Microsoft Outlook: Unlock E- Mail, Calendar and Time-Saving Secrets

Transcription

1 Microsoft Outlook: Unlock E- Mail, Calendar and Time-Saving Secrets FEATURED FACULTY: Danny Rocks, Founder, The Company Rocks

2 Danny Rocks, Founder, The Company Rocks Danny Rocks is a popular speaker and trainer who has helped clients around the world to improve their business communications skills. Danny is also the author of ten best-selling instructional DVD-ROMs that cover the programs in the Microsoft Office Suite. As a young man, Danny achieved success as a professional musician, conducting and playing piano for major Broadway productions. He enjoyed a thirty-year career in the publishing industry where he continues to be recognized and rewarded for his many achievements and contributions. During his business career, Danny was regarded as the go-to person by colleagues who wanted to learn how to improve their skills in Excel. Danny has a passion for teaching and he enjoys helping colleagues and clients to quickly acquire the skills that they need to succeed in business communications.

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4 MICROSOFT OUTLOOK UNLOCK , CALENDAR & CONTACTS Shortcuts, Tips & Time-Saving Tricks Presented by Danny Rocks The Company Rocks Topics Covered in Today s Webinar The 4-D System for handling messages once! Using Folders, Flags, Categories & Rules Contacts How to Collect, Organize & Categorize Contacts Calendar How to quickly set up appointments & meetings Finding the best way to view your Calendar(s) Tasks How to prioritize and manage your Tasks How to manages Tasks that you delegate to others 1

5 TAKING CONTROL OF YOUR Tips for handling messages once! The 4-D System for Managing Do It Now Schedule Time(s) to Work on You have the time, responsibility & information to respond to important / urgent s now Defer It Definitely Delegate Effectively Schedule time to respond to important s when you lack the time / information to properly respond at the time you receive them You are not the best person to follow-up / respond to this You DO retain the responsibility to ensure that was properly answered and completed! Delete It Scan Subject Line / Senders Decide that no further action / response is required 2

6 Arranging & Customizing Views Searching for Messages Use Ctrl + E Keyboard Shortcut to open Search Tools 3

7 Taking Advantage of Search Folders Organize Outlook w/ Color Categories Edit to create meaningful names Apply to messages, contacts & calendars Makes it easy to find & filter information Set Quick Click (Default) Category 4

8 Flagging Messages for Follow-up Best Practice: Set Tasks to Due Date to avoid overloading Today Organizing Messages with Folders Move Messages Store Defer It Definitely Arrange Messages To fit your needs Categorize Messages Use Color Categories 5

9 Using Commands for Folders Move Messages to Folders Use Move Menu Right-click for Shortcut Menu Drag & Drop to Folder Create a Rule to Automate Process Use new Quick Steps 6

10 Creating Rules for Messages Using Quick Steps Commands 7

11 Take-away Points for Outlook Inbox Follow the proven 4 D time management system Use the View that fits your situation Organize messages with folders Visually organize with Color Categories Works with messages, Contacts & Calendar Appointments Create Rules to automate moving & deleting messages Use the new Quick Steps Commands Introduced in Outlook 2010 SENDING EFFECTIVE MESSAGES To get the results you want 8

12 Rules for Effective Communication Write from Readers Perspective It s not what you want to SAY It s what you want your reader to DO Tell Reader the Action to Take Effective Subject Lines begin with Active Verb Set specific time for response Create & Use Effective Signatures 9

13 How to Ensure You Attach Files Use Save & Send As Attachment Works with Excel, Word, PowerPoint, etc. Ensures that you are sending the correct document! Best Practices for Sending Write Effective Subject Lines 1 st word should be an active verb The most important element! Use white space in your message Make it easy for your reader to scan message Specify the time frame for the response you want Use CC s with caution Use BCC when sending messages to a group Organize Contacts into Groups Avoid Ping-Pong Pick up the phone to clarify message and gain agreement! 10

14 ORGANIZING OUTLOOK CONTACTS To maintain effective communications Harvest Outlook Contacts Capture & Update Contact Information Drag & Drop to create new contact Right-click From address to choose action Copy & Paste to Notes area Signature Information 11

15 Using Contact Commands These Commands are available from Contact Card Creating & Using Contact Groups Best Practice: Unless Group works closely together, use BCC Line when sending messages! 12

16 Take-away Points for Outlook Contacts Look for opportunities to Harvest Contact information from messages Initiate messages from within the contact card Use Color Categories to Visually Organize Contacts Create Contact Groups for sending group messages Use BCC in most cases USING OUTLOOK CALENDARS To schedule meetings To organize your schedule 13

17 Working with Outlook Calendars How Calendars & Tasks Interact 14

18 Setting Up a New Meeting Scheduling Meeting Times 15

19 Take-away Points Outlook Calendars Harvest Calendar appointments from messages Convert a Task to a Calendar appointment Convert a Calendar appointment to a Task Scheduling Meetings & Appointments in Outlook Only as good as the current information for availability of each potential participant Create Recurring Meetings as appropriate Take advantage of the Multiple Time Zones tool 16