Productivity With MS Outlook And OneNote

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Unlocking the secrets to greater efficiency & effectivenessProductivity with MS Outlookand OneNoteFinPro Annual ConferenceOctober 2018Specialisations include: Productivity/Time Management TrainingMBTI Team Building ProgramsPersonal Effectiveness CoachingEmotional Intelligence – EQi-2.0 & EQi-360

Information Overload The more we know, the faster we know more. Knowledge volume undergoes exponentialgrowth, doubling and redoubling over time.Knowledge Doubling Curve (Buckminster Fuller)In 2010 IBM predicted that the amount ofinformation available world-wide woulddouble every 11 hours in the next few years!

Impact of Technology at Work Our technology means we can bemore Productive?BUT are we more effective?– Upsides?– Downsides?

Unlocking the secrets to greater efficiency & effectivenessModern WorkplaceDigital Transformation (Office 365)Increasingly Mobile (Laptops)Instant CommunicationOpen/Shared Workplaces

Challenges To utilise the modern tools wehave at our fingertips without letting them rule us! MS OutlookMS OneNote

Unlocking the secrets to greater efficiency & effectivenessMicrosoft OutlookA few tips to optimise MSOutlook to help you be moreproductive

Unlocking the secrets to greater efficiency & effectivenessCustomise yourOutlook ViewsUse your “Outlook Dashboard “ No “Reading Pane” No “First Line Preview” View “Single Line Layout” (not Compact Layout) Use your “To Do Bar”

Normal Outlook View

Customised Outlook Dashboard View10 Emails in myInbox

Normal Outlook ViewSame 10 Emails inmy Inbox

Use “Single” View – Not Compact View View Change View Single

Remove your “Reading Pane” View Reading Pane Off

Remove “Message Preview” (2013/16/365) View Message Preview Off

View “To Do Bar” View To Do Bar Tasks

To Do Bar - Tips The To Do Bar can behighly customisedView your To Do Bar fromyour Inbox and CalendarScreenIt can become your To Do List

View To Do Bar from Inbox

View To Do Bar from Calendar Screen

Unlocking the secrets to greater efficiency & effectivenessManage Your EmailTips to help you manage youremail in Outlook moreproductivelyEmail – Great Servant – Poor Master

Email Overload Today we are continuallybombarded with emailsMuch of our work now gets“delegated” to us via emailInboxes are regularly “out of control”People often feel overwhelmedImportant emails can often get lost

45Turn off your Email AlertDo you need to be notified everytime an email arrives in your Inbox?File Options Mail Message arrival then uncheck all the relevantboxes.

Keep Emails on your Radar Don’t let emails go below yourscreen (off your radar!) Target ½ a screen Set times to Process your Mail Handle Emails once using the 4D’sapproach

Delete Use this key a lot!We keep too much “stuff”Temporary “delete” folder if you like

Deposit Use Email Folders .– File emails you wish to keep– File emails you're finished withAvoid leaving opened or “dealt with”emails in your Inbox

Do it Don’t open it and close it to comeback to later!If you can handle there and then Do ItRule of thumb - 2-3 minutes if youdon’t have a lot of time

Defer (Do It Later) Drag to create a Task (Left Click and Hold the Email dragto your Task Icon) Drag to create a Calendar Appointment(in the same way)Apply a Follow Up Flag

Unlocking the secrets to greater efficiency & effectivenessUsing Follow Up FlagsAre you making the best use ofEmail Flags?

Use Email Follow Up Flags Flags important emails youneed to action laterAlways Flag with a Date!File (Deposit) the email afteryou have Flagged itThe Email will show in yourTo Do Bar/To Do List

Use Email Follow Up Flags Live Demonstration

Unlocking the secrets to greater efficiency & effectivenessEmail FoldersDo you use your Email Folders well?

