Maximize Outlook and Exchange

One of my biggest issues is when companies spend money on new technology when they have not fully utilized the technology they have purchased. Yes, this includes such run of the mill technology as Windows, Word and Windows Server 2000-2003.

These are fantastic programs with many features that people rarely use but can make your business run better.

For example: Does your business operate in teams on client projects?

Whether your a lawyer or other professional operating in teams of varying types and groups did you know Microsoft Exchange can help you manage the email rat race?

Problem: Teams of attorneys which can change need to track email on clients, the firm needs to have a central storing point for client email which is organized.

Solution: Use exchange groups and distribution lists and public folders to manage email firm wide and ensure proper workflow. Also, use Outlook rules to save on staff time managing the process.

In exchange you can create public folders, this is hopefully not news. You can use these public folders to store client related emails in client named folders. Did you also know that if you create a distribution list (a list which when an email is sent to the list address copies people within your organization you designate) which also copies a public folder. Whoa. So, by entering all active clients with all the attorneys and staff on the case in a distribution list and that clients corresponding folder merely by having people being to type the clients name in the "To" it will send that email to everyone on the case and drop a copy in that clients public folder email directory for later review/search/printing.

Outlook rules can help even further. All client emails are sent to a general inbox. You can tell outlook to check the from on any incoming email and if it is equal to bob@bobsemail.com send a copy to bobs external comm public folder.

by taking these few steps the entire email monster for ensuring client related emails get to everyone and get retained for case/malpractice/e-discovery purposes can be accomplished with little to no human intervention.

Make sure you are working with consultants in IT who do not just ask what problems you have with computers but understand your business challenges. Technology only makes sense when its applied to real problems.