Get Organised in 2017 with Microsoft Outlook

Posted by Lisa Johnson

Microsoft Expert – SquareOne Training

Tue 10th, Jan

"I often hear people comment that they haven’t got enough hours in the day."

The same discussion comes up time and again, about the ever growing need to respond to emails, and how they are generally bogged down with an ever growing mailbox. 

By following some simple rules in Email time management, I am hoping that 2017 will allow you to get more organised and have the time you need become more productive.

So start by stopping opening, reviewing and closing the same Email, and use the 4 Ds model for your Email management.

Delete it:

  • “How much of this information will I actually ever need again?”. Delete it.
  • Is this message important for a project that I’m currently working on? If no. Delete it.
  • Will I require any of this information within the next 6-12 months? If no. Delete it.
  • Am I required to keep this information on file? If no. Delete it
  • Is this a SPAM email? Yes. Delete it.

 

So apart from deleting emails – there are some other useful features.

Clean Up Conversation

This is where you can delete unwanted messages that are part of the history of the conversation. So if you have replied to an email and someone has replied again etc. it will get rid of the old emails and leave you with the top ones.

If you definitely don’t need the email – you can also press SHIFT+DEL to delete it permanently without the email going to the deleted items folder.

Do it

  • Is this something I can do quickly without affecting my current work and takes less than 2 minutes? Yes. Then do it.
  • Is this something I can only do now? Yes. Then do it.
  • Was I the main recipient of this email (you were not CC:), and this is urgent, and again won’t take very long. Yes. Then do it.

 

Delegate it:

  • Is this something that you cannot do immediately but needs attention? Yes. Delegate this.
  • Is this a question that can be answered in a more appropriate way by a colleague? Yes. Delegate this.
  •  Do not delegate an email if you were CC: - this email was given to you as a reference only.

 

Remember when delegating an email to keep your message short and concise. Explain why delegating this, and put a summary paragraph only and refer to the content below.

Defer it:

  • If this is something that needs reading that takes longer than 2 minutes.
  • You need to discuss this with colleagues.
  • You have an action that again may take time up that you currently haven’t got available.

 

So to Defer it – you can do the following: 

  • If you simply want to read it again in more detail then from the closed email press CTRL+U (mark as unread)
  • If you want to flag it for action and there isn’t a particular message you would like to give – press the Insert button on the keyboard or click on the flag. (This will mark it to be done today)
  • If you need to action this but not today, and would like reminders then – right click on the flag and choose Add Reminder to take you to the Custom dialogue box. Here you will be able to write your own comments and set alert dates and times. Click OK when complete.
  •  When you have done the task press the Insert key on the keyboard when your cursor is on the email.

 

The other way to defer an email is to allocate time to doing it in your diary. For this you can drag and drop the email straight into your calendar and then allocate time to doing this. 

Other ways you can help with email management within your organisation is to promote effective use of hyperlinks to files instead of sending attachments. 

And finally consider using great packages such as Skype for Business to send instant messages that allow for a quick response. 

If you would like any more information on Outlook Time Management or any training for your organisation, then please have a look at our website for all our different formats for training which include classroom, seminars or even training via Skype for Business.

If you would like any more information on Outlook Time Management or any training for your organisation, then please have a look at our website for all our different formats for training which include classroom, seminars or even training via Skype for Business.

Either way I hope these tips help you to become more productive in 2017.

Happy New Year -

Lisa Johnson

For more Microsoft Office Tips & Tricks, click here:

Read More
Leave a comment

Comments...

Posted by Rome Roofers

Roofers Rome says, "three years ago this sentence I will not forget that you use life for my presence today, I will use this life to achieve your wishes, the next year flowers in full bloom

Posted by Kathy

There are some very valuable features that I found on outlook 2017. Especially from business point of view they are highly important Womens Leather Jackets Biker

Posted by Evgeni Igorevich

This smart device gives the opportunity to its owner access to any content that is on the Internet. HD Serials app

Posted by yy

How to Care for Coach Leather Handbags Coach outlet sale
Coach leather handbags cheap michael kors bags are very desirable and fashionable. Nike Shoes Online StroeCoach is known for its high-quality goods and its styles have passed the test of time. Michael Kors Jewelry Women proudly carry their Coach leather handbags for many years. They are, however, a major investment. luxury handbags Once you have purchased one, you will want to keep it in excellent condition to protect that investment. Coach Accessories on sale Be aware of where you are putting your bag; try not to place it on the floor. A purse hook is a handy little item to carry in your purse that lets you hook your purse to a tabletop or other flat surface.Coach casesCoach Jewelry
Lightly clean your purse once a month, or more often michael kors outlet Best of Michael Kors Handbags if you carry it in a dirty environment. You can use a baby wipe to lightly wipe the surface. There are also leather wipes available. You do not want to get your Coach leather handbag wet so do not use a wet cloth to clean it. coach campus backpack
coach crossbody bags on sale
Use Coach-brand fabric cleaner if your bag is a signature Coach bag made of fabric. The fabric cleaner should only be used on fabric bags.
Use a high-quality leather cleaner for heavier cleaning.coach hobo bag vintage
After cleaning your handbag, apply a high-quality leather Cheap Women's Handbag moisturizer to help keep it conditioned.coach hobo bag vintage
To clean the inside of your bag, use the hose attachment on your vacuum and gently clean the inside.coach passport case
After cleaning, always store your handbag in the dust bag that came with it or a cotton pillow case. coach wallet men
coach accordion zip wallet
Lay it flat on a shelf and do not stack or crush your Coach leather handbags.coach accordion zip wallet

Post a comment