main focus on Office 365, Office Desktop Suite and key Windows features.
This video we’ve taken a focus on some of the hot features provided by Office 365’s Hosted Exchange through the Outlook desktop client.
Take a look at Video 2 here!
In text form – a brief overview of the video:
Out of Office Messages
Through Outlook you can configure automatic messages to reply to email senders when you’re not available to pick up your messages. Once you’ve set this message within Outlook, (indefinitely or for a defined period), your out of office message will be set on Office 365 so you can safely close down Outlook and your PC without worrying if the messages are still being sent.
Click on File > Automatic Replies. You can activate the replies indefinitely (until you turn it off) or for a pre-defined date/time period. You also have the ability to set different messages for internal and external contacts.
Once set this fires off to Office 365 and you’re good to close down Outlook. When you come back and wish to turn it off you’ll get a yellow bar across the top of Outlook asking if you still need the replies active.
Outlook also provides access to calendars with shared permissions set. For example, your colleague’s calendars can all be shared with you or a specific project or location, such as your meeting rooms.
Setting up a shared calendar for a meeting room provides a central location for all users to check the rooms availability and instantly schedule meetings. You can invite the meeting room as an attendee and if the room is available the system will automatically accept the invitation and book out the room. If the room is unavailable at that time the calendar will reject the invitation.
Shared Mailboxes are a great way to teams to collaborate over shared incoming communications. Very useful in a sales team or call centre environment as an example. Instead of the traditional distribution group setup where emails are sent individually into multiple user’s inboxes, Shared Mailboxes will receive one central copy which is shared instantly between all users with access.
If a user reads and processes the email, files it and responds to it – instantly all other users will see the email has been filed and can see the email that’s been sent in response. Helping reduce duplication and increase efficiency.
‘Send As’ Email Permissions
If you have the need for other users to help monitor & maintain your email inbox you can delegate a variety of permission sets. ‘Send As’ permissions grants another user the ability to send emails on your behalf as though they are you. The recipient is none the wiser as to who sent them the email.
‘Send on behalf of’ Email Permissions
If you would prefer your recipients to be aware that a colleague has replied to the email on your behalf – you can set ‘Send on behalf of’ permissions.
Instead your recipients will then see your colleagues name is sending the email on behalf of your mailbox. For example, “Joe Smith on behalf of Joe Bloggs”.