Organizing and Time with Outlook

Transcription

1 Organizing and Time with Outlk Table f Cntents Management: Things t Think abut... 1 Fairfield University Basic Cleanup... 2 Basic Management Safety Tips and Other Best Practices... 4 Other Optins... 5 Resurces Management: Things t Think abut Is the best tl fr this jb? What are yur departments plicies? Dn t use fr urgent cmmunicatin! Life Cycle Use a Discussin Bard, Blg, Wiki, r LMS Are yu fllwing etiquette/best practices? Are ther peple using prperly? Fairfield University The Server: Micrsft Exchange. The client prgram fr Windws: Outlk. Web Access = OWA (Outlk Web Access = Yur Mailbx: Flders: Calendar, Cntacts, Deleted Items, Drafts, Inbx, Jurnal, Junk , Ntes, Outbx, RSS Feeds, Sent Items, Suggested Cntacts, Sync Issues, Tasks, Search Flders. These items reside n the Exchange server. Limitatins: 120mb = Can t Send/Receive (100mb = Warning, Can t Receive) 5mb = Message Size Mailbx Infrmatin: All Flder Sizes Mailbx Cleanup tl: Tls>Mailbx Cleanup. Click n View Mailbx Size buttn. Flders are measured in Kilbytes (KB). Divide yur flders by 1000 t get the Megabyte (MB) size. 1

2 T get an individual flder size, yu can right-click n an individual flder and chse Prperties. Then click n the Flder Size buttn. Basic Cleanup Mailbx Cleanup tl: Tls>Mailbx Cleanup. Mailbx Size Finding s AutArchive Emptying Deleted Items Alternate Versins We dn t use! Deleting s: Inbx, Sent Items, and Deleted Items. Yu will have t delete items twice t delete them permanently. Recvering deleted items: Select Deleted Items, chse Tls>Recver Deleted Items. Yu have 7 days t recver Deleted Items. Basic Management Set aside Time and turn ff Distractins: Make an appintment with yurself fr time fr management. First thing in the mrning, after lunch, befre yu leave at end f the day. Requires Discipline!! Turn ff distractins! (DEMOSTRATION!) Turn ff the Desktp Alert 1. Tls>Optins. 2. On the Preferences tab under the heading, chse Optins. 3. In the new windw that appears, chse Advanced Optins. 4. Mdify the ptins under the When new items arrive in my Inbx heading. Fllw the 4 D s: Sftware Tls: Mailbx Cleanup tl: Tls>Mailbx Cleanup Basic Organizing Get a Snapsht f Yur Day: (DEMONSTRAION!) Outlk Tday (Custmize it!). Click n yur main Mailbx flder in yur flder list. T-D Bar (Custmize it!) View>T-D Bar. Upn Outlk startup, yu can have Outlk pen t any flder. Tls>Optins. Click n the Other tab. Under the General heading, select Advanced Optins. Under General Settings, mdify Startup in this flder. 2

3 Mailbx Flders: Right-click n the main flder and select New Flder. Persnal Flders: (DEMONSTRATION!) Use fr archiving. Relieves space in yur Mailbx. Flder resides n yur cmputer. Outlk 2002 and earlier = 2 gig limit, Outlk 2003 and later = 20 gig limit. It has t be backed up manually! Cannt be access via OWA because it s nt in yur Mailbx. Yu have t remte int yur ffice cmputer t get access. Searching and Views: (DEMONSTRATION!) Search Search Flders Srt, Manipulate Clumn Headings View> Arrange By Try Cnversatins View> Current view Flagging fr Fllw Up: (DEMONSTRATION!) Reminder tl fr yu r thers that ntifies the recipient f further actins that shuld be taken cncerning item. Chse the built-in ptins r create a custm flag. Expiratin fr s: Set s t expire when they are n lnger relevant. Create a new . On the Message tab, select the Optins dialg bx launcher buttn. Under Delivery ptins, check Expires after and chse a date and time. The is autmatically deleted frm the recipient s mailbx and it will have a strikethrugh in yur Sent Items indicating that it has expired. Tasks: (DEMONSTRATION!) T-d items yu can create fr yurself r assign t thers. Lw level prject management. Separate task flders fr each prject. (Warning: Limitatins!) Custmize yur view/fields t rganize yur tasks. Add tasks. Update tasks. Assign tasks t thers. Send Status Reprts. Share yur Tasks flders. (Like sharing Calendars!) Viewing/Managing yur tasks. Autmating (DEMONSTRATION!) Rules and alerts: Tls>Rules and Alerts Flag messages frm smene fr fllw-up and direct it t a specific flder. Sme rules wn t prcess until yu pen Outlk. 3

4 Archiving: Tls>Optins. Click n the Other tab and then select AutArchive. Cleans up yur flders. Remves ld and deletes expired messages. Uses a.pst persnal flder. Be aware f the autmatic prcess. Cntact Management: Distributin lists: Gruping cntacts. There is n definite limit t the number f cntacts that yu can add t a distributin list in Outlk Categries: A clr label that yu assign t related Outlk items. It helps yu manage Outlk items regardless f where they are stred. Yu can have an unlimited amunt f categries. Fr large distributin lists, add a categry t yur cntacts. Then grup by categry and then send an t them. Calendar: Appintments: Let peple knw when yu are free r busy. Set reminders and reccurring appintments. Meeting Requests: Easily crdinate and manage meetings. Sharing and creating multiple calendars. Safety Tips and Other Best Practices Attachment Management: What can t be sent: Prgrams (.exe files), files with Macrs, Database files. Wrkarund Zip files Where t save attachments: Yur cmputer (temprarily) Persnal flders in Outlk Xyths Xyths Sharing Features Links t Xyths files Send links: Cpy and Paste web page addresses Signature Create ne and supply alternate cntact infrmatin. Out f Office Reply Include yur signature and supply alternate cntact infrmatin. Dn t send s t yurself! (fr quick reminders) Use Tasks r Ntes instead. Junk We filter spam fr yu. Use rules and alerts t manage junk . T use Junk tls in Outlk, cached exchanged mde must be used. Disadvantages f Cached Exchange mde. 4

5 D nt send persnal/cnfidential infrmatin ver . Use Public Flders t stre s. Other Optins OWA (Outlk Web Access) Access: Best used with Internet Explrer Firefx and Safari Premium, Basic Security: Public, Private Limitatins: Can t create Archive r Persnal Flders r access them Search flders may nt shw Can t see size f flders, nly individual size Ability t create Rules is nly available if using Internet Explrer Other brwsers dn t shw all the ptins Mbile Devices: Blackberries r iphnes Lgin t ffice cmputer remtely. If using a laptp, use the Netwrk Cnnect feature f VPN t use Outlk. Resurces Web: ffice.micrsft.cm r Select the Help and Hw-t tab and then select 2007 Office System. Select Outlk