How Can I Automate My Outlook Email Management

In today’s fast-paced world, managing emails can be a time-consuming and overwhelming task. Fortunately, Microsoft Outlook offers a variety of features that allow users to automate their email management process, saving them valuable time and effort.

This article will explore the various ways to automate email management in Outlook, including setting up rules and filters, creating automated email responses, using add-ins and third-party tools, automating email archiving and deletion, and integrating with other productivity tools.

Introduction to Outlook Email Management

For most professionals, email is an essential tool for communication. It is easy to send and receive messages, but managing your inbox can be a challenge, especially if you receive a high volume of emails every day. With Outlook, you can manage your email efficiently and automate many of your daily tasks.

What is Outlook Automation?

Outlook automation is a feature that allows you to create rules and filters to automate email management tasks such as sorting, forwarding, and responding to emails, among others. The automation feature uses predefined conditions to execute the tasks, saving you time and effort.

Setting up Rules and Filters for Email Sorting

How to Use Rules and Filters to Automate Email Sorting?

Outlook allows you to create rules and filters based on specific conditions. These conditions can be based on the sender, subject, date received, or keywords in the email body. Once you have created your rules and filters, Outlook will automatically sort incoming emails into designated folders.

Examples of Common Email Sorting Rules and Filters

Some common rules and filters for email sorting include sorting emails by sender, domain, or subject. Additionally, you can create folders for newsletters, receipts, or emails from specific clients or customers.

How to Set Up Automated Email Responses in Outlook

Outlook allows you to create automatic responses to specific emails or to any incoming email. To set up automated responses, you can create a message template, set predefined conditions, and specify the recipients and timeframes for the automatic responses.

Automated Email Responses

Automated email responses can be useful for out-of-office notifications, customer service inquiries, or general acknowledgements of received emails. These responses can include greetings, sender information, and links or attachments. With automated responses, you can ensure that your contacts receive a prompt reply, even when you are unavailable.

Automating Email Archiving and Deletion

If you have a cluttered inbox, automating your email archiving and deletion can help you maintain a clean and organized system. Here’s how.

How to Archive Emails Automatically

Outlook has a built-in auto-archive feature that allows you to automatically archive emails that are older than a specified date. You can also create a custom archive rule to archive emails based on specific criteria, such as sender or subject. To set up auto-archive, go to File > Options > Advanced > AutoArchive Settings.

How to Delete Emails Automatically?

To automatically delete emails in Outlook, you can create a rule that moves certain emails to the trash or deletes them permanently. For example, you can create a rule to automatically delete any emails from a particular sender or with a specific subject. To create a rule, go to Home > Rules > Create Rule.

Tips to Optimise Outlook Email Management Automation

To optimise your Outlook email management automation, consider starting with small and simple rules before moving on to more complex ones. Additionally, regularly review your automation rules to ensure they’re still relevant and effective. Finally, don’t forget to keep your inbox (or your manager’s) organised even with automation – it’s still important to regularly review and clean out your inbox.

In conclusion, automating your email management process in Outlook can help you save time and increase your productivity. By using the various features and tools available within Outlook, you can reduce the time you spend on email management and focus on more important tasks. Applying the best practices for Outlook email management automation can help you stay organised and efficient in your daily routine. We are a specialist in PA and Outlook training, you can see details of our Outlook training here.


What Power BI is used for?

The modern business world is data-driven. All types of organisations need powerful tools to make sense of their data and gain valuable insights. Microsoft Power BI is a comprehensive suite of business intelligence (BI), reporting, and data visualisations. This enables individuals and teams to bring their data into meaningful dashboard summaries.

Power BI uses

The programme has a user-friendly interface and seamless integration with other Microsoft products. Power BI has become a popular choice for businesses worldwide. It is also used in all types of jobs and businesses. In more specific terms, let’s explore what Power BI is used for.

1. Quick and Easy Setup

With Power BI, you can hit the ground running and start gaining insights quickly. The setup process is straightforward, and you don’t need extensive training to get started. Additionally, Power BI offers pre-built dashboards that can work with popular systems like Salesforce and other systems that generate big data enabling you to leverage your existing data sources right away.

2.  Integrated Publications

Gone are the days when people used to email large files or store reports on shared drives. Power BI provides a centralised platform where analysts can generate reports and visualisations. Once uploaded, the data is automatically refreshed whenever your data is updated, ensuring that everyone has access to the most up-to-date information. This streamlined approach improves the sharing of data across your organisation.

