1. MANAGING YOUR CLASS EMAIL Outlook 2007Monday, March 9, 9:30 – 10:30 Manage expectations, create folders and rules, search, flag, and categorize your email with MS Outlook 2007. Randy Graff, PhD 352.273.5051

2. Research Quality Versus Quantity: E-Mail-Centric Task Management and Its Relation With Overload Victoria Bellotti, Nicolas Ducheneaut, Mark Howard, Ian Smith, and Rebecca E. Grinter Palo Alto Research Center HUMAN-COMPUTER INTERACTION, 2005, Volume 20, pp. 89–138 Copyright © 2005, Lawrence Erlbaum Associates, Inc.

3. Methods to handle message deluge PrioritizeArchive

4. Types of Email To-DosTo ReadsIndeterminateHard to Deal With

5. Email Behaviors No-Filers Spring- Cleaners Frequent Filers

6. Issues Email as filing cabinet Messages as discrete units put into user defined buckets Volume- overwhelms

7. Activities Announcements Dialogue, discussions, negotiation Organizing, arranging, coordinating, scheduling Not an activity Coauthoring, document review Formal information gathering 35% 28% 27% 8% 2% 1%

8. Time Reading e-mailFiling messagesScanning inboxDeleting messagesLooking for messageAdding attachments Opening attachments 23.1% 9.5% 6.2% 2.0% 1.1% 0.8% 2.4% Writing e-mail / editing documents 45.1% 20%

9. Challenges Keeping track of lots of concurrent actions Marking things as important or outstanding Managing activity extending over time or keeping track of threads of activity Managing deadlines and reminders Getting a task oriented overview at a glance rather than scrolling around inspecting folders

10. Strategies Relevant content at handSave content for futureReminder for the future.

11. Strategies Find things Prioritize “must-dos” vs. “nice- to-dos.” Get rid of irrelevant content

12. Tactics  Regularly scanning the inbox; often scrolling up and down.  Sorting, largely by sender or by flags, to find items more easily than in the default time-and-date-based view.  Deleting items to clean-out irrelevant, distracting content in the inbox.  Storing currently relevant items.  Marking e-mail messages as unread to remind themselves to look at them again.

13. Tactics  Storing items in appropriately labeled e-mail folders and subfolders to be worked on together in the future.  Archiving messages in e-mail folders for possible future reference.  Saving attachments in regular system folders for reference.  Inspecting or searching in folders in e-mail and elsewhere.  Making a calendar event to remind oneself to do something, and checking and marking the calendar to confirm availability for proposed activities sent in e- mail before responding.

14. Manage Expectations Have students use a consistent subject Enables the effective use of rules You use a consistent subject based on class when writing them Let students know when to expect you’ll get back to them Communicate your email behaviors Let them know when you’ll respond

15. Activities for Today Filing messages Scanning inbox Looking for message Adding attachments Remind about email Rules

16. File Messages

17. Scanning Inbox

18. Looking for a Message http://www.xobni.com

19. Adding Attachments

20. Reminder about Email

21. Rules