Email Compliance Tips to Avoid Penalties and Preserve Goodwill

By |2023-04-27T09:47:55-04:00April 26th, 2023|Email Management Tips, Privacy|

Email remains an essential tool for business communication. Workers use it to connect with vendors and colleagues. And email marketing presents a cost-effective way to stretch advertising dollars and strengthen customer relationships. However, to avoid penalties and preserve customer goodwill, organizations must ensure email compliance. Companies should be aware of several laws affecting email. For instance, the CAN-SPAM act regulates marketing emails in the United States, with even stiffer laws in Canada. The FTC will levy costly fines and penalties against companies who violate CAN-SPAM. In addition to CAN-SPAM, a growing number of states have begun implementing privacy laws that

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How to Create a Business Email Signature in Outlook and Design Tips

By |2023-04-27T09:53:34-04:00April 19th, 2023|Email Management Tips, Microsoft 365|

Most professionals send dozens of emails every day. Thus, neglecting to take the time to create a business email signature means missing a critical opportunity to connect. A well-crafted signature provides crucial contact details and much more. For instance, the signature can increase brand awareness, generate leads and drive traffic to your website. What to Include in a Business Email Signature In addition to essential contact details, your email signature can include anything from social media links to a favorite quote. Before you create your signature, consider what image you want to portray and what you want recipients to know

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Streamline Email Governance with a Midsummer Fitness Check

By |2022-08-11T06:03:35-04:00July 13th, 2022|Email Management Tips, Email Policy|

Many organizations have a love/hate relationship with email. On the one hand, email remains the cornerstone of business communication. On the other, without diligent oversight, it can quickly become not only a time sink, but also a security and compliance liability. Spending some quality time on email governance can make the difference. Automate Email Policies A midsummer IT fitness checkup provides the perfect opportunity to review and update email policies. A well-crafted email policy both improves regulatory compliance and streamlines the archive to ease the eDiscovery process down the road. But policies require periodic adjustments to keep up with regulatory

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Check Out These New Outlook Features and Some Exciting Options You Probably Missed

By |2022-07-12T14:30:03-04:00June 22nd, 2022|Email Management Tips, Microsoft 365|

Recently, Microsoft announced several new Outlook features that will soon become available in Outlook for Windows. Some of these features were already available in the web version, so this will bring a more unified experience across platforms. Explore these upcoming features and other exciting options you may have missed along the way. Keep in mind that feature availability differs among various versions of Outlook. That is, features available in the web version may not yet appear in the desktop version, and vice versa. Additionally, Microsoft typically makes options available in a rolling fashion, so some customers will receive them earlier

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Our Best Microsoft 365 Tips to Save Time, Money, and Headaches in 2022

By |2022-05-11T08:20:37-04:00April 12th, 2022|Email Management Tips, Microsoft 365|

The productivity and security experts at Microsoft know from experience the need to work smarter, faster, and more securely. They continually build productivity and security features into their products while improving existing options. Keeping up can be a challenge. Hence, we’ve assembled our best Microsoft 365 tips to save time, money, and headaches in 2022. In addition to productivity tips, we’ve included pointers relating to Microsoft 365 mailboxes and related tools. And having heard horror stories about failed cloud migrations, we must also recommend careful preparation for Microsoft 365 migrations. Finally, knowing they are essential for business success, we can’t

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Add-ins for Outlook that Transform the Email Experience

By |2022-05-02T02:46:35-04:00April 6th, 2022|Email Management Tips, Microsoft 365|

Outlook offers a rich selection of features to help individuals and teams communicate and collaborate more efficiently. And Microsoft extends those benefits by partnering with other leading companies to enable users to tailor email to fit their work style. Make your email work for you with some of these powerful add-ins for Outlook. Several of the following add-ins are available at no cost. Others offer a free version, as well as the option to purchase a paid plan with additional features. Take the free version for a spin first. Collaborate with Ease Outlook already operates seamlessly with OneDrive for document

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Read Email Faster with Outlook Reading Pane and Other Productivity Tips

By |2022-03-14T09:59:06-04:00March 9th, 2022|Email Management Tips, Microsoft 365|

Far more than just an email program, Microsoft Outlook delivers essential tools to help users make the most out of their time at work. By adjusting options for the Outlook reading pane, folder pane, and to-do bar, users read email faster and see at a glance upcoming appointments, frequent contacts and key tasks. Typically, when users open Outlook, they see the folders pane on the far left, followed by the message preview area, and reading pane if displayed. The optional to-do bar shows on the far right. Because everyone works differently, Outlook includes several options to customize that dashboard. For

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7 Common Email Mistakes That Kill Your Professionalism… And How to Avoid Them

By |2022-03-14T10:03:58-04:00March 2nd, 2022|Cyber-Security, Email Management Tips, Email Policy|

The average worker spends hours checking and responding to email each day. Unfortunately, that critical business tool can also prove dangerous. Consider the damage of a scathing email sent to the wrong person or sensitive information leaking outside the company. Save your reputation, and maybe even your career, by avoiding these all-too-common email mistakes. Using Email When Another Method Works Better Email works great for non-urgent communication, for communicating with groups of people and for maintaining a documentation trail. For instance, email may be just the ticket for communicating follow-up details to team members after a meeting. On the other

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Microsoft Editor in Outlook Promotes More Inclusive and Professional Email

By |2021-12-23T03:33:49-05:00December 15th, 2021|Email Management Tips, Microsoft 365, Office 365 and Migration|

For years, Microsoft users have depended on Word’s built-in spelling and grammar checker. Many of those users may be not aware that Microsoft has updated and expanded its editing features, bringing them to Outlook. With Microsoft Editor in Outlook, users can both proof and refine their writing to be more inclusive and professional in more than 20 languages. AI-powered Intelligent Writing Support With Microsoft Editor, users benefit from a versatile writing assistant powered by artificial intelligence (AI). The familiar red and blue underlines still alert users to spelling and grammar corrections. But now, Editor also offers stylistic suggestions to help

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Work Faster with Email Dictation in Outlook

By |2022-01-28T09:09:39-05:00December 8th, 2021|Email Management Tips, Microsoft 365, Technology|

Outlook has included dictation capabilities for some time, and users love that it makes emailing faster and more natural. This past summer, Microsoft announced new voice commands that take email dictation in Outlook to the next level. Check out these new commands, along with a review of some favorite Outlook dictation features you may have yet to discover. Accessing Email Dictation in Outlook Features First, a quick review of the basics. To access the dictation features, create a new email or reply to an existing email. Then click the Dictate button (with the microphone icon) on the Message tab. Start

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Messaging Architects has been providing professional consulting services around unstructured data and information governance for over 12 years.  Our topnotch experienced project management and engineering team assists organizations to address information risk management strategies, eDiscovery processes, data security and information management policies.    Information is an organizations biggest asset but it can also be that organizations biggest risk.

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