Effortless Mail Format for Sending Invoice to Client for Teams

Mail format for sending invoice to client for teams

are you looking to file that all-important email into Microsoft teams well the good news is in this video we're going to show you all the options to do exactly that that means there's no more need for you to hit the reply all or forward button inside of Outlook to share that all-important email instead put it into teams so you and your colleagues can collaborate more effectively and have that single place where that email is stored so you may be thinking why on Earth would I want to file an email into Microsoft teams it's absolutely fine in my own email inbox right well let's consider maybe you're working on a project and your project team needs have access to a past email you've had for an approval or a project request yes it can sit in your email inbox and you can forward it to your colleagues but in six months time they're pretty hard to find right when we're using Outlook search so instead all we need to do is file it into our team and the team have visibility and it becomes a record that we can refer to later another scenario is that when we discuss email we're very quick to reply all or forward and forward it to all our colleagues in that way we're giving the problem to someone else right the challenge is though we have to sift through all of the replies and so do your colleagues a single email can lead to 10 replies and you have to then go through all of those emails get the latest copy and understand where things are at teams conversations around an email can take away all of that pain and also email includes attachments right and you want somewhere to store all of those attachments that all important contract or document that lives on that email is fantastic but one if you want to bring it into teams well again filing it into teams provides a capability for us to use those attachments edit them save them and then send them back to the sender as well so even more great capability there for us to explore so let's dig into those options available to us in Microsoft teams and Outlook to follow that email so in our first option we're going to be checking out the latest feature from Microsoft being shared teams here we have an email from Miriam just talking around some of the stock prices I want to share this email into the Microsoft team that I'm working with all I need to do is highlight the email click on the teams icon in the top right and then I can select shared teams this button also appears at the top in the ribbon bar when you open an email when you select share to teams you'll then see this dialogue up here and now we can begin to share it in some Microsoft teams now in this example we want to share it with our team in particular a channel that we're working in so here is our x1050 launch Team all I need to do is then type in the share2 Box to find that team and all of the channels and of course as I begin using this team it will also populate the frequent location so I can use it again very easily in the future let's go ahead and type in the x1050 and we'll find the relevant team here now I can find the general Channel which is where I want to share this email I'm going to select General and I can now also include a message this is really helpful because when the email Isn't shared into that team we can also put a bit of guidance around it in that I potentially might say here while I want my team to consider or refer to an email or even do let's go ahead and type in a short message once that's done we'll go ahead and click on the share button and we're now see the dialog change and say your email is on its way to teams so in the team here we can now see under the general channel that email has been shared it includes a short message and it also includes all importantly that email which we now see inside of our team and this is what I mean by cutting down all of those emails very simply your colleagues and yourself can click on reply and reply in line to that email on your own thoughts there's no need to hit replying Outlook and start that email conversation we can even do reactions and so forth and bring that into that conversation View and give the whole team access to that email so a super simple way to share an email from within Outlook into Microsoft teams but there are also additional options by using that process so here I am back in Outlook and also looking at that same email message this time again I can go to share to teams via the teams button in Outlook and this time rather than sharing it to a channel that I belong to inside the Microsoft teams you can actually see see that the email had multiple participants on the email so you can automatically see that the shared teams dialogue notice this and then Define the people within the email internally I can then select this here and it'll populate the share to teams dialog with the individuals on that email so you may think well what's the difference then because surely that goes into a channel right and it doesn't it actually be sent now as a Microsoft teams chat message and it'll start a group chat with these people on the thread so once again we can go ahead and type a message and then again click on share and we'll see how that looks in Microsoft teams chat hey all there's no need to adjust your YouTube sets I'm here to tell you a little bit more about what we do as a company so your 365 coach has been set up to help you your team and your business succeed when it comes to Microsoft 365 whether you want to take our training and tell your expertise to the next level or have one of our team including myself help you on that Journey with getting things right in Microsoft 365 we can certainly do that as well so if you want to find out a little bit more what we do head to link below and not only that you'll even find a free ebook you can download with loads of tips and tricks in Microsoft 365 so let's get back to that video content and keep empowering you to do more in Microsoft 365 and here we are back in Microsoft teams chat we can see that automatically Microsoft teams created this group chat and then also posted the email