Title: Get Organized and Become More Productive with Microsoft Outlook
1Get Organized and Become More Productive with
Microsoft Outlook
Anthony Buonaspina GRQ Innovations, Inc. E-mail
Anthony_at_grq.net Website GRQ.NET 631-422-0969 May
23, 2007
2Get Organized and Become More Productive with
Microsoft Outlook
- Module 1 Introduction
- What is Outlook, account setup, send/receive
email. - Module 2 Getting Organized
- Configure, E-mail, contacts, folders, tasks,
calendar - Module 3 Collaboration
- MS Exchange, shared calendars, contacts, folders.
3What is Outlook?
- Outlook provides a single environment for
managing and acting on your personal information,
including - E-mail
- Calendar
- Tasks
- Contacts
- Outlook provides the ability to easily convert
e-mails into actionable items - Outlook is flexibleallowing you to develop
techniques that work best for your work style
4Introduction to OutlookWhere do you get Outlook?
- Outlook is included when you purchase any
Microsoft Office suite. - Outlook Express is not Outlook.
- Mainly used as an e-mail application, it also
provides a calendar, task and contact management,
note taking, and a journal. - It can be used as a stand-alone application, but
can also operate in conjunction with Microsoft
Exchange Server to provide enhanced functions for
multiple users in a company, such as shared
mailboxes and calendars, public folders and
meeting time allocation.
5Correctly Using Outlook
- When was the last time your inbox was empty?
- Do you occasionally miss meetings or lose
e-mails? - Do you sift through hundreds of e-mails to find
the one you are looking for? - Do you dread opening Outlook every morning?
- Do you feel in control of your e-mail, or do you
feel that it controls you?
6What is the Difference Between Web Mail and POP3
E-Mail
Web Mail
POP3 E-mail
Mail Server
7What is the Difference Between Web Mail and POP3
E-Mail
- Web mail uses a browser window to access email
that resides on a mail server. - Limit to how much mail can be stored.
- Limited or no search capability.
- Must use a slow browser window to navigate
through mail. - Limited calendar or task management.
8What is the Difference Between Web Mail and POP3
E-Mail
- POP3 uses an e-mail client such as Outlook that
downloads all incoming email to the recipients
computer. - No real limitation on space. E-mails can be
stored almost indefinitely. - Excellent search capability.
- Easier to navigate though and organize emails
into folders. - Integrated calendar, contacts tasks
9Start Using Outlook
- The following slides are detailed instructions on
setting up a POP3 account in Outlook. I also
have instructions on my web site at GRQ.NET - We are going to cover adding your POP3 account to
Outlook, setting up a signature, send/receive
settings, leaving a copy of your POP3 email on
the server, etc
10Set up POP3 AccountTools Email Accounts
11Set up POP3 AccountTools Email Accounts
12Set up POP3 AccountTools Email Accounts More
Settings
13Set up POP3 AccountTools Email Accounts More
Settings
Change the Outgoing Server (SMTP) port from 25 to
4200 if your provider filters port 25.
Providers like Optonline filter this port in an
attempt to limit spam.This user has decided to
leave the last 5 days of email on the web server
for access via web mail.
14Microsoft Outlook 2003Default Setup with reading
pane on right
15Microsoft Outlook 2003Default setup with reading
pane at bottom.
16Microsoft Outlook 2003Personalize Outlook Tools
- Options
17Microsoft Outlook 2003Sending Email
18Tips to Reduce Junk E-mail
- Be careful of where you leave your e-mail
address. Exposed bulletin boards, newsgroups,
websites, etc - Disguise your email addresses that are placed on
web pages. E-mail Anthony at grq.net
or have your web page designer encrypt the
pages. Weblockpro.com - Never respond or ask to be removed through a Junk
e-mail unless it is from a reputable web site. - Use a good Junk Mail Filter.
19Junk Mail Filter
- This is a program that will read your e-mail
and decides based on its content if it is spam. - Outlook contains a very good Junk Mail filtering
system. - You need to update the Junk Mail filter once a
month from either the Microsoft web site or go to
GRQ.NET for the direct link.
20Configuring Outlook to Retrieve AOL E-mail
- 1. Launch the Microsoft Outlook software.2.
