outlook overview

everything you need to know



Getting started for the work day

  • Open Outlook and keep open until you are done for the day.

  • Respond to pertinent and urgent emails.

  • Asana Emails – Please read them all and reply as necessary. You can delete or file them away.

    Pro-tip- you can reply to an Asana email directly from Outlook. All you have to do is click REPLY, delete your signature and type your message.

  • Don’t forget to check your JUNK folder in Outlook. Sometimes a clients email will slip in there at random. You can make it a favorite so it shows in the top left of your Outlook next to your inbox.

    Pro-tip - if you have multiple email accounts in your Outlook, you will have multiple Junk folders.


Filing your Emails

  • Work in Process – File for emails related to work to be entered at a later date when doing your clients bookkeeping. These emails you will address when you actually do your clients bookkeeping. Be sure not to forget those emails are out there. Add a line in your regular asana task to remind you. Also it’s probably a good idea, before you file that email away, to respond to the client with “Received, I will let you know if I have any questions”.

  • Completed - Once responded to or read and no further action was needed, please file in your clients “Completed” folder. We always keep emails from our clients for future reference.


Email Security

  • Links - Never click on links that are sent to you. Sometimes if it says it’s from a client, their email could have been hacked. Run it by Support@HarQuinBookkeeping.com OR you can forward it to the client to confirm that they are the one that sent it to you. There really isn’t a reason that a client has to send you a link.

  • ZIP Files – There also is no reason a client should be sending you a .zip file. These normally contain a virus. Please take a screen shot and email that to Support@HarQuinBookkeeping.com. Most likely we would advise you to delete it and ask the client to submit to the Hightail link.

Related resources

Please be sure to watch videos on your
personal computer or phone (not the cloud).