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1 Check & Work on items of most interest to you. Please consult your IT Resource before taking any actions you are not sure of. Outlook Recommended Must Haves Use Outlook 2010 (or at least Outlook 2007) Older versions of Outlook give up too many tools and features NOTE: Outlook 2013 is coming soon (no official release date yet) - will only work with Windows 7 or Windows 8, will NOT work with Vista or Windows XP. The same will be true for the entire Office 2013 Suite (Word, Excel, PowerPoint, etc.) Wireless synch , calendar, contacts (changes made on all your devices simultaneously) Examples: Delete an or move an from Inbox into another folder Examples: Set up an appointment or send a meeting request Example: Update a contact s notes in your Contacts Back up archives or personal folders (free Microsoft Outlook Personal Folders Back Up tool) Back up to an external hard drive, network drive or cloud service Maximize Outlook Performance: size of your folders can impact performance Deleted folder: Recommend emptying it when exiting Outlook You can set Deleted folder to empty automatically If you might need something store in a Just in Case folder, not Deleted Items Archive old s in your Sent folder Based on your volume: > 1 year, 6 mos. or 3 mos. Archive old s in Keeping Just in Case folder Based on your volume: > 1 year, 6 mos. or 3 mos. Recommended Goal: Keep Inbox under 50 s regularly Older s become, the farther down the Inbox they are (and farther from memory) Some Recommendations to set up Outlook for maximum efficiency Set to go from one to the next Change key folders to show total # of items Remove interruptions; turn off Desktop Alerts Turn on spell/grammar checker Add to custom dictionary words that stop spellcheck Set drafts to save to your Inbox (won t miss them) Add most used commands to Quick Access Toolbar Don t retype or copy/paste text: use Quick Parts or AutoCorrect (2010)/AutoManager (2007) Set up Windows 7 Speech Recognition or purchase Dragon You can also speak faster than you can type and your fingers may develop muscle fatigue, your voice won t Most people speak 120+ words/minute but type less than 40 (use speech recognition!) Set up a Waiting for Answer rule Delete Auto complete entries you don t use Set your signature (for new messages & replies/forwards Best Practices for organization Make sure you have a signature for both new & replies/forwards Set up signature on each device (Outlook, tablet, smartphone) Contact info (Name, title, phone, fax, , website) Legal disclaimer, any other information you want everyone to know GOLDMAIL LINK to website and/or presentation on company Make sure you have the same key information in your signature on ALL your devices

2 Check & Work on items of most interest to you. Please consult your IT Resource before taking any actions you are not sure of. 2 Use forms (templates) for consistent Sales & Marketing Messages (also Customer Service) Getting people take action on your ; Create convincing subject lines (include first name) 2 paragraphs or less with relevant benefits & metrics Create buckets (folders) by priority Make volume less intimidating by dividing it up 1 - Actions to Complete Later ( Must do actions, projects, etc.) 2 - Waiting for Answer (Everything needing a reply before action) 3 - Read or Review Later (Too much? break into must vs. optional) 4 - Under Development ( Not yet or more data/resources needed) 5 - Will Refer to Later (Can move later to Documents or archive) Most of your existing Subject folders can go under this folder 6 - Keeping Just in Case (vs. deleting when you may need it later) Inbox: Goal-Only s that you haven t looked yet or working on/reviewing today 1 Actions to Complete Later folder: Prioritize items and/or schedule calendar time Consolidate all to do s to here; don t recommend Outlook tasks, follow up flags, or paper lists Streamlines: No separate Task list to go to Avoids re-writing paper list (do it electronically) Will insure you don t overschedule yourself Quicker to review and re-prioritize Note: include FLEX and/or break time Can drag s directly to calendar Tools Keep Related s Together w/edit Message Sort by multiple columns in outlook Save multiple attachments in Documents at once Use the Thesaurus (Shift + F7) Save multiple attachments in your Documents at once 1. Hold down CTRL key and Press the letter A (for Select All ) 2. Right click and select Save As 3. Go to the Folder you want to save attachments in 4. Press OK Use Effective Guidelines Compose your subject line to have maximum impact; make it compelling! Subject Line: Your Headline /Call to Action/Summary make subject actionable Change subject line if it changes (or start a new ) END these types of calls: I received your , but I just haven t looked at it yet. Make it a Call to action (or at least clear what the is about) Good subject lines make finding s later easier

