Optimizing Outlook Through View Management

Optimizing Outlook Through View ManagementTips for Getting More Done With Microsoft Outlook

By Nate Justwww.N8tip.com

This presentation will cover:

• Why using “views” is so important.• Which views are recommended for “working”

and which are best for “planning.”• How to set up views.• Other tips for optimizing views.

©2007 All Rights Reserved by Nate Just - www.N8tip.com

Optimizing Outlook

The Importance of View Management

• We think about & process whatever’s “in our face”

• If we’re not purposeful about setting up our environment (physical or electronic) we can be more susceptible to distraction

• Distraction = Productivity Losses!


Working View

• What’s a “working” view?– The primary view you use to prioritize your work.– The view that is opened most often– The screen you use to help you decide what’s next

after completing the previous activity.– Can be thought of as your “target” for getting

things done.


Optimized Working View


The Calendar is best reserved for

“timed” activities and events.

The Task Pad drives activity in-between

meetings

Recommended working view for OL 2003 “5 day work week” with “Task Pad”

Working View Set UpSelect “View”, then “Task Pad” to add it to 5 Day Calendar View


Working View Set Up


Task Pad will then appear on the right hand side of screen

Working View Set Up


Drag border to widen the task pad for better visibility



Working View Set Up


Right click in the empty area shown to update settings

Working View Set Up


Select “Task Pad View”, then select “Today’s Tasks” & “Include Tasks With No Due Date”



Now the Task Pad shows only tasks with a Start Date that has already arrived

(not tasks with start date’s in the future)

Planning View

• What’s a “Planning” view?– It’s the “big list” of every single active task.– Usually used at the beginning or end of each day

to readjust priorities.– Great view for project planning.


Planning View


You can navigate to the “Planning View” from the “Working View” by selecting “Tasks”

Planning View


Here is the recommended Task Planning View – Notice all task’s grouped by “Start Date”

This view is best used at the beginning or end of each day to adjust tasks using

“Start Date”

Planning View

Why use the “start date” model? Outlook is most useful when proactively managed

by Start Date. Trying to prioritize by Due Date promotes the bad

habit of procrastination. Adjusting tasks based on start date breaks your

work into bite sized pieces. It optimizes the “working view” by only showing

today’s tasks in the task pad (looking at a list too large can be overwhelming)


Planning View Set Up


Select “Simple View” from the task menu.



Right click on “Due Date” sort field to select “Customize Current View”



That will open the Customize View dialogue box. Now, select “Fields”



Then select “Due Date” from list and click “Remove”.



Next select “Start Date” from the available fields list, then select “Add”



Select “OK”.

Planning View


Now, lets “group” the tasks by Start Date



Select “View”, then “Arrange By”, then “Show in Groups.”

Optimized Planning View


Now you’ve optimized your task planning view

Setting Start Date


To open a task from the Working View, double click it

Setting Start Date


To set Start Date for an opened task click the “drop down”

Setting Start Date


This opens a mini-calendar … select the desired start date by clicking on it

Setting Start Date


This opens a mini-calendar … select the desired start date by clicking on it

Setting Start Date


You’ve just set the Start Date

Notice that the Due Date is also

automatically set for the same day

Setting Start Date


Now, select “Save And Close”.

Start Date Trick


You can type words like “tomorrow”, “now”, “2 Weeks” etc. directly into the Start Date field

Type your desired start date directly

into the field.

Outlook Start Up View

Next, lets optimize your Outlook “Start Up” view.

What’s the Outlook “Start Up” view? It’s the first screen you see after launching Outlook

(usually your email inbox)Why change the Start Up view?

Because you think about whatever’s in your face. To take full advantage of outlook as a prioritization tool, its best to start in the “working View”.


Other Optimization Settings


Select “Tools”, then “Options.”

Changing the Start Up View


Now, select “Advanced Options”



This will opens the “Options” dialogue box … Select the “Other” tab.



Now Select “Browse”.


This will open a folder list … select “Calendar”, then “OK.”



Now when launching Outlook, you will be directed to your “Working View” instead of the email inbox.

By launching your “working view” first, you can quickly glance at your day before

processing email.

This more proactive approach will make you much more

productive.

When you begin your day by checking email first, you’re just

asking to get side tracked

N8tip

For more productivity tips check out:www.N8tip.com ©2007 All Rights Reserved by Nate

Just - www.N8tip.com

http://www.n8tip.com/

Date post:	18-Oct-2014
Category:	Technology
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Optimizing Outlook Through View Management

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