Time And Task Management With Microsoft Outlook
Time and Task Managementwith Microsoft Outlook Thursday, March 9th1:00 – 2:00 p.m. EST
PresentersLisa HansonHabib AhmadiCTT , MCT, Master MOS,Sr. Technology Advisor, NRECAEducation & Training Specialist,NRECA
Microsoft Outlook
Next Event in the Series Boosting Writing Skills Giving and Creating Better Presentations withMicrosoft PowerPoint Microsoft Excel (please specify topic of interest) Creating Dashboards Microsoft OneNote for Beginners Other
Your Comments I don’t know what I don’t know about Outlook, advancedtools, bells and whistles Every day I use Calendar and Mail (Inbox) and some tasks orcontacts I am self‐taught, not sure if I know everything in Outlook I use Outlook every day, I’m comfortable using Outlook butI’d like to learn more
Learning Objectives Applying time management and organizational techniques Utilizing the tools in Outlook Creating a priorities list Customizing the To Do bar and use the Peek Understanding Outlook's Quick Parts Bonus: Integration between Outlook and OneNote.6
What is “Time Management?”
How to Increase productivity
80/20 Rule Video
Avoid Distractions/Interruptions Do not disturb Use caution Proceed
“Don’t say you don’t have enough time. You have exactly the samenumber of hours per day that were given to Helen Keller, Pasteur,Michelangelo, Mother Teresa, Leonardo da Vinci, Thomas Jefferson,and Albert Einstein.”‐ H. Jackson Brown Jr.“Of course, they did not receive 500 emails per day!” – Lisa
Live Demonstration
Outlook Settings: Stop DistractionsSet the following in File Options:Mail Message arrival: Limit to just one alert typeMail Always check spelling before sendingCalendar uncheck “Default Reminders”Tasks Set Quick Click flagAdvanced Start Outlook in this folder: CALENDAR (or Tasksor Outlook Today) Quick Access Toolbar Add Outlook Today button
Time Management Tip: Start Planning Begin each day reviewing goals, tasks and calendar End each day reviewing task and calendar Use Notes for the long, mid & short term goals Create a “Weekly Compass1” using a Calendar event Use Outlook Today to view all items for today Plan for up to 2hr of interruptions per day Plan to check email three times per day only Don’t use Inbox as your To Do list
Weekly Compass & Planning Time
Big Planning with Outlook Notes Use Outlook Notes to capture three types of BIG goals Things to accomplish this year Things to accomplish this month Things to accomplish the week, include estimated time to accomplish This is not your detailed task list, it is a daily reminder REVIEW THESE NOTES EVERY DAY Tip: in Windows 10 you can capture these goals usingWindows Sticky Notes
YearlyMonthlyWeekly
Custom Color Categories Go to Inbox Home tab Click Categorize button Select All Categories Create New Rename Existing Change Colors Categories availablethroughout Outlook
Apply Color Category to an Item Right‐click item (message, task, meeting, contact) Click “Categorize” Select the custom color category You can then view by category!
To Do Bar, Peek, Custom Views
Setup the ViewsTo Do BarCustom Views for Any Folder View Tab Click To Do Bar Select to display View Tab View Settings Calendar Tasks People Right‐click task area tosetup custom sort Set ColumnsSet Group BySet SortSet Filter
View SettingsCustom ViewsTo Do Bar
Calendar Tips Set two time zones, if needed Change time increments to 1‐hour or 15‐mins Turn off default reminder times Display Tasks at bottom of calendar Drag email messages onto the calendar to“schedule” time to complete the required actions Open other users’ calendar in a separate window Ensure free/busy is correctly set Add color categories to calendar items
The Calendar
Other Users’ Calendars on Mobile In Safari and Chrome, choose Use Desktop View This will provide access to other users’ calendars
Quick Steps vs. Rules Rules are great, but they automatically run on newmessages, you could miss an email Quick Steps only run when you choose to run them Both are custom actions that you setup Both will save you tons of time
Create a Quick Step Let Outlook Quick Steps flag, categorize, reply, moveor delete message(s) for you Inbox Home tab Quick Steps Create New QuickStep Then select the action(s) to perform To use the Quick Step, just click to select from theRibbon
Create QuickSteps Inbox Home tab Quick Steps Create New QuickStep
Apply Quick Step Select message(s) Click the Quick Step in the Ribbon
Quick Parts – Reuse Content Reuse text, formatting and objects No need to save email templates or even drafts Create Quick Parts in both Outlook and Word To Create: Select the content Insert Quick Part Save Selection as Quick Part To Use: Insert Quick Part Click the Quick Part and itwill be inserted into the body of the email, contact,calendar item or task NOTE: perform same actions in MS Word!
