1. Organization of Email and Tasks

2. Ways to declutter Creating Rules Clean up tool Adobe PDF plug-in Tasks Not To Do Lists

3. Rules

6. Rules – Easy version Right Clicking on an email – Rules – Create Rule Will get you to the same place as the ribbon

7. One great way to keep your mailbox size down is to remove duplicates using Outlook’s Clean-up conversation feature. The basic idea is to keep only the last email in a thread and delete all the individual emails that made up the thread and are completely contained within the thread. For example: I have 5 emails in my inbox The original email (1:11 PM) 2 Replies with no attachments or changes (1:12 PM & 1:19 PM) 1 Forward with changes to part of the earlier thread (1:13 PM) 1 Reply with an attachment (1:22 PM) Using the clean up tool – only the original and first reply with no attachments/changes will get deleted. It will save the 1:19 reply (because it contains both the original and the first reply within the thread). It will not clean up emails that have additions/changes to the thread, thus the Forward with the changes and the Reply with the attachment will not get deleted.

8. 1. Original Email 1:11 PM 2. Reply Email 1:12 PM 3. Forwarding the Reply Email, but changing text 1:13 PM 4. Replying to the Reply Email 1:19 PM 5. Replying to the Reply Email, but adding an attachment 1:22 PM Both 1. & 2. contained in 4., so they will get deleted

9. Clean-up conversation feature: Select emails you want cleaned-up Individual emails (conversation) An entire folder A folder and it’s subfolders Select option from the Clean Up drop-down menu in the Delete Ribbon box at the top of your Outlook screen Before Clean-up – all 5 emails selected Warning message after hitting “clean up conversation” After Clean-up – only 3 emails remain

10. Clean Up Folder

11. Clean Up Conversation Use the Adobe PDF add-on Choose either messages or folders

12. Clean-up conversation feature: You can also right click on a folder to clean up all duplicates in that folder Clean Up Folder option shows up in the menu after you right click Will scan entire folder and clean up per the settings you have established

13. Clean-up conversation feature: Adjust your settings to make sure you are only deleting the things you want Hit the “File” tab at the top of your Outlook screen Then select “Options” and “Mail” Scroll down to find Conversation Clean Up Select the rules you wish to apply

14. Clean-up using Adobe Acrobat Pro: Another great way to keep the size of your mailbox down in Outlook is to PDF your emails and save them to a secure drive You will need Adobe Acrobat Pro to do this It will be an add-on at the top of your Outlook screen Right click a folder to convert the entire contents (including SubFolders) to a PDF portfolio

15. Clean-up using Adobe Acrobat Pro: After hitting the “Convert to Adobe PDF” option, the folder conversion begins First it asks where you want to save the PDF portfolio Then a Progress Box pops up When complete, your PDF file opens

16. Clean-up using Adobe Acrobat Pro: Attachments are easy to find and open Arrows make navigation between emails within the portfolio easy Each email is a stand-alone PDF and can be opened as such Option to show all items no matter which folder they are in or show just the items in the folder you choose.

17. Clean-up conversation feature benefits: Keeps mail size lower (by removing duplicates) Improves speed when performing a search in Outlook (fewer items for Outlook to have to search through to find your search terms) If you are required to produce documents for a subpoena or MN Data Practice Act request, there is less for you to have to provide plus the recipient isn’t stuck reading multiple duplicate emails just to get the entire conversation Adobe Acrobat portfolio benefits: Keeps mail size lower (by saving emails to a new location) Improves speed when performing a search in Outlook (fewer items for Outlook to have to search through to find your search terms) Allows you to keep items you may wish to reference at a later date without bogging down your email space Search feature in portfolio makes it easy to find the email you are looking for Ability to open each email as a stand-alone PDF makes for ease in printing or attaching to a new email at a later date if needed

18. Not To Do List Traditional To Do List How Do You Prioritize? Create a Not To Do List Reasons? Feel Better at end of day Sort large list into important/later

19. Questions or Comments? PowerPoint Slides and Handouts can be found http://web.stcloudstate.edu/gcschrubbe/ HR Training Tuesday http://www.stcloudstate.edu/humanresource s/training/default.aspx http://www.stcloudstate.edu/humanresource s/training/default.aspx