Managing Clients and Communication – (1 Day)

Work with Outlook to manage client communication, organize emails, and streamline your business workflow

Course Overview

Date & Time: 9:30am – 5:00pm (1 Day)
Delivery: Live Online via Zoom
Group Size: Max 4 participants
Level: Beginner

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Learning Outcomes

Organize client communications effectively using folders, rules, and categories
Write and send professional business emails with confidence and clarity
Use flags, follow-ups, and Quick Steps to manage tasks and deadlines efficiently
Search, filter, and archive emails to keep your inbox tidy and business-ready

Resources Provided

Quick Reference Cheat Sheet
Printable step-by-step guide

Prerequisites

Please ensure you have a Windows 11 PC with Microsoft Outlook 365 and Zoom installed. You should feel confident using a keyboard and mouse. If you can do that, you’re all set.

Outlook: Managing Clients and Communication – 1 Day

Session 1 — Getting Started with Outlook for Business

Objective: Understand the Outlook interface and set up for client management.

Navigate Mail, Calendar, Contacts, and Tasks
Set up a professional business profile
Adjust basic Outlook settings for efficiency

Session 2 — Composing and Sending Professional Emails

Objective: Write clear, professional emails for clients.

Compose emails with proper structure and tone
Attach files and check file size limits
Use CC and BCC appropriately
Implement and manage email signatures

Session 3 — Organizing Your Inbox

Objective: Keep client communications organized and accessible.

Create folders by client, project, or priority
Set up rules to automatically sort incoming mail
Archive old emails
Use the Focused Inbox and Clutter features

Session 4 — Categories, Flags, and Follow-Ups

Objective: Manage tasks and priorities effectively.

Apply colour categories for clients or project types
Flag emails for action or deadlines
Mark items as complete
Combine folders, flags, and categories for efficiency

Session 5 — Search, Filters, and Quick Steps

Objective: Quickly locate emails and streamline repetitive tasks.

Use Search Bar to find messages by client, project, or keyword
Apply filters to refine search results
Save frequent searches
Set up Quick Steps for repetitive tasks

Session 6 — Hands-On Practice & Wrap-Up

Objective: Reinforce skills with practical application.

Organize a client inbox using rules, folders, and categories
Practice searching, filtering, and using Quick Steps
Review key tips for efficient communication
Q&A and recap of best practices