Managing Outlook

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Managing Outlook

• presented by Anna Legrand

www.effectiveedge.com
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To Do Items

• We hold between 3-7 items in our conscious minds.
• We hold every emotion, thought, hope, dream,
  worry and each of every 40,000 images we absorb
  daily in our subconscious mind.
• In addition to that, our subconscious minds hold
  all of our unrecorded to do items.

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Data Collection
Cell Phone
In/Out Tray
Email
Notes
Fax
Voice Mail
Mail
Your Head
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What should we do?

• Empty out your data collections regularly.
• Collect data in a minimum number of locations.
• Write things down immediately, instead of keeping
  them in your head.
• How do we do that?
• Microsoft Outlook can help!

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Action Types Calendar

• Time Specific AT
• Ex. Call Mr. Smith at 9am Monday.
• What Appointment
• How double-click on the time and type the action
  to create appointment.

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Action Types Calendar

• Day Specific ON
• Ex. Call Mr. Smith on Monday
• What All Day Event
• How double-click on date at the top of day and
  type the action to create an all day event.

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Action Types Tasks

• Due Date BY
• Ex. Call Mr. Smith by Friday
• What Task with Due date.
• How ControlShiftK and type the action to
  create the task. Add the due date.

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Action Types Tasks

• Due Date NO
• Ex. Call Mr. Smith
• What Task with No due date
• How ControlShiftK and type the action.

85-95 of your action items Do Not belong on
your calendar.
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Categories In Tasks

• What are they For..?
• Group similar actions.
• Streamline focus.
• Effective prioiritization

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How to set up Categories

• Click on TASKS in your folder list
• Celect CTL SHIFT K for NEW TASK
• Bottom Right, Select CATEGORIES
• Click on MASTER CATEGORY LIST
• Remove unnecessary categories
• Type in new categories and select ADD
• Select OK, then OK again, then close the window,
  select NO

Categories wont show up until you have a task in
the category
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Setting Up Taskpad

• Go to Tasks in Folder List.
• Right Click on the heading bar next to Subject
  and select FIELD CHOOSER.
• Drag the ICON, SUBJECT, and DUE DATE tabs.
• Remove all others by dragging to FIELD CHOOSER.
• Select VIEW then ARRANGE BY then CURRENT VIEW
  then CUSTOMIZE CURRENT VIEW.
• Select GROUP BY then select CATEGORIES from drop
  down box.
• Select ALL COLLAPSED
• Sort by SUBJECT

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Calendar View

• Select GO and click on FOLDER LIST
• Select VIEW again and click OUTLOOK BAR off
• Select 1-DAY VIEW
• Show 2-3 months of calendar by placing cursor
  between panel to make them larger or smaller.
• Right Click on TaskPad Bar, select CUSTOMIZE
  CURRENT
• Select GROUP BY then CATEGORIES
• Sort by SUBJECT

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Two Type of Information in Outlook

• ACTION ITEMS
• Task Pad
• Calendar
• REFERENCE ITEMS
• Contacts
• Notes
• File Folders

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Adding Contacts

• Select CONTACTS from the Folder List
• Click NEW
• Add Information
• Click SAVE and CLOSE

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Adding Notes
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Two Types of Actions

• What goes on the Daily Calendar
• Actions that occur AT a Specific Time
• Actions the occur ON a Specific Day, but NO
  Specific Time.
• Recurring meetings and reminders

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Use the large Box to record information
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This is for things that must be done some time
that day
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This is good for things that recur with frequency
such as team and faculty meetings
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Two Types of Actions

• What goes on the TaskPad?
• Actions to be done BY a date
• Actions that have NO due date
• Project/Outcome Names so we dont forget we
  have them!

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Move Tasks to the Calendar

• Go To Calendar View.
• Highlight the time on the Calendar.
• Right Click on task and drag to highlighted time
  on calendar.
• Select Move Here
• Save and Close

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Create an Action Item from an Email

• Decide if the email belongs in the CALENDAR (do
  ON a certain day or at a certain time) or in
  TASKS (due BY or no due date).
• Left Click message and drag to Calendar or Tasks
  folder.
• Edit Subject line, fill in any details, then Save
  Close.

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Insert an email into Calendar or Task.

• Open existing appointment or Task.
• Click INSERT, select ITEM.
• Select message you want to insert.
• Click ok and the message will appear as an
  envelope in the appointment.

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How Do we use this to keep our inbox clean???

• Ask What is This?
• Is it an ACTION ITEM?
• Yes
• No

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If it is not an Action Item

• Delete It
• Reference It
• Email Folders
• Notes
• Contacts
• Paper Files
• Someday Maybe It
• Create a place to keep things that are someday
  maybe items

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If it Is an Action Item

• Is it a Project
• Yes?
• What is the desired outcome?
• List
• Plan
• No?
• What is the Next Action?
• DO IT IF IT CAN BE DONE IN 2 MINUTES OR LESS

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If you cannot do it in 2 minutes

• Delegate It
• In writing with detail
• With Due Date
• With all Details included
• Track using Waiting For in Tasks.

• Defer It
• Due on Specific Day/Time?
• Calendar
• Dues by a date or no due date?
• Tasks

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Make The Commitment

• This system only works if you make the commitment
  to do this every day.
• Set aside 5-20 minutes each day to go through
  your emails and prioritize them.