What am I talking about ? – Well, can answer YES to any of these ?
- have you ever wanted to get feedback from a bunch of people in order to coordinate a function or an event ?
- Have you ever needed people to RSVP if they are attending ?
- Have you ever ordered food for a meeting and wanted to know what everyone prefers ?
- Basically, do you ever need to know some information from a bunch of people that can be answered with a quick Yes/ No/ Maybe ?
Well – Outlook 2007 has a built in facility to handle all of this for you !
Lets take an example:
You are in charge of catering and need to know who will be attending the launch at your company’s boardroom.
So how do you know who is coming ? Well, you begin to phone and email and keep a list of people. This is the OLD way and complete waste of your valuable time !
The New way:
- Click on New Email in Outlook 2007
- Address the email to all recipients as per normal (Bonus Tip: put all the email address in the BCC so that confidentiality is kept and no spammer/ competition can get a hold of you mailing list)
- Enter a Subject
- Enter the Body of the email
- Before sending the email, click on Options and from that ribbon select Use Voting Buttons. This places the buttons in the email so that the recipient can click on the appropriate one.
- When you click on the button, it gives you some standard options such as Approve/ Reject; Yes/ No; Yes/ No/ Maybe and you can customise this too !
- Click on Custom and you can then enter any option you wish such as Will be attending alone; Will be attending with Partner; Will be attending with Partner and Children (separate with semi-colon)
- Once you have done that, send the email as per normal.
What the recipient sees is your normal body of the email and subject along with the Buttons you have added ! All the recipients then needs to do is click on the button to indicate his/ her choice.
Finally – there is no need to monitor individual emails as they come in with the person’s choice, but simply go to the Sent Items, find the original email that you have sent, click on the Tracking button and there you will see all the replies !
Note: in order for the tracking to work, DO NOT move the email out of the Sent Item. If you do it, it will loose the tracking facility !
Just another Tip to make your Microsoft Life easier !
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Tags: buttons, Microsoft, outlook 2007, tracking, voting