Click the Tools menu, then click E-mail
Accounts....3. Choose the Add a new e-mail
account option by clicking it, then click the
Next button.4. Choose the IMAP option by
clicking it, then click the Next button.5. In
the Your Name box, type your name as you wish it
to appear on outgoing e-mail.6. In the E-mail
Address box, type your full AOL or AIM e-mail
address for example, GabbyGrace_at_aol.com or
GabbyGrace_at_aim.com.7. In the User Name box,
type your AOL or AIM screen name, for example,
GabbyGrace.8. In the Password box, type your
AOL or AIM password.9. In the Incoming mail
server (IMAP) box, type imap.aol.com or
imap.aim.com.10. In the Outgoing mail server
(SMTP) box, type smtp.aol.com or
smtp.aim.com.11. Click the More Settings
button.12. Click the Outgoing Server tab.13.
Click the My outgoing server requires
authentication box to place a check mark in
it.14. Choose the Use same settings as my
incoming mail server option by clicking it, then
click the Advanced tab.15. In the Outgoing mail
(SMTP) box, type 587, then click the OK
button.16. Click the Next button.17. Click the
Finish button.
21Enhanced Outlook Search Tool
- Lookout for OutlookThis s a free tool that
allows you to search through all your email and
documents on your hard drive for specific
phrases. Very fast and useful tool plus its
free!Download it free from my websitehttp//www
.grq.net/lookout.exe
22Questions ?
23Modified IntegratedManagement System
- Consists of the following three systems
- The Collecting System
- The Reference System
- The Action System
24The Collecting System
- Made up of a series of physical approved
collecting points where you and others place your
commitments and communications. You need to keep
these to a minimum. - Outlook inbox
- Voice mail
- Physical inbox
- Notebook
- Each day you need to stop and process the
information from these collecting points. - Throw it away
- Store it in your Reference System
- Store it in your Action System
25The Reference System
- Enables you to store information that does not
require action, but that you want to keep to
access later. - Outlook Folder list to store e-mails.
- Outlook Contacts to store contacts.
- My Documents store documents.
- File Cabinet stores paper documents.
- Use a Hierarchical filtering system to store
this information. Create this first! - Do not use your inbox as a reference system! Its
part of the Collecting system.
26The Action System
- Tracks information that requires you to take an
action. For example Meetings, Objectives,
Strategic Next Actions (SNAs).Actions get
placed in the following areas - Outlook Calendar
- Outlook TaskPad
27Four Ds for Decision Making
- Delete it
- If it does not relate to an objective.
- You can find it somewhere else
- You will not refer to in 3 to 6 months.
- Do it (if less than two minutes)
- Respond and/or file
- Delegate it
- Send it off and track it if needed in the taskpad
- Defer it
- Assign it to an action category.
28Time for Outlook
29Set up Outlook Screen
- Tools Options Calendar options Calendar work
week check all boxes including Sunday/Saturday.
- Click Add Holidays if you wish to have
Outlook load and display them. - Turn on TaskPad Click on View - TaskPad
30Using ColorsTools Organize Using Colors
31Set up Task Manager
- Change to Category View. View - Arrange by -
Categories - Remove Default Outlook Categories and add your
own. EditCategoriesMaster Category List
32Set up Task Manager
33Outlook Demonstration
34CollaborationOutlook and Exchange
- Requires an Exchange Server to function. Very
powerful combination. - Secure centralized database of information.
Company shared folders, company calendar, shared
contacts, etc - Access your Outlook from anywhere using a variety
of methods. This includes e-mails, contacts,
folders, tasks, calendar, etc - Methods of access Web OWA, Outlook, PDA, Cell
Phone. - Share your calendar, contacts, folders, assign
tasks, view free-time of other users to schedule
meetings, etc..
35CollaborationUnified Messaging
- Reduces the number of collecting points.
- Incoming faxes can be automatically routed to
your e-mail account. - Voice mail can be accessed via your e-mail
account and stored in your clients folder
permanently.
36Questions ?
37Get Organized With Microsoft Outlook
Anthony Buonaspina GRQ Innovations, Inc. E-mail
Anthony_at_grq.net Website GRQ.NET 631-422-0969 May
23, 2007