3. Real-Time Data and Visuals

In today’s fast-paced business environment, real-time information is crucial. Power BI allows you to create dashboards that update in real-time. It provides you with the ability to monitor key metrics, identify trends, and make data-driven decisions that are totally real-time. Whether you’re collecting data from HR, market research, finance, social media sources, or any other time-sensitive data stream, Power BI can handle it all.

4. Customisable Navigation and Security Features

Power BI offers the ability to customise options and meet your unique requirements. With the “app navigation experiences” feature, report developers can tailor the navigation within Power BI apps. It is, therefore, easier for viewers to find relevant content and understand the relationships between different reports and dashboards. Furthermore, Power BI enables the implementation of row-level security (RLS) access filters, this means that users can only see data that is relevant to them. This feature mitigates the risk of unauthorised access and provides peace of mind when dealing with sensitive information.

5. Cortana Integration

Seamless integration with Microsoft’s digital assistant, Cortana, gives Power BI the advantage over other business intelligence tools. Users can leverage Cortana’s natural language processing capabilities to verbally ask questions and access charts and graphs within Power BI. This voice-activated functionality is particularly useful for users on the go, allowing them to interact with their data hands-free.

6. Artificial Intelligence Capabilities

Power BI harnesses the power of artificial intelligence (AI) to take data analysis to the next level. Users can leverage image recognition and text analytics, create custom machine learning models, and integrate with Azure Machine Learning. These AI capabilities provide advanced insights and predictive analytics, empowering businesses to make proactive decisions based on data-driven forecasts.

7. Microsoft Ecosystem Integration

As part of the extensive Microsoft ecosystem, Power BI seamlessly integrates with other Microsoft solutions such as Azure data services. This integration allows you to streamline your data analysis workflow. Power BI’s compatibility with Azure Machine Learning further enhances its capabilities by providing a comprehensive platform for advanced analytics and data exploration. You can find us how to use Power BI, with our courses that are provided by Microsoft Learning Partners.

However, it’s worth noting that Power BI Desktop, the authoring tool, is not available for Linux or Mac operating systems. If your organisation operates solely on these platforms, alternative solutions may better suit your needs.

Alternatively, you can make the most of Power BI by using it in conjunction with a third-party cloud-based service, to ensure a smooth data ingestion process. With it, you can simplify data replication from various sources into a centralised data warehouse.


How to start an HR Career with an HR Assistant Job

Are you looking for a rewarding, meaningful career that allows you to help people grow? If so, then an HR Assistant may be the perfect fit. An HR Assistant is responsible for essential Human Resources (HR) tasks.

This includes helping with recruitment processes, onboarding new employees, managing employee records, and filing paperwork. It also involves ensuring compliance with labour laws and regulations and supporting staff members when needed. You can get exposure to the entire HR process. Becoming an HR Assistant can be a great way to make use of your skills while making a positive impact in the workplace.

In this article, we’ll provide an in-depth look into how to start an HR career as an HR Assistant. We’ll talk about the experience and knowledge needed, the best ways to network and find job openings, and other helpful steps you can take when beginning this rewarding path.

Overview of an HR Assistant Job

Before we dive into the specifics of how to become an HR Assistant, let’s take a closer look at what this job entails.

The primary focus of an HR Assistant is to support employees and maintain accurate records. This includes scheduling interviews and orientations, monitoring employee attendance and performance, ensuring compliance with labour laws, processing payroll information, and much more. An HR Assistant must also be familiar with organisational procedures for recruitment and selection processes. They must be knowledgeable about their company’s policies and practices to help ensure that they are followed correctly.

In addition to these tasks, an HR Assistant may be called upon to guide benefits packages or other available resources for employees. They may also need to handle disciplinary actions or provide support for employees who are seeking career advancement.

HR Assistants must remain up-to-date on changes in the field, technological advancements and other areas related to Human Resources. This will help ensure they can provide accurate information and assistance when working with staff members.

Educational Requirements & Experience

To become an HR Assistant, you must have a high school diploma or equivalent. Some employers may prefer applicants with a degree in Human Resources, Business Administration, or a related field.

In addition, previous experience in customer service, office administration, or another administrative role is often preferred. Many employers also seek applicants with experience working with various computer software and databases.

Networking & Job Searching

If you’re looking to break into the field, reaching out to contacts in your network who are already employed in the HR department is essential. They may be able to provide insight on current openings or even refer you directly for an interview. You can also look for job postings online or through your college’s career services office.

