Keystrokes For Mac Outlook App

Emailing is probably the activity we do the most on our computers. Even if you don't work on a computer during the day, you probably sit down in front of it to check your inbox at the end of the day. If the Mail app that comes with your Mac doesn't provide the features you need, you're in luck. There are dozens of great email apps in the Mac App Store. I've tested many of them and these are my favorites. Each one has a little something special that makes it unique.

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Polymail

Polymail for Mac has a fantastic interface with cute buttons everywhere so you don't have to think about what to do next. It actually looks like it belongs on a mobile device, except that you click the buttons instead of tapping them.

There is a fourth section that appears whenever you select an email, which displays all of the past correspondences you've had with that particular contact or group of contacts. It's great for quickly tracking down something you've talked about in the past.

You can set up new mail with a pre-made template, send calendar invites, get notifications when someone has read your email, and schedule an email to be sent at a later time.

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You can also write or respond to emails with rich text formatting. So, if you want to change the font, add bold lettering, bullet point a section, or just slap an emoji in there, it's all available right from the toolbar at the top of your new email. The only thing it's missing is Touch Bar support, which would really make this app shine.

Polymail can be used for free, but you'll need to sign up for a subscription if you want all of the awesome features that make Polymail stand out, like read notifications, send later, and messaging templates. You can add these features for as low as $10 per month. If you are a heavy email user and these features entice you, give the free trial a run to see if it's worth your money.

If you want your computer email experience to look and feel more like a mobile experience, with big, easy-to-find action buttons, Polymail is the one for you.

Spark

Spark has this 'Smart Inbox' feature that separates mail into categories: Personal, Notifications, Newsletters, Pinned, and Seen. That is, any email that is from someone in your contacts or otherwise looks like a personal email will be filtered to the top of the inbox list. Below that, in a separate section, emails that look like alerts from companies you deal with, like your gas company or Amazon, that include some kind of alert or notification. Below that, you'll see a section called 'Newsletters' which is exactly that. Below that, there are emails you've flagged or tagged as important in some way. Lastly, emails you've seen, but haven't moved to another folder.

Spark also allows you to snooze an email and come back to take care of it at a later time. This is invaluable when you regularly get emails that you need to respond to but don't have time for until the end of the day. I use it all of the time.

It also has gesture-based actions for getting to inbox zero. You can swipe to the right or left to delete, archive, pin, or, mark an email as unread.

And it has Touch Bar support, which I love.

Spark is best for people that like to have their inbox organized before they go through and move emails to new folders, address them, or delete them entirely. If that sounds appealing to you, try Spark.

Kiwi for Gmail

If you have one or more Gmail accounts, you should consider switching to Kiwi. This all-in-one triumph brings the look and feel of Gmail for the web to the desktop in the form of an app. With the service's unique Focus Filtered Inbox, you can view your messages based on Date, Importance, Unread, Attachments, and Starred. In doing so, you can prioritize your emails in real-time.

Perhaps the best reason to use Kiwi for Gmail is its G Suite integration. Thanks to the app, you now get to experience Google Docs, Sheets, and Slides, as windowed desktop applications. Kiwi is available for Mac and Windows.

Postbox

New on our list for 2020, Postbox has been designed for professionals, but anyone with more than one email account should continue using it. Available for Mac and Windows, Postbox works with any IMAP or POP account, including Gmail, iCloud, Office 365, and more.

Postbox offers one of the fastest email search engines available, which is ideally suited when you need to find files, images, and other attachments. With the app's built-in Quick Bar, you can move a message, copy a message, switch folders, tag a message, Gmail label a message, or switch folders with just a few keystrokes.

Looking for more? Postbox comes with 24 (counting) themes, and much more.

Your favorite?

Mac

What's going to be your next email client for Mac?

Updated February 2020: Guide updated to reflect price changes and more.

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Keystrokes For Mac Outlook App

Microsoft takes seriously the integration between Outlook and its other applications, and Dynamics 365 is certainly no exception. After all, most business users respond to emails all day long. The emails you receive often dictate which tasks you focus on.

The way you communicate with co-workers and customers alike is mostly by email. So if your email system is separate from your front-office CRM (sales force automation and customer service) and back-office ERP (finance and operations), you’ll toggle between disconnected applications, cut and paste data, laboriously download file attachments, browse to find those files, and then make new file attachments. Contacts in your CRM or ERP system will have to be manually added to your email contacts, or email addresses will have to be cut-and-pasted back and forth. Clearly, not having tight integration between your mission-critical front-office, back-office, and email applications is inefficient, error-prone, and time consuming.

Microsoft’s answer to Outlook email integration with Dynamics 365 is Dynamics 365 App for Outlook. This app, which is a Microsoft Office add-in, is the preferred app, especially if you’re running Dynamics 365 on mobile devices.

Previously, an application called Dynamics 365 for Outlook (the old name doesn’t contain the word app) was the go-to integration provided by Microsoft. The older application (sometimes called the Dynamics 365 for Outlook client) is still available for reasons of backward compatibility.

The following newer features are included in Dynamics 365 App for Outlook, but were missing from Dynamics 365 for Outlook:

  • Allows for one-click ability to set a regarding record (in other words, to link a record in Dynamics 365, such as a customer account, to an Outlook email).
  • Displays a summary of information from Dynamics 365 for email recipients in Outlook.
  • Displays the Regarding Record summary in the email or appointment.
  • Compatible with the Outlook Web App.
  • Compatible with Outlook for the Mac.
  • Compatible with smartphones and tablets.
  • Ability to track sent emails.
  • Ability to create Word mail-merge documents.

