e-mail

How often should I review the archive?

PT

A review every six months is recommended.

How do I do this in Outlook?

• • Search for old emails with attachments:
    • Search → Has:attachments
  • After checking the saved files, archive or delete unnecessary emails.

Do I need to perform a manual backup?

PT

No, if you use OneDrive/SharePoint.

How do I do this in Outlook?

• • Just ensure you save attachments to the cloud instead of leaving them in the email.

How to securely archive sensitive documents?

PT

Use locations with permissions and, if necessary, password protection.

How to do this in Outlook?

• • Save the file in a SharePoint/Teams folder with restricted permissions.

If sending by email

• • Use Options → Encryption before sending the message.

Or protect the file in Word/Excel itself

• • File → Info → Protect Document → Encrypt with Password.

When should you save links instead of files?

PT

Whenever the document is already in an official repository.

How do you do this in Outlook?

• • In Teams or SharePoint, copy the file link.
  • In the email, paste that link (Ctrl+V).
  • Avoid attaching the file again.

Should I delete the email after archiving the attachment?

PT

Yes, to keep your inbox light.

How do I do this in Outlook?

To remove only the attachment

• • Open the email.
  • Click Message → Actions → Remove Attachments.

To archive or delete the email

• • Click Archive (file icon) or
  • Click Delete.

What is metadata and how do you use it?

PT

Metadata helps with searching in SharePoint.

How do you do this in Outlook?

After saving in SharePoint

• • Go to the SharePoint site.
  • Open the library where you saved the file.
  • Select the file.
  • In the side pane, fill in fields such as Category, Tag, Status, etc.

Where should I save documents shared with teams?

PT

Use SharePoint or Microsoft Teams.

How do I do this in Outlook?

• • Right-click on the attachment.
  • Select Save As.
  • Navigate to the SharePoint/Teams library (it appears in File Explorer as a synchronized location).

Where should I save attachments for individual use?

PT

OneDrive is recommended.

How do I do this in Outlook?

• • Right-click on the attachment.
  • Choose Save to OneDrive (if available).
  • Or Save As → select the OneDrive folder.

Why shouldn’t I save attachments in my mailbox?

PT

Because email is not a storage location. Saving attachments elsewhere reduces the size of your mailbox and improves security.

How do I do this in Outlook?

To save attachments outside of email

• • Open the email.
  • Right-click on the attachment.
  • Select Save as.
  • Select OneDrive, SharePoint, or a local folder that syncs with the cloud.

What useful Outlook features should I use?

PT

Priority Inbox

• • View → Show Priority Inbox.

Sweep

• • Select email → Home → Move → Sweep.
  • Choose automatic actions for newsletters and notifications.

MailTips

• • Enabled by default.
  • Shows alerts when sending (e.g., large lists, external recipients).
  • Configuration: File → Options → Mail → MailTips.

What are scheduled sending and drafts for?

PT

They allow you to send messages at appropriate times and manage messages to be reviewed.

How do I do this in Outlook?

1. View drafts
   • • Drafts folder in the left pane.
2. Schedule sending
   • • Create email → Options → Delay Delivery → set date/time.
     • Close Properties window → Send.

How to manage attachments correctly?

PT

Save files outside of email to avoid clutter and loss of information.

How to do this in Outlook?

1. Save attachments to OneDrive/SharePoint
   • • Click on the attachment → Save As.
     • Choose the folder.
     • Click on the attachment → Remove Attachment
2. Send links instead of attachments
   • • In email: Insert → Link

 

OneDrive/SharePoint

• • Select file → Share

Filesender

• • See here how to send a file?

Should the Inbox be used as an archive?

EN

No. It should only contain pending emails.

How to do this in Outlook?

• Archive completed items
  • Click Archive.
  • Or move them to the desired folder: Drag → Drop.

Can I use my personal and work email addresses together?

PT

No. They must be separate to protect data and avoid errors.

How do I do this in Outlook?

1. Add separate accounts
   • • File → Add Account.
     • Configure each one separately.
2. Quickly switch between mailboxes
   • • Left pane → select the corresponding account.

Should I disable notifications?

PT

Keeping notifications to a minimum improves concentration.

How to do this in Outlook?

1. Manage notifications
   • • File → Options → Mail → Messages.
     • Uncheck “Show desktop alert.”
2. Keep only essential notifications (Windows)
   • • Settings → System → Notifications → Adjust Outlook.

How to find emails quickly?

PT

Use Advanced Search and operators.

How to do it in Outlook?

1. Simple search
   • • Search box at the top → type terms.
2. Search with operators
   • • Example: from:Maria has:attachment subject:meeting.
3. Advanced Search
   • • Search → Search Tools → Advanced Search.
     • Choose detailed criteria.

How often should I clean my Inbox?

PT

Regular cleaning helps keep Outlook fast and organized.

How to do it in Outlook?

1. Delete obsolete emails
   • • Select email → Delete.
2. Enable AutoArchive
   • • File → Options → Advanced → AutoArchive Settings.
     • Choose frequency and destination.
3. Empty Deleted Items
   • • Right-click Deleted Items → Empty Folder.

How can I prioritize tasks using Outlook?

PT

Use flags, tasks, and reminders.

How to do it in Outlook?

1. Add Follow-up/Flag
   • • Flag icon next to the email → select deadline.
2. Turn email into a task
   • • Drag the email to Outlook Items /Tasks.
     • Or click Follow-up → Add Reminder.

Do I always need to have an empty Inbox (Inbox Zero)?

PT

No. The goal is to process quickly and avoid accumulating emails.

How do I do this in Outlook?

1. Quickly archive
   • • Select email → Backspace key (Archive).
     • Or Home → Archive.
2. Schedule for later
   • • Right-click on the email → Follow up → Add Reminder.
3. Delete
   • • Select email → Delete key.

Can I automate email organization with rules?

PT

Yes, you can automatically move emails, mark importance, and manage notifications.

How to do it in Outlook?

1. Create rules
   • • Right-click on a message → Rules → Create Rule.
     • Set criteria (sender, subject) and actions (move to folder, flag).
2. Manage advanced rules

• • • File → Manage Rules & Alerts.
    • Create, edit, or reorganize rules.