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Whether you manage a law or architectural firm, a biotech company, nonprofit association, auto dealership, or any business in San Francisco, you probably use email in your day-to-day operations.


Sometimes you need to ask your colleagues, co-workers, or clients what they think about a particular topic, or if they plan to attend a function. Did you know you can use the voting option in Outlook for both of these?

This isn’t a new feature, but many don’t know that it exists. We’re going to show you how it works, along with some of the other great features in Outlook.

How To Use The Voting Button In Outlook

To start, create an email. You can also forward or reply to one.

In the “To” line, type in the names of the people you want to participate in the voting.

Then type in your subject and message.

My message asks for the recipients to, “Please take a moment to vote for the topic to be presented during our next webinar.”

Next, click on “Options.”

Choose “Use Voting Buttons” and click on the drop-down menu.

You’ll notice that Outlook has a pre-set list of options to choose from: Approve;Reject, Yes;No, Yes;No;Maybe, and Custom.

We’re going to create the “Custom” voting option.

You see here that I’ve typed in the information I want to ask. Each question is separated by a semicolon but without spaces: OneNote;PowerBI; PowerPoint; Outlook. This is all I need to do. Now, hit “Close.”

You’ll notice at the top of my screen a message appeared saying: “You added voting buttons to this message.”

Next, click “Send.” (I sent this message to myself as a test.)

I can reply to this message in one of two ways:

1. I can click and view my message in a separate pane.

Here are my options:

  • Vote OneNote
  • Vote Power BI
  • Vote PowerPoint
  • Vote Outlook

2. Or, I can fully open the email and click on “Vote.”

Now my vote has been sent.

How Do You Track Voting Messages In Outlook?

I created a separate voting message earlier, and now I’m going to track the responses. This can get a little tricky if you sent the message to a lot of contacts.

Here’s my email asking people if they will be joining us for breakfast on July 14th in the San Francisco office or if they’ll be offsite.

To track the responses, go to the Tracking button at the top of the ribbon. Everyone I sent the email to is listed on the left along with their response on the right.

If there isn’t a response listed, it means they haven’t replied yet.

At the top of the bar is information about when your message was sent and the total replies to date. As you can see, I’m still waiting for responses.

How Do You Add Filters To Voting Responses To Better Track Them?

Just copy all the names and responses and paste them into an Excel spreadsheet. Excel will help you do the rest.

Want To Learn More Time-Saving & Productivity Secrets In Outlook?

If you aren’t using Outlook to its fullest potential, you’re missing out. It has everything you need to keep up with emails, appointments, tasks and more.

Outlook also integrates easily with other Microsoft tools like Word, Excel, and OneNote. And you can sync it with other devices like your tablet or smartphone. Customize Outlook for your exact needs.

How Can You Customize Outlook Emails?

The Background: You can change the color and background of your Outlook emails with pictures, photos, text, and watermarks.

Fonts: Customize the font for specific email messages or for the default.

Signatures: Personalize signatures using text, images, electronic business cards, your company logo, or an image of your handwritten signature. You can automatically add customized signatures to all outgoing messages, or just specific ones.

Sound Alerts: Play a particular sound when new emails arrive. The default is a short .wav audio file, but you can use any .wav file of your choice.

Delivery Receipts: Set a delivery receipt notice to confirm that your email message arrived in the recipient’s inbox.

Clutter: Filter low-priority emails to save time so you can read your most important messages first.

Create Folders and Subfolders: Base them on various senders, organizations, projects, etc. Use folders to organize emails, add a folder to your Favorites, and set a rule to move specific emails out of your inbox into particular folders.

How Can You Customize Calendars In Outlook?

Create different calendars for business, personal, or specific projects.

Use the scheduling assistant to access other people’s calendars where you’re authorized (and set up the same for them).

Set reminders, reoccurring appointments, meetings, alerts, and much more.

You can view your calendar by the day, week, month, or year.

How Can You Customize Contacts In Outlook?

Import contacts into Outlook from other email providers using the Import/Export Wizard.

You can also Import a csv file, Excel spreadsheet, or vCard.

Your contact list is automatically linked to your email accounts. So when writing a message, type their name in the “To” field and their email address will pop in.

Give a contact (delegate) permission to view your emails when you’re out of the office or on vacation. You can also give them access to your calendar, tasks, etc. And, did you know that you can have more than one delegate? One person can take care of your emails and the other your calendar and tasks.

There’s so much more than you can do with Outlook and Microsoft Office 365. We’ll share additional tips with you in future episodes.

In the meantime, if you liked this article, there are many more in our Learning Center. Here are a few blogs that may interest you.

Office 365 Tips/Tricks: How Can I Clean Out My Outlook Email Inbox Quickly?

Is Your CFO Running Your IT Department?

Why Does My Business Need Dark Web Monitoring?

 

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