Taking advantage of professional networking events or conferences in your area is also a good idea. These can provide great opportunities to connect with other HR professionals and build relationships that could lead to future job openings.

When applying for an HR Assistant role, emphasize your customer service and office administration background. Demonstrate how you would be a valuable asset to the team by highlighting your attention to detail and organisational skills. If you want to learn more about a career in HR, please see our HR Courses. We have a range of courses, including HR Assistant Courses, Introduction to HR Courses and Microsoft Office / IT Courses for HR.

Final Thoughts

An HR Assistant is an excellent choice for those looking to build a career in Human Resources. With the proper education and experience, you can find plenty of opportunities to work with employers looking for talented team members.

If you’re passionate about helping people grow and positively impacting the workplace, becoming an HR Assistant could be a wonderful fit. Take advantage of networking events, job postings, and other resources available to help start your path today!

Souters offers IEAA Courses

We are pleased to announce that the Institute of Executive Assistants (IEAA) has accredited Souters Training. This means that we are now able to offer Virtual Classroom courses for the entire IEAA qualification. This includes Executive Assistant Qualifications and Office Manager Qualifications.

The IEAA is an accrediting body that offers professional qualifications to Executive Assistants, PAs, Office Managers and other related admin professionals. The qualification offers learners the ability to progress their careers from beginner levels through to advanced levels.

There are two qualification frameworks. There is a qualification for Executive Assistants and the other is for Office Management.

Executive Assistant Qualifications

We are able to offer the entire Executive Assistant Qualification. This includes Certificate Courses and Diplomas. You can see the list of qualifications listed below:

Diplomas for Executive Assistants and PAs

  • Level 5 – Executive Assistant Diploma
  • Level 4 – Executive PA Diploma
  • Level 3 – PA Diploma

Certificates for Executive Assistants and PAs

  • Level 5 – A selection of Advanced Business Skills Courses
  • Level 4 – Executive PA Course
  • Level 3 – PA Course

The mix of skills covered and qualification outcome complements the advancement of Executive Assistants, executive PAs and PAs in their respective careers. It enables you

Office Management Qualifications

We are able to offer the entire Office Management Qualification. This includes Certificate Courses and Diplomas. You can see the list of qualifications listed below:

Diplomas for Office Managers and Administrators

  • Level 5 – Advanced Diploma in Office Management
  • Level 4 – Office Manager Diploma
  • Level 3 – Administration Diploma

Certificates for Executive Assistants and PAs

  • Level 5 – A selection of Advanced Business Skills Courses
  • Level 4 – Office Manager Course
  • Level 3 – Administration Course

The mix of skills covered and qualification outcome complements the advanced of Office Manager and Administrator careers.

Executive Assistant Qualifications

Our status working with Microsoft Academies means that we are able to offer all of the IEAA training courses that focus on Microsoft Office training courses. This ensures that we have been able to offer the full range of IEAA qualifications. Anybody interested in finding out more about these courses and qualification, please feel free to contact us.

What is Finance for Non-Finance Training

Many people have been asking what is Finance for non-Finance training. In essence, Finance for Non-Finance training courses is designed to assist the non-finance professional in gaining an understanding of key financial concepts and terminologies. This is because higher-level managers tend to increasingly be exposed to Financial information.

Why are non-Financial Managers keen to learn more about Finance?

  • The higher you are in an organisation or company the more likely that you will have responsibility for a budget and meeting targets. You are most likely to interact with targets (KPIs) or be purely based on Finance.
  • Business and Finance are increasingly integrated. This means that the Financial department of the company is increasingly interacting with different areas of the business. However, this also means non-financial managers are increasingly interacting with Finance and need to enhance their skills and knowledge in this area
  • Technology is improving and it is increasingly the case that more sophisticated financial analyses and reports are available to a wide range of managers. Therefore, there are more requirements for all management to up their financial skills.

What do I need to learn in a Finance for non-Finance Managers Course?

The most important aspects of Finance for non-Finance Managers training courses are to gain the ability to read and understand Financial Reports.

Here is a list of key items the majority of non-financial managers aim to learn:

  • How to understand the Balance Sheet
  • How to understand the P&L
  • How to understand Cash Flow Statement
  • How do we interpret financial health from the Financial Report
  • What is Debt, Equity, Liquidity, CAPEX, Working Capital and other key financial terms
  • What are Budgets and Forecasts – how do we create and interpret them
  • How can I make business decisions with financial information?

