USE MS OUTLOOK EFFICIENTLY

Saad Abdul WahabJoint Manager HSE, OD & Audits

SMART OFFICE MANAGEMENT SERIES - SESSION 1

What you should not expect from this session?

Outlook Myths

Learn by doing

Agenda• 1. Outlook basic setup

a) Set view and Navigation Panesb) Create Folders to manage Archive Emailsc) Create more room for Foldersd) Create extra calendar view window e) Show tasks at the bottom of the calendarf) Turn off mail and task notifications

• 2. Take control over your Inboxa) Create Outlook rules b) Converting mail to tasks c) The 4 D’s d) Managing your tasks with your calendar

• 3. Use of Folder structure and Categories to achieve your goals and objectivesa) 1. Create your folder and category structure. b) 2. Are you using the time on the right things? c) 3. Are your tasks aligned with your goals and objectives?

Some useful Tips

OUTLOOK BASIC SETUPSet View and Navigation Pane

OUTLOOK BASIC SETUPCreate Folders to manage Emails

OUTLOOK BASIC SETUPCreate more room for Folders

OUTLOOK BASIC SETUPCreate more room for Folders

OUTLOOK BASIC SETUPCreate extra calendar view window

OUTLOOK BASIC SETUPShow Tasks at the bottom of the Calendar

OUTLOOK BASIC SETUPTurn off mail and tasks notifications

Take Control over your InboxEmail Searching Options

Take Control over your InboxCreate Rules

Take Control over your InboxCreate Rules

Unread folderColor Categorization

Create New Color CategoriesFilter on Colors

Be smart when working in the InboxDo you start at the top, bottom, or scanning all mails in your Inbox to find the most urgent mail?

Take Control over your InboxCreate Rules

Conditional Formatting

Color / Fonts Settings

Take Control over your InboxConverting mail to tasks

Take Control over your Inbox

The 4 D's

Do now This will normally mean you answer the mail, talk to someone, deliver something etc. When you are done, you can either archive it in the right folder, or you can delete it.

Take Control over your InboxThe 4 D's

Delegate The simplest would be just to forward the mail. After you have done so, delete the mail, or archive it in the right folder. If you want to follow up on the task, you can flag the mail with a date in the future you want to follow up on it. It will then turn up on that day in your task list.

Take Control over your InboxThe 4 D's

DeleteSelf explanatory :-)

Take Control over your InboxThe 4 D's

Do later Decide when to do it, and flag it. Right click in the Flag field, and chose one of the pre- defined flags. Next Week will create a task with start date on Monday, and end date on Friday.

Take Control over your InboxQuick Steps for “The 4 D’s

Take Control over your InboxManaging your tasks with Calendar

Use of Folder StructureAnd Categories to achieve trackYour Goals.

Create your folders and category structure

Are you using the time on the right things?

Are your tasks aligned with your goals?

User of Folder StructureAnd Categories to achieve trackYour Goals.

User of Folder StructureAnd Categories to achieve trackYour Goals.

Useful TipsCareful selection of Reply not Reply AllAddress when ready to sendStoring Emails in related project folderAttach first , then composeAuto address selectionClean folder policySome emails should be deleted immediately