Organizing E-mail and Time with Outlk Table f Cntents E-mail Management: Things t Think abut... 1 Fairfield University E-mail... 1 Basic E-mail Cleanup... 2 Basic E-mail Management... 2 E-mail Safety Tips and Other Best Practices... 4 Other Optins... 5 Resurces... 5 E-mail Management: Things t Think abut Is e-mail the best tl fr this jb? What are yur departments e-mail plicies? Dn t use e-mail fr urgent cmmunicatin! Email Life Cycle Use a Discussin Bard, Blg, Wiki, r LMS Are yu fllwing email etiquette/best practices? Are ther peple using email prperly? Fairfield University E-mail The Server: Micrsft Exchange. The client prgram fr Windws: Outlk. Web Access = OWA (Outlk Web Access = www.fairfield.edu/mail) Yur Mailbx: Flders: Calendar, Cntacts, Deleted Items, Drafts, Inbx, Jurnal, Junk E-mail, 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
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 E-mail Cleanup Mailbx Cleanup tl: Tls>Mailbx Cleanup. Mailbx Size Finding E-mails AutArchive Emptying Deleted Items Alternate Versins We dn t use! Deleting E-mails: 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 E-mail Management Set aside Time and turn ff Distractins: Make an appintment with yurself fr time fr e-mail management. First thing in the mrning, after lunch, befre yu leave at end f the day. Requires Discipline!! Turn ff e-mail distractins! (DEMOSTRATION!) Turn ff the Desktp Alert 1. Tls>Optins. 2. On the Preferences tab under the E-mail heading, chse E-mail Optins. 3. In the new windw that appears, chse Advanced E-mail 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
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 E-mails: Set e-mails t expire when they are n lnger relevant. Create a new e-mail. On the Message tab, select the Optins dialg bx launcher buttn. Under Delivery ptins, check Expires after and chse a date and time. The e-mail 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 E-mail: (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
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 2007. 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 e-mail 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. E-mail 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 e-mails t yurself! (fr quick reminders) Use Tasks r Ntes instead. Junk e-mail: We filter e-mail spam fr yu. Use rules and alerts t manage junk e-mail. T use Junk e-mail tls in Outlk, cached exchanged mde must be used. Disadvantages f Cached Exchange mde. 4
D nt send persnal/cnfidential infrmatin ver email. Use Public Flders t stre e-mails. Other Optins OWA (Outlk Web Access) Access: www.fairfield.edu/mail 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 e-mail 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 http://ffice.micrsft.cm/training Select the Help and Hw-t tab and then select 2007 Office System. Select Outlk 2007. http://ffice.micrsft.cm/en-us/training/ha102188671033.aspx 5