The most important of all is the ability to be able to grasp how finance connects to the business reality. This will empower you to make decisions and present the outcome in a manner that will suit Finance.

What is Finance for Non-Finance Training

Gaining Finance skills is vital to the management and it will enable you to confidently make the business decisions that are required to be a success. This is the weakness that many managers complain about and this can impede career progression.

You can find out more about Finance for non-Finance training with Souters via this link: CLICK HERE. All training is accredited by CPD Standards and we have an impressive list of qualifications.

Career Change to become a Team Secretary

A career change case study. Meet Susan Stoke who managed to take the PA Diploma and successfully make a career change. She moved from being an English Teacher in Portugal to become a Team Secretary. She actually gained a role with a salary at the top end of the salary range, despite making a career change. She got the job straight after completing the course and she has never looked back.

Successful Career Change

Prior to your Souters Course, what was your employment situation?

I worked as an English teacher at a private school in Portugal for over five years.

After taking the Souters Courses, what is your current job?

I have just been appointed as Team Secretary/Receptionist for a company in London.

Why did you decide to take a Souters’ course?

After several years as a teacher, I really needed to refresh and update my skills in order to gain the knowledge and confidence to re-join the job market. This paid off well as I started my new job within 1 month of completing the course.

What courses did you complete at Souters?

I enrolled for the Secretary / PA Diploma.

What did you enjoy about the courses?

Being a teacher, I appreciated the structure and confident delivery of the course. The expertise and flexibility of the tutor was very professional and much appreciated.

“Got a High Paying Job after the Course”

In what ways do you feel that the course has benefited you?

As I was working abroad for such a long time, I needed to be catapulted into the job market. The course was ideal as it was intensive and conducted over a short period of time. Most importantly, I got a job!

Secretary Jobs

Were you able to get a job following your course?

Oh, Yes! I was offered a salary at the top end of their salary range.

In particular, how has the course benefited your career?

The course gave me confidence and updated my skills; plus I learned new skills.

What do you advise to anyone who is considering taking the course?

I would say that they should go for it as they will gain the necessary skills and knowledge much needed by any employer. It is a huge asset for your CV.

Career Change

Following her course, Susan Got a Team Secretary Job

What are your future aspirations in your career?

My aspiration for the future is to continue developing my skills, where needed, so as to be a greater asset to the company.

Would you consider taking another course to further your career and skill set?

Yes, I would like to take the Minute Taking Course.

COVID-19 Update: Virtual Classroom Training Courses

Over the past year, Europe has seen a dramatic rise in the outbreak of the COVID-19. Souters is offering Virtual Classroom Training Courses. This has led to companies sending their employees home, some are in isolation and some are working remotely from their homes.  This has also caused many people who are working from home to be looking to take part in training courses to use slack time effectively.

Virtual Classroom Training Courses

Souters has been delivering training courses in Virtual Classrooms to corporations across the world. Our trainers have excellent feedback and experience from learners who have elected to take virtual classroom training.

How is virtual training different to online training?

With online training courses, you have to either read text, answer set questions or watch pre-recorded videos. This method of training is popular, but it lacks interactivity and discussion.

With Virtual Training, we set up a Virtual Classroom that enables a live tutor to speak to you completely interactively. You can see and hear them and you can see and hear your fellow students. Additionally, there is a virtual whiteboard, chat boxes and audio-visual learning aids to enhance the learning experience. Our senior trainers have delivered this format of training across the World; here are some of the comments from students.

Testimonials for Virtual Training:

“The course was interactive. Lots of opportunities to ask questions” – W Slooterman, based in the Netherlands

“Going through real case studies in the training and active interaction between the trainer and the attendees were the most enjoyable parts of the training course. He had great presentation skills and ability to make everyone comfortable and to participate in the discussion” – G Braga, Senior Manager

“I like the trainer a great deal, I think he is an excellent trainer. Wish I had had him at uni. I might have attended a few more lectures” – P Buchan, Oracle

These are just a few of the countless testimonials that we have from our Virtual Training.

Benefits of Virtual Classroom Courses

  • Gain from the expertise and discussion with your live trainer in the virtual classroom environment
  • Gain the interaction and direction, normally only enjoyed in live classroom environments
  • Avoid the potential issues with the classroom environment in London, Amsterdam and Manchester
  • Gain accredited professional qualification and the same qualification as the classroom version of the course
  • Take part in training from anywhere in the world and avoid travel costs

What Virtual Classroom Training Courses are available?

