Email Organization Tips Help Busy Professionals Reclaim Vital Work Hours

By |2024-04-03T10:50:15-04:00January 24th, 2024|Email Management Tips, Email Policy, Microsoft 365|

Most workdays start with a morning cup of coffee and precious time lost while sifting through the dreaded inbox. More messages arrive throughout the day, continually interrupting the workflow. Busy professionals lose 10 to 15 hours every week to email, but these email organization tips will help reduce stress, enhance productivity, and improve communication. Create and Follow a Clear Inbox Policy Without a clear plan for how to approach email, many users find themselves checking email constantly and responding to unimportant messages. Worse, important information gets lost in a cluttered inbox. Establishing and maintaining a definitive policy for addressing email

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Bogged Down with Email? These Popular Microsoft Outlook Features Will Help

By |2024-04-03T10:51:08-04:00January 10th, 2024|Email Management Tips, Email Policy|

Email powers communication and provides an effective way for businesses to connect with customers and stakeholders. It serves as an important record of conversations and transactions. But it also eats up valuable time. According to a study by McKinsey, office workers spend 28% of their workweek on email. Consider these Microsoft Outlook features that automate routine email tasks and help busy professionals reclaim their hours. Compose Now, Send Later Email timing makes a difference. For instance, send an email to a coworker at the beginning of their weeklong vacation, and it will get buried in hundreds of emails. Likewise, sending

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How to Whitelist Email in Office 365 Security and Compliance

By |2023-07-28T08:14:05-04:00July 26th, 2023|Cyber-Security, Email Management Tips, Email Policy, Office 365 and Migration|

Whitelisting allows selected email addresses or domains to bypass spam filters and reach the intended recipients. Knowing how to whitelist email in Office 365 Security and Compliance ensures that important messages from trusted senders are not blocked or marked as junk by Security and Compliance features. Improve Deliverability, Visibility, and User Experience Whitelisting improves the deliverability and visibility of important messages from trusted senders, such as customers, partners, vendors, or internal communications. It also reduces the risk of missing or overlooking critical information due to spam filtering or user actions, such as deleting or ignoring junk mail. Whitelisting also enhances

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Electronic Communications Policy Review Improves Compliance and Reduces Risk

By |2022-08-11T05:51:51-04:00August 10th, 2022|Data Compliance, Email Policy|

Advances in communication drive collaboration and efficiency. Teams work together easily over distance, moving seamlessly among email, virtual meetings, and messaging. However, the unstructured data generated in that communication can prove a significant liability without effective data governance. A comprehensive electronic communications policy helps reduce risk. For instance, regulations like HIPAA, CCPA and numerous financial privacy laws strictly govern the handling of sensitive data. An organization that allows improper sharing of personal data can incur stiff penalties. Likewise, during the process of litigation, companies may be required to compile relevant electronic data as evidence. Organizations need to determine what data

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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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The Future of Email as a Business Communication Tool

By |2022-07-27T11:15:37-04:00July 6th, 2022|Email Policy|

Today’s business community uses a wide variety of communication platforms, from chat to Microsoft Teams and social media. However, email use continues to climb. Email delivers convenience, provides an information trail, and gives users control over their messages. The future of email appears bright. But as email evolves, businesses need to adapt. Email Challenges When email arrived on the scene in the 1970s, developers could only begin to imagine how the tool would change over time. 25 MB size limitations seemed impossibly large when the average computer drive held less than 200 MB. Now, users who need to send a

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Business Leaders Invest in the Future with SMB Cybersecurity Best Practices

By |2022-03-28T02:34:59-04:00March 16th, 2022|Cyber-Security, Email Policy|

Hackers looking for easy access to valuable data know that small to midsize businesses (SMBs) often skimp on security measures. Consequently, bad actors can cripple unprepared organizations, frequently gaining entry by compromising email. But savvy business owners protect business assets with SMB cybersecurity best practices. SMB Cybersecurity Best Practices Start with Investment Business owners lose sleep over cybersecurity, and for good reason. Nearly half of reported data breaches affected SMBs, and most SMBs lack the resources to respond effectively. But by planning ahead and addressing vulnerabilities before they get exploited, organizations ensure the best possible outcomes. Begin with a security

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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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Practical Email Security Tips to Protect Valuable Business Data

By |2021-08-17T02:09:04-04:00August 4th, 2021|Cyber-Security, Email Policy|

A 2020 study reported that 306 billion emails were sent/received worldwide per day. An increasing number of those represent threats to valuable business data. Consider these practical email security tips as part of a multi-layered email security approach with the potential to save both you and your company a lot of time, embarrassment, and money. With over half the world population using email, security professionals work diligently to thwart attacks while cyber-criminals increase in sophistication. However, email remains one of the primary attack vectors of cyber-criminals and a key area of vulnerability, hence the tips. 1. Separate Business and Personal

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Understanding Microsoft 365 Mailboxes Improves Efficiency and Saves Money

By |2021-04-19T06:16:34-04:00April 8th, 2021|Email Management Tips, Email Policy, Office 365 and Migration|

Microsoft 365 offers several different types of mailboxes and collaboration tools. For instance, certain specialty mailboxes facilitate scheduling or allow shared access. Understanding the different types of Microsoft 365 mailboxes and related tools will help businesses communicate more efficiently and can even save license costs. The six main types of mailboxes include: Mailbox (requires paid license) Distribution Group (Free) Resource (Free) Contacts (Free) Shared (Free) Microsoft 365 Groups (Free) Mailbox (requires paid license) When organizations purchase any Microsoft 365 subscription that includes Exchange Online, each licensed user receives a mailbox. This is the mailbox that users add to their various

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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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