Create Quick Parts
Use a Quick Part Place cursor in bodyof message, task,contact or calendaritem Insert tab on Ribbon Quick Part button Click to insert desiredQuick Part content
Outlook and OneNote Send email with file attachments to OneNote Send meeting notes and attendee info to OneNote,then take minutes and record actions in OneNote Send Task items to OneNote Create a OneNote task and send it to Outlook fortracking by due date on the To Do Bar Print any Outlook item to OneNote
Your Questions AnsweredQ: How do I manage other user’s calendars from mobiledevices.A: Use the web browsers on mobile devices, select“Request Desktop Site” from the export / more buttons
Your Questions AnsweredQ: Getting the to Do bar to work for meA: Right‐click the To Do bar and build a custom view. Sort by DueDate and Collapse the GroupsQ: Getting others to use Tasks instead of their calendar (Whichmakes them unavailable)A: To view tasks on calendar, go to View Daily Task List set toNormalQ: Correctly setting the Show As field in calendar itemsA: Right‐click the calendar item, select Show As, select Free,Busy, Working Elsewhere or Tentative
Your Questions Answered Q: How to use Rules A: Use Rules toautomatically andregularly process a setof actions. Forexample, move allemail from a mailinglist into an archivefolder or deleted itemsInbox Home Rules Create Rules
Rules Dialog Boxes
Your Questions AnsweredQ: Out of the Office repliesA: Let Outlook send auto‐replies when you are away.Click File Automatic RepliesThen set dates & time toschedule the auto repliesNext, enter message text forinternal and externalsendersFinally, click OK to setup andschedule auto replies
Your QuestionsAnsweredQ: Email SignaturesA: Let Outlook append a uniqueemail signature to the end of everymessage. Setup internal, external,personal and professional signatures.File Options Mail Signatures
Switch BetweenEmail Signatures Right click thesignature are ofemail message Select a differentsignature
Your QuestionsAnsweredQ: Group CalendarsA: New feature that isdependent on MS Exchange.Based on organizationalhierarchy, an entire team canshare calendars. Select thecalendar(s) to display and selectthe day, week or timeline views
Your Questions AnsweredQ: Group EmailsA: To quickly send emails to a group, first create anoutlook Contact Group.People New Contact Group Add email addressesThen add addresses from Global Address List, fromPeople folder (Contact), manually type in new addressesor paste a copied list of email addressesUse this new group to quickly send one email to allmembers of the group
Your Questions AnsweredQ: Bouncing from emails to tasks and still maintainfocus on priorities.A: Outlook Tips: Use Outlook PEEK feature to quickly view tasks by priorityor even due date Use the THREE NOTE time management tip to keep focusedon the “big picture” goals Customize the TO DO BAR to keep tasks visible whenworking in Inbox
Your Questions AnsweredQ: Using categories consistently and how to categorize and file,much like a desk filing systemA: Set up custom category names and colors. Use thesecategories to label email, tasks, meetings and contacts.A: Quickly apply custom categories and even move items orcreate new items using custom Quick StepsQ: Help with quick navigation and formatting.A: Leveraging Peek to quickly view content in other folderswithout clicking to navigate to that folder.A: Customizing the Views and Window Layouts, for exampleturning on the To Do Bar and setting a custom view for Task Listitems
Your Questions AnsweredQ: Newer versions of Outlook make it difficult to see newmessagesA: Turn off conversations view. This will display all messagein order of receipt time.Q: How do I keep emails in a group and look back to whatwas sent and replied to?A: Turn ON the Conversations View and include subfolders.This display will group messages with the same subject line(conversation), even messages in different folders
Your Questions AnsweredQ: Manage too many emails and account gets lockedbecause mailbox too large/over limitA: Create an archive folder using a .PST or Online FolderQ: Managing influx of email messages.A: Mailbox Management Tips / 4D Rule Set time to work through email. Do not read email as it arrives.Set rule to move all CC message to specific folderSet rule to move listserv/mail list message to specific folderDelete message that you know are no neededForward message to another to delegateDrag message to Task folder to defer action to later date
Your Questions AnsweredQ: Keeping up with filing email messages into archive.A: Leverage Quick Steps or Rules to move the messagefor youQ: Manage JUNK email.A: Right‐click message set as junk email
Your Questions AnsweredQ: How to setup an EMAIL MAIL MERGE using OutlookContact Groups:A: You cannot email merge to an Outlook Contact Group(formerly Distribution List). You can email to a list ofOutlook contacts, entries in a Word table or entries inan Excel spreadsheet.
Email Mail MergeStart in Word Mailings orOutlook People (Contacts) Mail Merge
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Thank you!
Q: How to setup an EMAIL MAIL MERGE using Outlook Contact Groups: A: You cannot email merge to an Outlook Contact Group (formerly Distribution List). You can email to a list of Outlook contacts, en
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1 In the Task tab, click the Gantt Chart button to select the Gantt Chart view. This view contains the Task Mode column. 2 Select the task mode from the drop-down list for the task. 3 Hover the pointer over the Task Mode icon to review the task mode. 4 Click the Task Mode drop-down list to change the task mode back to Manually Scheduled.