  • PA Course
  • PA Diploma
  • Executive PA Course
  • Executive PA Diploma
  • Office Manager Course
  • Office Manager Diploma
  • Administration Course
  • Administration Diploma
  • Introduction to Human Resources
  • Finance for non-Finance Courses
  • Bookkeeping Course
  • Finance Diploma
  • Bookkeeping Diploma

CPD Accreditation

All of the courses are accredited by the CPD Standards. This means that the courses will bring certification and professional qualifications.

CLICK HERE to find details of bookable Virtual Classroom courses.

Great Administration, PA and Executive PA Jobs in London

Here is a selection of some great new Executive PA Jobs. There is a wide variety of Executive PA roles here. There are fixed-term contracts and temporary jobs. There are some highly prestigious employers and locations to work.

Read carefully the job descriptions and apply as soon as possible.

Executive PA Jobs

The below Executive PA and EA jobs are ideal for people who have taken our Executive PA Courses. To find out more about training please CLICK HERE.


Executive Assistant in the UAE

20,000 AED per month



To find out more
about this Executive Assistant role, please go to More information on role here


Team Assistant in London West End

Mayfair based


£35,000 – £40,000

To find out more
about this role, please go to: More information on role here



How Can I Get a Job as a Project Assistant

London is a great city to find a job that pays well. However, when you are starting your career, it is difficult to choose the best job option. Some jobs are dead-end jobs with little chance to get ahead. Project Assistant Jobs are not like this at all. Project Assistants get vital Project experience on their CV and this enables them to move up to highly paid Project professionals. Many become Project Managers that lead teams.

Project Assistant Jobs

This naturally means the possibility to get a role that is high paying. However, it is necessary to have the correct skills to become a Project Assistant. There is a mixture of skills that are required to get this Project Job.

  • Administration Skills
  • Time Management Skills
  • Meeting deadlines
  • Project Management Knowledge
  • Good Excel Skills
  • PowerPoint Skills
  • Communication Skills
  • Good Business Writing
  • Team working
  • Flexible and Adaptable abilities

Some of these are soft skills (people skills), but they are more essential for Project Assistants than other professions at a similar level. This is because it is a people-facing job. There are often difficult situations in Project Management that will clever usage of interpersonal abilities. However, a knowledge of Project Management is needed.

Careers in Project Management

This means that you need to take Project Management training to learn some practical concepts in Project Management and some of the Project Management models. This can be gained in a short course such as this CPD Accredited Training program, CLICK HERE.

This gives the skills and relevant qualifications, without this you may struggle to get a Project Assistant Job in London. Once you possess this base of knowledge, you can move into a job and potentially continue training in the field.

Many will opt to improve their career options by taking a qualification such as PRINCE2, Six Sigma, AGILE, Waterfall, PMP Certification or another.

A successful PA, who got her dream job in London

This interview with Sarah Clarke is a great career story. Sarah was a teacher who needed to alter her career. She took our Executive PA Diploma and managed to find a great new PA Job in a prestigious Oil and Gas Company.

Prior to your Souters Course, what was your employment situation?

I was a teacher

What is your current job?

Front of House PA in an Oil and Gas Company

Why did you decide to take a Souters’ course?

To gain an insight into the role of a PA and how Executive Assistants relate to Executives

PA Careers

What courses did you complete at Souters?

Executive PA Diploma

What did you enjoy about the courses?

They were taught by people with professional backgrounds in a live tuition format; however, I could take my time to complete exams.

In what ways do you feel that the course has benefited you?

I have gained all the fundamental skills needed to perform the job; the IT skills have proven particularly useful.

Were you able to get a job following your course?

Yes; the course gave me an edge because the fact I persevered and passed all the exams showed a level of commitment which impressed the employer

In particular, how has the course benefited your career?

It has given me the confidence to apply for jobs which I otherwise would not have considered

What do you advise to anyone who is considering taking the course?

100% Go for it!

What are your future aspirations in your career?

I am hoping to move up to more senior PA and then EA positions

Would you consider taking another course to further your career and skill set?


New PA Job

Sarah has shared her story with us and it is an excellent example of how the correct training course, qualification and transferrable skills make a successful career change possible. PA Careers are a great option, as with the correct amount of experience, skills and Executive Assistant qualifications, many people can progress to high paid Executive Assistant jobs. Salaries in this area can be very good and the job content can be challenging and interesting.