Productivity Primer: Outlook Tips and Tricks to Manager s and Multiple Priorities More than 4,000 graduates have used this program to manage their time and workflow more effectively. Learn how you can ‘work smarter, not harder!’

2 Session Objectives Explore tips to manage Develop and use a DAM to set-up, track and manage prioritized tasks Maximize Outlook features to work smarter, not harder

Use Your In-box Effectively to Manage Incoming Messages Keep incoming items together Process incoming at least three times/day Take action on all new incoming:  Do it now (apply the 2-minute rule)  Pass it on  Read it later  Queue up in the DAM  Toss it/recycle it  File it 3

4 Tips for Managing Purge Often and Use Rules and Alerts in Outlook 1. Purge s periodically and maintain a quota 2. Use the Rules feature to process s automatically:  File to existing folder  Delete message  Auto-respond  Display alert/ sound

5 Tips for Managing Set Limits on Access 3. Don’t let s eat up all of your day  Appropriate specific times and time limits to check s  Minimize Outlook while working on other tasks or programs  Remove the sound and desktop alerts (pop-ups) to reduce distractions  Create rules to receive sounds and desktop alerts from priority people

6 4. Color-code s from specific senders and process messages by their priority  Select the message to color code  Click on Tools, then Organize  Click on Using Colors  Choose the color from the drop menu  Click on Apply Color  Exit screen Tips for Managing Color Code s from Senders

7 5. Customize Outlook features  Click on Tools, then Options  Click on Options  Select/unselect features on main page  Click on Advanced Options  Select/unselect features (use Rules & Alerts for specific actions)  Exit screen Tips for Managing Customize Your Outlook Features

8 Tips for Managing Flag or Drag for Follow Up/Tasks 6.Right click on the flag of the specific requiring action, choose the shade/color, set a reminder date/time (pop-up) Left click on the specific message and drag it to the task, calendar icon to copy it (regular task/calendar features)  You can change the subject, set start and due dates, assign the task to someone, add a reminder date/time, put it on your calendar, copy from your in-box to task list

9 Tips for Managing Use Favorite Folders 7. Set up your most important folders as ‘favorites’ for quick access Identify the folders you use the most often and set them up as favorites Use rules to auto-file messages into folders and see new messages readily

10 Tips for Managing Use Search Tools to Find Messages and Files on Your Desktop 8. An indexed search engine searches messages by word or phrases, no matter where it’s stored. The search capability is faster than you can do it manually! Learn more about the most popular search tools:

11 Create a DAM to Set-Up, Track and Manage Tasks (DAM) Defined Action Management for tasks you have committed to do, kept in one place All tasks are queued up by time, ROI and priority Outflow is regulated by you and dependent on your time and how much you can do in a given time Outflow is required to meet deadlines, goals and customer expectations The DAM is executed only 20%-50% of the day

12 How to Set Up Your DAM Identify tasks awaiting your execution  s that require responses or other actions  Phone calls to make  Rote tasks, reports and activities (occur on regular basis)  Projects broken down by smaller, specific tasks  Good to do items without existing deadlines Common ways to prioritize tasks  When it is due  How complex it is or who else needs to be involved  Who requested it  Who and how many people are affected by its completion  When you should spend time on it

13 Prioritize Tasks by Time & Priority Consider When to Work on Each Task THIS WEEK (All “A” tasks) NEXT WEEK (“B” tasks) TWO WEEKS OUT (“C” tasks) SOMEDAY (“Z” tasks—when I have time) TODAY (Top “A” tasks) TWO MONTHS OUT (“D” tasks)

14 Sample Master DAM — Outlook’s Task Manager

15 9.Customize the fields (columns) in each list  Right click anywhere on the header row and choose Customize Current View of Custom, then select Fields  The right column lists all fields currently in the view  In the left column are all default fields you can choose from to add to the right column  Add and remove fields from the right/left column to customize each view  Create a New Field and name it (e.g., DAM, project name, time est.) Include all tasks that need to be completed (hard copy and virtual) Prioritize all tasks—include start and due dates to activate reminders (pop- ups) Tips for Setting Up a Master E-DAM Using Outlook’s Task Manager

Use Custom Categories to Color Code s, Calendar Entries, and Tasks Categorize tasks by opening the task, choose Categories and click on the category to color code task Categorize , calendar, tasks Need a color? Click on New, name the category and choose from 30 colors from the drop menu next to Color

See Your DAM (Task List) and Inbox and Calendar on One Screen 17

18 Assign/Accept Tasks Among Teammates to Achieve Tasks

19 Tips for Managing Your DAM Review your calendar for meetings, client appointments, and rote activities Revisit your priorities and DAM weekly to evaluate and plan ahead (e.g., Friday afternoons) Add new tasks from your planning to your DAM Re-prioritize all tasks in your DAM to reflect your current needs At the end of each day, update your DAM before going home First thing in the morning, check voice mails and s, identify Today’s priorities before opening the door for any new business Move Someday and lower priority items up so they happen timely Make sure you can see your E-DAM with your inbox or calendar  Click on View tab, choose To Do, select Normal or Minimize

20 Session Summary Most people under-utilize Outlook’s capabilities The Outlook in-box has replaced our physical one and technology speeds up expectations Use Outlook features to customize , calendar and task settings Remember that the in-box, calendar and task manager are integratable features in Outlook—use them together Leverage technology to streamline communication, priorities, and to manage your time and tasks