Managing emails doesn’t have to be overwhelming—especially in highly regulated industries like healthcare, legal, and defense contracting, where secure and efficient communication is critical. For SMBs and DoD contractors navigating HIPAA, FINRA, and CMMC compliance, leveraging the full capabilities of Microsoft 365’s Outlook can streamline workflows, improve security, and enhance team productivity.
As a trusted managed IT services provider, Tower 23 IT helps businesses in San Diego, Phoenix, and Tucson optimize their Microsoft 365 environments to meet compliance requirements, safeguard sensitive data, and drive efficiency. Here’s how you can make the most of Outlook’s advanced features.
Classic Outlook vs. New Outlook: Which Should You Use?
Microsoft offers two versions of Outlook:
- Classic Outlook: Bundled with Microsoft 365, this version is the recommended option for businesses because it supports compliance-ready security features and integrates seamlessly with OneDrive, SharePoint, and Teams.
- New Outlook: Intended to replace Windows Mail and Calendar apps but lacks critical business features. For now, businesses should stick with Classic Outlook, which Microsoft will support until at least 2029.
For organizations handling sensitive client data or financial records, staying with Classic Outlook ensures access to all necessary compliance and security features.
Key Outlook Features That Boost Compliance and Productivity
For SMBs in regulated industries, Outlook in Microsoft 365 offers powerful tools to enhance email security, streamline communication, and maintain compliance standards.
1. Customize the Ribbon Toolbar for Faster Workflows
If your team frequently manages client data, case files, or patient records, customizing the Ribbon toolbar can improve efficiency by prioritizing essential tools.
- Simplified Ribbon: Best for employees who need a clean, easy-to-navigate interface.
- Classic Ribbon: Ideal for power users handling compliance-heavy tasks like email encryption and secure file sharing.
Customizing the Ribbon with quick-access buttons for encrypting emails, adding sensitivity labels, or archiving messages for compliance can save time and reduce errors.
2. Secure and Efficient Email Search
Compliance audits and legal reviews require retrieving emails quickly and accurately. Instead of digging through thousands of messages, use Outlook’s advanced search bar to:
- Filter messages by unread status, attachments, and importance
- Search using compliance-related keywords such as "HIPAA report" or "contract update"
- Instantly locate legal or financial documents for audits
Training employees to use search commands like “Alt + Q” can help ensure critical emails are always accessible when needed.
3. Research Without Leaving Outlook
Outlook allows users to conduct web searches directly inside emails without switching tabs. This feature is particularly useful for:
- Legal teams conducting quick case law lookups
- Healthcare providers checking medical references
- DoD contractors reviewing compliance guidelines on government sites
Enabling Microsoft’s Intelligent Services allows users to search for definitions, regulations, and industry standards without leaving their email inbox.
4. Enable Focused Inbox for Smarter Email Management
For professionals handling sensitive information, Focused Inbox prioritizes important emails while filtering out distractions.
- Focused Tab: Displays high-priority emails from clients, regulators, and legal teams
- Other Tab: Stores newsletters, promotions, and non-essential updates
Businesses can train Focused Inbox by moving messages between tabs to ensure critical communications never get lost.
5. Use the Archive Folder for Secure Record Keeping
Compliance standards require businesses to store email records securely. Instead of cluttering an inbox, use Outlook’s Archive folder to retain emails without deleting them.
- Ensures emails remain accessible for audits
- Supports compliance with HIPAA, SEC, and CMMC record-keeping requirements
- Allows automated retention policies to manage archiving processes
By implementing automated retention policies, businesses can ensure email storage aligns with industry regulations.
6. Attach Files Securely with OneDrive and SharePoint
Rather than sending large email attachments, businesses should leverage OneDrive and SharePoint to store and share files securely.
- Attach recent files instantly using Outlook’s smart attachment feature
- Send secure OneDrive or SharePoint links instead of attachments
- Control access with passwords or expiration dates to prevent unauthorized sharing
For additional protection, enabling Microsoft 365 Sensitivity Labels allows organizations to classify documents and automate encryption based on data sensitivity.
Optimize Outlook and Microsoft 365 with Tower 23 IT
For businesses in compliance-driven industries, using Microsoft 365 correctly is critical for security, efficiency, and regulatory adherence. Tower 23 IT provides:
- Managed Microsoft 365 Support: Full setup, security, and compliance configuration
- Email Security and Encryption: Protection against cyber threats and unauthorized access
- Microsoft 365 Training: Training employees to maximize Outlook’s capabilities
Need expert IT support? Contact Tower 23 IT today to learn how we can optimize Microsoft 365 for your business.