that once again people can reply to or add their thoughts in this conversation Fred so a super easy way to start a group chat in relation to a single email and a tip that we normally have here as you can see has the people's names as effectively the Fred but if you're not happy with that I want to change it see how quick access in the future for both you and your colleagues in that group chat just click on the pencil icon at the top and you can rename this chat this email was all related to stock prices so let's go ahead and update the group name to the stock price review once we do that and then click on save that now will be updated on our teams group chat for all the participants meaning we can easily get back and know what this chat refers to but that's just one way we can share an email in teams and file it into our Microsoft team we also have another way we can also use to do this head into your Microsoft team through the teams dialogue and also select one of the channels that you want to work in now once again we'll use the general Channel inside of my x1050 launch Team and this time I click on the freed up menu and I can select get email address now once I do that you'll then see that Microsoft team which can generate you an email address that we can now send an email to that automatically files your email that people have access to in your Microsoft team so if I don't copy this email here this email address I head back into Outlook and once again I can open another email this time instead of clicking share to teams I can very simply click on forward and then paste in that email address that we've got for our general channel in my launch Team when I select the recipient I can then add further detail just like I would on any other email I could further add formatting or add more guidance notes to the team members which I'll do now inside of this email and once that's done go ahead and click on the send button and send that email into teams and so how does that look in teams well pretty similar in this scenario we can see that it was actually sent via email we can see the comments I had at the top of the email which was actually an email buddy itself and I can also see the additional email and all of those recipients I can also view the original email which will then effectively open by downloading it to your local computer that's a very simple way for you to go ahead and then send an email into your Microsoft team so you don't have to click on share to games every time but you do need to generate that email address for the relevant channel that you'd like to effectively send an email into so these are all great ways to share email but you may also feel that you don't want your email to appear in the posts maybe that's cluttering up the view or just not needing we need to file that email for a record of some type so is there a way that we can save as an email in Outlook and put it in to our Microsoft team and the answer is yes we can use the power of the OneDrive sync tool that you probably already have on your computer to use a sync process to achieve that I'm going to go ahead into the files tab in my general launch Team area and we're going to go ahead and click on open in SharePoint this will now open the files tab inside of SharePoint where a specific option we need will be present for us then once you've opened it in SharePoint we now want quick access to this General folder what I can then do is click on add shortcut to OneDrive to add this folder into my OneDrive that will give us the ability to drag and drop and save files into this folder I'll have it all synced back into teams so let's go ahead and select add shortcut to OneDrive and once that's done it'll take a few minutes to update on your computer but if you're running the OneDrive sync tool shortly after in your OneDrive folder on your computer you're going to go ahead and see this folder that's now appeared in your OneDrive and there we have it we have our folder I can now double click into this and I can see all of those emails I've been filing but importantly as you mentioned those all appeared in the post tab so instead let's go back into Outlook this point and we're going to go ahead and pick up one of our emails and we're then going to save it into that team here I have an email here I can double click into that email and then click on file save as and I can then save into a location of my choice I could therefore go into my OneDrive and I could look for that General channel for the x1050 launch Team double click into it and I can save my email here I can even give it a more descriptive file name I'm going to go ahead and then click on Save and once that's done we head back into that folder on your OneDrive you'll then see your contract signing email is now present in your OneDrive folder but the good news is that sync tool you have running on your computer is syncing that email back into teams so if we head back into Microsoft teams and we take a look in this area for our documents and general area reopening it here we now see the contract sign-in email has been filed into teams yes it did not appear on the post as we can see here but importantly exists in files that means when we click into contract signing we can have access to that email that's really important for a project or for you to keep inside of your team but it isn't cluttering your view of the posts so a simple way there outside of the two options to share an email into teams and also another option to send an email via an email address you can use the power of OneDrive and the sync tool to save as an email and bring it into your Microsoft teams file storage area as well so that's it you now know a number of ways to follow that all-important email into Microsoft teams meaning you can use the all the great features of teams and also get those emails out of your outlook and stop hitting reply all them forward when it comes to sharing those emails if you like this video we'd love it if you hit that like button comment and also hit that subscribe button to find even more great content like this and otherwise we'll be seeing you in the next one [Applause] foreign [Music]