3 Check & Work on items of most interest to you. Please consult your IT Resource before taking any actions you are not sure of. 3 Eliminate Junk Mail/Spam Spam makes up at least 75% of world s volume Your website: NO addresses, use forms OR a picture of your address Not enough protection? Host own ? Use Microsoft Exchange Hosted Filtering or Postini hosted by someone else? Use their services (may charge) or Postini How to handle an overloaded Inbox Set appointment(s) to get Inbox under control (15-45 minutes, up to a few times/day) Decide what to do with s that would normally accumulate in your Inbox Process to Break down backlog of s in Inbox Sort by Icon and Delete Meeting Acceptances and out of date meetings Out of office replies Undeliverable error messages Sort by Sender and Delete Junk Mail Old Newsletters and other outdated information Other unnecessary sender s Sort by Subject and Delete where appropriate Take balance (older than X days), create new folder called Old Inbox and move them Ask us - shortcuts to select and deleting/moving in blocks inbox = Inbox on desk Control It! - anything you do repeatedly for business deserves a process or GET INTO THE ZONE SO YOU CAN HANDLE FAST 1. Open newest full screen (double click or press ENTER) 2. Two minutes or less and important: DO IT NOW Use shortcuts to Reply, Forward, Print, etc. 3. Going to address it later today? Leave it in the inbox and go to the next message 4. Going to address it sometime after today? 1. File in appropriate folder 5. After going through Inbox once, go back to the top in your Inbox. 6. Schedule management sessions (15-45 minutes) no more than 3-4 times/day and do a quick check as often as needed OUTLOOK SPEED KEYS GET INTO THE ZONE SO YOU CAN HANDLE FAST Previous Message CTRL + < Next message CTRL + > Delete current message CTRL + D Move Message to Folder CTRL + SHIFT + V Reply to CTRL + R Forward CTRL + F Reply to All CTRL + SHIFT + R Send current CTRL + ENTER Save in Documents F12 Save as type = Outlook Message Format - Unicode

4 Check & Work on items of most interest to you. Please consult your IT Resource before taking any actions you are not sure of. 4 Calendar Set up Streamline: We recommend using ONLY your electronic calendar for planning schedule/ action items To insure you don t overschedule yourself, We don t recommend Outlook tasks, follow up flags or paper to do lists. Note: include FLEX and/or break time Insure your calendar syncs with all devices Set up calendar sharing for direct reports Instead of activity reports - can save reps time Show your Outlook To-do Bar Set smaller time increments on calendar More efficient meetings/time management Add additional time zone to calendar Color code your appointments Set recurring appointment to stay on track: Example: Daily Wrap up/set Tomorrow s Key Actions During Daily Wrap up/set Tomorrow s Key Actions: Schedule boulders/rocks on your calendar (can drag to calendar) Make sure you have time scheduled on your calendar to review your other priority folders RECOMMENDED GOAL IS TO ELIMINATE Eliminate Where did the day go?" Many executives just have their meetings/conference calls on the calendar; we recommend you fill around that time with what s most important You can t do everything, so do what matters most Handling Interruptions & Consolidating Action Items Streamline to simplify/improve efficiency Get all action items into your Inbox Recommend using short (subject only) s: Outlook - see video tutorial on website Use voice recognition via Siri (iphone 4S), VoiceActions (Android), or other smartphone/tablets apps for iphone, Android, BlackBerry Calendar Must Do s Streamline: Use ONLY your electronic calendar for planning schedule/action items Turn off Desktop Alert ghost We do not recommend using tasks or follow up flags Calendar Tools Drag key, actionable s to calendar Allocates time and sets a specific date to get it done Send your calendar availability by All meetings set with Outlook Meeting Requests Send or Accept right away; let s others know time is confirmed Just calling people no longer works (75% of calls=voic ) Add auto signature to Outlook Meeting Requests Private appointment (only YOU can see details)

5 Check & Work on items of most interest to you. Please consult your IT Resource before taking any actions you are not sure of. 5 Tricks to Navigate Outlook Calendar To move a calendar appointment: a) Hold down left mouse button b) Drag appointment to new time or date To copy a calendar appointment: a) Hold down left mouse button b) Drag appointment to new time or date View non-sequential dates: a) Hold down CTRL b) Left click on each date (in mini-calendar) View sequential dates: a) Hold down CTRL b) Left click on each date (in mini-calendar) Go to a specific date on calendar: CTRL+G Finding information quickly Use a Quick Search tool to find anywhere within seconds Windows XP: Windows Search 4.0 (download & install) Vista: Instant Search (built-in) Windows 7: Federated search (built-in) Mac: Spotlight (download & install) You can use specific search criteria; examples: To:(Person s name): Finds anything sent TO person s, meeting requests, etc. From:(same as To: ; just FROM person) Subject: (similar to above, words entered in Subject: ) Put quotes around specific phrases or names Also works when using a search engine on the web Enter more information to refine your search NOTE: Also searches INSIDE attachments LATEST UPDATES: Outlook 2013 Microsoft Surface Office 365..

6 Check & Work on items of most interest to you. Please consult your IT Resource before taking any actions you are not sure of. 6 Be patient & persistent: A journey of a thousand miles starts with a single step." Some things must be believed to be seen It s not just what you do, but HOW you do it Check areas you want to improve/make changes Change one habit at a time; let the old habit fade Use technology & a system but neither is perfect "Remember the best things in life aren t things