The Mobile Manager: Increasing Your Personal Productivity

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The Mobile Manager Increasing Your Personal
Productivity
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Objectives

• Learn how to really manage your email
• Learn what sort of things you can do with your
  PDA
• Create an understanding of your software options

Increase personal productivity Become a Mobile
Manager
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How to Manage Mail

• Which System?
• When to use mail
• Managing your Email - 1
• Managing your Email - 2
• HTML or not to HTML?
• Attachments
• Logging on at home
• Viruses

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Which System?

• Outlook Express
• Outlook
• Lotus
• GroupWise

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When to use mail

• Mail versus Phone
• Mail versus Snail Mail
• Mail versus Fax

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Managing Your Email - 1
Tip

• To help you manage your email

• Set up rules to highlight important emails
• Set up rules to forward automatic replies

• Organise your emails by date or by sender
• Filter emails
• Add or remove fields

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Managing your Email - 2
Here are more things you can do to manage your
emails
Tip

• Set up folders for subject areas or recipients
  and direct your emails to them
• Flag emails you need to respond to
• File attachments where you can find them
• Link your mail to appointments to-dos

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HTML or not to HTML?

• HTML is a special format in which your mail can
  be sent. You can send in fancy formats, include
  photos, art work, colours, special fonts etc.
• BUT Remember

Some people can only receive plain text and
will not be able to read your email
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Attachments
Its easy to attach just about anything to an email

• Receiving
• Do you know the sender?
• Are you expecting the email attachment?
• What if I cant open it?
• Sending
• Are the recipients likely to be able to open it?
• What is the size of the attachment?

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Logging on at home

• What do you need?
• How

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Viruses

• Yes, you can pick up a virus just about anywhere
• You NEED anti-virus software

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Review How to Manage Mail
5 Principles of good email management Manage
your mail dont let it manage you

• Email is only one method of communication
  sometimes other ways are more appropriate
• Set aside time each day to answer your mail
  rather than looking at it over the day
• Use follow-ups to ensure you dont miss items
• Use folders and categories to organise your mail
• Link your mail with appointments, contacts and
  to-do lists

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What Sort of Uses for the PDA?

• The Usual
• Contacts
• Appointments
• To Dos
• Email
• Memos

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What Sort of Uses for the PDA?

• But also you can
• read books on your PDA (if you really want to!)
• use it with spreadsheets
• and databases
• Airline check in desks
• Post codes
• Clothing size conversion
• Morse code and more
• and checklists

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What Sort of Uses for the PDA?

• Health specific
• Pharmacopoeia
• Articles to read
• Specific databases for clinical areas
• Specific application for tasks and/or departments

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What Sort of Uses for the PDA?
It can be really useful when you are traveling

• As many international times as you want
• An alarm clock
• A currency converter
• A specialised itinerary tracker

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What Sort of Uses for the PDA?

• And there are also
• Games of course!
• Your personal training record
• Expense tracker
• Phone call log
• ...... and just about anything else you can think
  of

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Which Software?

• Word processing
• Publishing
• Spreadsheet
• Database
• Presentation
• Document (Adobe)

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Which Version?

• Is it important to have reasonably current
  versions of your software? Why?

• Integration
• Share-ability
• Functionality

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Tip
Answer an Email at a Later Time

• If you receive a message in Outlook and you dont
  have time to respond to it immediately you can
  easily add it to your calendar and schedule a
  block of time when you are able to reply

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Answer an Email at a Later Time

• To turn an email message into an item on your
  calendar
• Drag the message onto the calendar icon. In the
  new appointment item enter the date and time you
  want to reply and specify any additional options
  you want. Click to save and close Outlook will
  notify you at the time you chose to respond.

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Tip
Add a contact from an email

• If you receive an email message from a person
  whom you want to add to your Outlook contact list
  its easily done.

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Add a contact from an email

• From the open email message that has the name of
  the person you want to add to your contacts list.
  In the From box, right click the name the name
  you want to make into a contact and then click
  add to contacts on the shortcut menu. This
  creates a new contact with the persons new name
  and email address already filled in. You can also
  add any additional information such as phone or
  fax number or category and then save it.

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Changing Fonts and Font Colours in Outlook
Tip

• Can I set up rules that allow me to quickly
  identify from various associates to mail folders
  across Outlook?

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The mobile manager

• Impact on lifestyle