Using Offline Mode With Microsoft Outlook

In today’s primarily digital world, the effective use of email is a crucial component of any business. Worldwide there are over one million companies that use Office 365, the brand name used by Microsoft for their group of software applications that provide productivity-related services to subscribers. One of these applications is Outlook. While Outlook is primarily an email application, it also includes functions like calendaring, task management, contact management, note-taking, journal logging and more. In this article, we share a tip about working offline that may be helpful if your company uses Outlook.

Why Would You Want To Work Offline With Outlook?

Think for a moment how we are constantly bombarded with news and information throughout a typical workday. Looking at email alone, it is estimated that most employees check their email every six minutes. An estimated 40% of employees never get more than 30 minutes of uninterrupted focused time, leading to an average of only 2 hours and 48 minutes per day for productive tasks. Businesses are always looking for new and creative ways to increase employee productivity. However, sometimes, the most basic solutions offer the biggest reward.

There is one simple way that you can increase productivity among employees. Ask them to turn Outlook offline. In offline mode, Outlook cannot send or receive emails. Turning Outlook to offline mode will result in fewer distractions and allow your employees to do some or all of the following:

  • Read unopened emails
  • Respond to important emails
  • Craft thoughtful emails without interruption
  • Update calendars
  • Respond to requests
  • Edit contacts
  • Complete projects outside of email

Working with Outlook offline can also be utilized during times where an internet connection is unavailable or your internet connection is sluggish. Turning Outlook to offline mode can be beneficial if an employee is downloading large files or working on a project that requires a large amount of bandwidth.

How Do You Work Offline With Outlook?

Typically, when an employee turns on their computer and it connects to the network, Outlook will automatically connect to the mailbox to begin receiving emails, messages and calendar alerts. At the bottom right-hand side of the screen, the word connected appears. If you don’t want Outlook to send or receive any emails open Outlook and choose the Send/Receive option at the top of the screen then choose the Work Offline feature. In the taskbar at the bottom of the screen, the words “working offline” will appear. Now, Outlook will no longer receive or send emails. To reverse the procedure, follow the same steps. Outlook will now send any emails in the outbox and you will start to receive emails again.

Life is full of distractions. Employers want to help employees become more productive in order for their businesses to succeed. Working offline in Outlook can help employees avoid unwanted distractions. To learn more about Outlook, Microsoft products and other ways to transform your business, call TLC Tech at (916) 441-3838 to schedule a no-obligation consultation today.