Productivity Primer: Outlook Tips and Tricks to Manager

E-mails and Multiple Priorities

More than 4,000 graduates have

used this program to manage

their time and workflow more

effectively. Learn how you can

‘work smarter, not harder!’

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Session Objectives

• Explore tips to manage e-mail

• Develop and use a DAM to set-up, track and

manage prioritized tasks

• Maximize Outlook features to work smarter, not

harder

Use Your In-box Effectively to Manage Incoming Messages

• Keep incoming items together• Process incoming at least three

times/day• Take action on all new incoming:

Do it now (apply the 2-minute rule) Pass it on Read it later Queue up in the DAM Toss it/recycle it File it

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Tips for Managing E-mail: Purge Often and Use Rules and Alerts in Outlook

1. Purge e-mails periodically and maintain a quota

2. Use the Rules feature to process e-mails automatically: File to existing

folder

Delete message

Auto-respond

Display alert/ sound

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Tips for Managing E-mail: Set Limits on E-mail Access

3. Don’t let e-mails eat up all of your day Appropriate specific times and time limits to check e-mails

Minimize Outlook while working on other tasks or programs

Remove the sound and desktop alerts (pop-ups) to reduce

distractions

Create rules to receive sounds and desktop alerts from priority

people

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4. Color-code e-mails from specific senders and process messages by their priority

Select the message to color code

Click on Tools, then Organize

Click on Using Colors

Choose the color from the drop

menu

Click on Apply Color

Exit screen

Tips for Managing E-mail:Color Code E-mails from Senders

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5. Customize Outlook features Click on Tools, then Options

Click on E-mail Options

Select/unselect features on

main page

Click on Advanced Options

Select/unselect features

(use Rules & Alerts for

specific actions)

Exit screen

Tips for Managing E-mail:Customize Your Outlook Features

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Tips for Managing E-mail:Flag or Drag for Follow Up/Tasks

6. Right click on the flag of the specific e-mail requiring action, choose the shade/color, set a reminder date/time (pop-up)

Left click on the specific message and drag it to the task, calendar icon to copy it (regular task/calendar features)

You can change the subject, set

start and due dates, assign the

task to someone, add a reminder

date/time, put it on your

calendar, copy e-mail from your

in-box to task list

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Tips for Managing E-mail: Use Favorite Folders

7. Set up your most important folders as ‘favorites’ for quick access• Identify the folders you use

the most often and set them

up as favorites

• Use rules to auto-file

messages into folders and

see new messages readily

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Tips for Managing E-mail:Use Search Tools to Find Messages and Files on Your Desktop

8. An indexed search engine searches messages by word or phrases, no matter where it’s stored. The search capability is faster than you can do it manually! Learn more about the most popular search tools:

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Create a DAM to Set-Up, Track and Manage Tasks

• (DAM) Defined Action Management for tasks you

have committed to do, kept in one place

• All tasks are queued up by time, ROI and priority

• Outflow is regulated by you and dependent on

your time and how much you can do in a given

time

• Outflow is required to meet deadlines, goals and

customer expectations

• The DAM is executed only 20%-50% of the day

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How to Set Up Your DAM• Identify tasks awaiting your execution

E-mails that require responses or other actions Phone calls to make Rote tasks, reports and activities (occur on regular basis) Projects broken down by smaller, specific tasks Good to do items without existing deadlines

• Common ways to prioritize tasks When it is due How complex it is or who else needs to be involved Who requested it Who and how many people are affected by its completion When you should spend time on it

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Prioritize Tasks by Time & PriorityConsider When to Work on Each Task

THIS WEEK (All “A” tasks)

NEXT WEEK (“B” tasks)

TWO WEEKS OUT (“C” tasks)

SOMEDAY(“Z” tasks—when I have

time)

TODAY (Top “A” tasks)

TWO MONTHS OUT (“D” tasks)

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Sample Master DAM—Outlook’s Task Manager

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9. Customize the fields (columns) in each list Right click anywhere on the header row and

choose Customize Current View of Custom, then select Fields

The right column lists all fields currently in the view

In the left column are all default fields you can choose from to add to the right column

Add and remove fields from the right/left column to customize each view

Create a New Field and name it (e.g., DAM,

project name, time est.)• Include all tasks that need to be completed

(hard copy and virtual)• Prioritize all tasks—include start and due

dates to activate reminders (pop-ups)

Tips for Setting Up a Master E-DAMUsing Outlook’s Task

Manager

Use Custom Categories to Color Code E-mails, Calendar Entries, and Tasks

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10. Categorize tasks by opening the task, choose Categories and click on the category to color code task

• Categorize e-mail, calendar, tasks• Need a color? Click on New, name the

category and choose from 30 colors from the drop menu next to Color

See Your DAM (Task List) and Inbox and Calendar on One Screen

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Assign/Accept Tasks Among Teammates to Achieve Tasks

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Tips for Managing Your DAM• Review your calendar for meetings, client appointments, and rote

activities• Revisit your priorities and DAM weekly to evaluate and plan

ahead (e.g., Friday afternoons)• Add new tasks from your planning to your DAM• Re-prioritize all tasks in your DAM to reflect your current needs• At the end of each day, update your DAM before going home• First thing in the morning, check voice mails and e-mails,

identify Today’s priorities before opening the door for any new business

• Move Someday and lower priority items up so they happen timely• Make sure you can see your E-DAM with your inbox or calendar

Click on View tab, choose To Do, select Normal or Minimize

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Session Summary• Most people under-utilize Outlook’s capabilities

• The Outlook in-box has replaced our physical one and

technology speeds up expectations

• Use Outlook features to customize e-mail, calendar and

task settings

• Remember that the in-box, calendar and task manager

are integratable features in Outlook—use them together

• Leverage technology to streamline communication,

priorities, and to manage your time and tasks