Fortunately, regardless of which version of Outlook you’re using, Dynamics 365 App for Outlook is available for recent releases for all of these Outlook versions:

  • Outlook for the Desktop
  • Outlook Web App (included with Office 365)
  • Outlook Mobile App (for smartphones and tablets)

When Dynamics 365 App for Outlook is installed, a Dynamics 365 pane appears to the right of your email message; this same pane appears whenever you’re setting up a meeting. With a single click, you can link an email message to a Dynamics 365 record, such as a case in Dynamics 365 Customer Service. The linked email becomes an activity on the case automatically. In other words, the email is now part of a customer service case, and is therefore visible in both applications. (Note that an integration type that allows the transfer of data in both directions is called a bidirectional integration or synchronization.)

To launch the Dynamics 365 pane within Outlook, click the Dynamics 365 icon — that funky logo consisting of two triangles and one trapezoid. Get to know this logo because it signifies Dynamics 365 Finance and Operations (Enterprise ERP system) and because it often appears in other applications where an integration with Dynamics 365 is available.

Using the features available in Dynamics 365 App for Outlook, you can

  • See information about your Dynamics 365 contacts and leads while you’re viewing emails, meetings, or appointments in Outlook.
  • Link email messages, meetings, and appointments to an account (customer), a sales opportunity, a case, or any custom entity you have created in Dynamics 365.
  • Open Dynamics 365 accounts (customers), opportunities, or cases directly from Outlook.
  • Add activities (in other words, phone calls, tasks, or appointments) to Dynamics 365 directly from Outlook.
  • Include, when creating an email or an appointment, knowledge articles and sales literature from Dynamics 365 in your Outlook email or appointment.
  • Track Outlook contacts directly in Dynamics 365.

Server-side synchronization of incoming emails to your email inbox is required in order to use Dynamics 365 App for Outlook. Your system administrator may need to make changes to how email is configured for your organization. These configuration changes involve your Exchange Online subscription and your Email Server Profile for Microsoft Exchange Online, and setting the default synchronization method. After all this is set up, the synchronization occurs every 5 minutes. This frequency increases to every 2 minutes automatically if the user has many incoming email messages.

To link an email message to a Dynamics 365 account, follow these steps:

  1. Click the Dynamics 365 button in the email pane.
    The Preview window appears.
  2. Click the Set Regarding/Link icon (the two overlapping ovals that look like links in a chain).
    A search box appears.
  3. Enter your search text and click the magnifying glass icon.
    A list of accounts and other records that match your search criteria text appears below it. You can limit the list of records to only accounts by clicking the Accounts button, which is above the list of records.
  4. To link the email, click the account you want to link it to.

You can also track without regarding, which means that the email is tracked within Dynamics 365 but isn’t associated with (linked to) a particular account, contact, or other entity within Dynamics 365. The email shows up in Dynamics 365 on your list of tracked emails, but doesn’t pop up in association with viewing a particular record.

The terms used by Microsoft to describe this functionality are tracked, linked, and set regarding. These three terms are used fairly interchangeably to describe emails that are integrated between Outlook and Dynamics 365.

Outlook for mac in app support

A useful feature of Dynamics 365 App for Outlook is the ability to automatically add a contact or lead to the Dynamics 365 Customer Engagement system (in other words, CRM) based on an email you have received. Doing so saves keystrokes, avoiding the need to toggle between applications, to cut-and-paste data, or, worse, to rekey the same data multiple times.

To add a contact to Dynamics 365 from an email recipient in Outlook using Dynamics 365 App for Outlook, follow these steps:

  1. In the Dynamics 365 pane that appears in Outlook, click the plus sign (+).
    In the menu that appears, you are given a choice between Contact or Lead.
  2. Choose Contact.
    The contact is added to the Dynamics 365 Customer Engagement application.

Keystrokes For Mac Outlook App Download

You can create a task, an appointment, or a phone call from within the Dynamics 365 pane. In other words, you don’t need to navigate, toggle, or switch applications. The Dynamics 365 pane is embedded directly in Outlook; it’s part of Outlook, yet you’re adding new records into Dynamics 365 CRM. (This is a deep integration.)

To add a phone call reminder from within Outlook to Dynamics 365 Customer Engagement (CRM), using the Dynamics 365 pane of Dynamics 365 App for Outlook, follow these steps:

Keystrokes For Mac Outlook Apps

  1. Open an email message in Outlook as you normally would.
  2. Click the Dynamics 365 icon.
    The Dynamics 365 pane appears within Outlook to the right of the window.
  3. Track the email (if it isn’t already tracked).
  4. Set Regarding to link the email to a particular contact in Dynamics 365.
  5. Click the blue plus sign in the circle located in the lower right corner of the Regarding Contact window.

    A drop-down menu appears, with the choices Task, Appointment, and Phone Call listed.

  6. Choose Phone Call.
    The Create Phone Call window appears.
  7. Set the priority and due date.
    These fields are optional. Required fields are preceded by a red asterisk.

    The due date includes a time, so make sure to set the time of day you plan to call this contact, if a specific time was prearranged.

  8. The Subject field, which is a required field, automatically populates with the subject of the email message as a default.

    You may overwrite the subject.

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  9. Call From and Call To automatically populate with your username (Call From) and the contact’s name (Call To).
  10. Click the Save button.
    A message appears (in green), saying that the phone call was created successfully. The phone call be associated with the contact in Dynamics 365, and you’ll be reminded within Dynamics 365 to follow up and make the phone call on the due date at the appointed time.