Using Email Folders Use Email Folders to Deposit(File) emails when actioned– Don’t leave them in yourInbox Fewer Folders is better 1St Level Folders Only - No SubFolders

Use Favourites in Folder Pane Enable your “FavouritesFolder”Right Mouse Click on anyfolder and Show in Favourites“Show In”or“RemoveFromFavourites”Show InFavorites

Email Search FunctionClick in this Box toopen the SearchFunction and Ribbonoptions

Search all folders by default1.2.3.Search ToolsSearch OptionsChoose to search All MailboxesBy default, All Mailfolders will now besearched!

Use Your Calendar as a PlannerUse ColoursDon’t just plan whereyou need to be, but alsoplan WHAT you need todo!

Start Your Day in Your Calendar Change default settings so that Outlook starts up inyour Calendar - not your Email screen.File Options Advanced Browse and chooseCalendarChoose Calendar

Unlocking the secrets to greater efficiency & effectivenessWhat is OneNoteElectronic Note-Taking SystemPart of the Microsoft Office Package

ActivityTurn to a few next to you and discuss: What is you current experience with OneNote? What do you like/dislike about it?

Why use OneNote Saves me valuable time– Type up meeting notes– Email direct to particpantsI always have my notes with me!Can be used on Multiple DevicesIntegrates Beautifully with MS Outlook

OneNote

Different Apps Available OneNote 2016 – Use this for your Laptop/Desktop OneNote for Windows 10– Doesn’t have all the features of OneNote 2016. Avoid thisfor now. OneNote Apps for Android or IOS– Won’t have ALL the features that OneNote 2016has, but still worth having.

Notebooks You can have Multiple NotebooksYou can share a Notebook with othersYou can move information betweenNotebooks easily

Sections Organise your SectionsBe Careful not to create too many sectionsUse “Section Groups” to organise Sections

Pages A “Page” in OneNote is really aBlank Canvass for you to work inOn each “Page” you can:– Take Notes (Type or use a “Pen”)– Format Text– Insert Date/Times etc– Insert Links– and more

Unlocking the secrets to greater efficiency & effectivenessOneNote“Live Demonstration”

Unlocking the secrets to greater efficiency & effectivenessThank youI hope you have enjoyed today’s sessionGeoff Prior – Lingford Consulting ServicesConnect with me on Linked InSubscribe to our Email Tips

OneNote 2016 –Use this for your Laptop/Desktop OneNote for Windows 10 –Doesn’t have all the features of OneNote 2016. Avoid this for now. OneNote Apps for Android or IOS –Won’t have ALL the features that OneNote 2016 has, but still worth having.

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Outlook 2013, Outlook 2016, or volume-licensed versions of Outlook 2019 Support for Outlook 2013, 2016, and volume-licensed versions of Outlook 2019 ends in December 2021. To continue using the Outlook integration after the end of 2021, make plans now to upgrade to the latest versions of Outlook and Windows. Outlook on the web

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Outlook Integration with Salesforce Page 1 of 19 Outlook Integration with Salesforce This guide will help you set up the Outlook Integration add-in, which replaces the Salesforce for Outlook app you may be familiar with, within Outlook and Outlook on the Web to connect to Salesforce, and show you how to log emails, events and meetings to Salesforce.

Outlook 2003 with Exchange 2010 still gives an excellent email experience and the improvements made in Outlook 2007, Outlook 2010 and Outlook 2013 are relatively minor. Outlook 2003 was the first version of Outlook capable of connecting to an Exchange server over the Internet, as opposed to an Exchange server located on the same LAN.

Outlook 2016 Setup Instructions Page 1 of 18 How to Configure Outlook 2016 to connect to Exchange 2010 Currently Outlook 2016 is the version of Outlook supplied with Office 365. Outlook 2016 will install and work correctly on any version of Windows 7, Windows 8 or Windows 10. Outlook 2016 won't install on Windows XP or Vista.

o Microsoft Outlook 2000 o Microsoft Outlook 2002 o Microsoft Outlook 2003 o Microsoft Outlook 2007 o Microsoft Outlook 2010 o Microsoft Outlook 2013 o Microsoft Outlook 98 o Microsoft PowerPoint 2000 o Microsoft PowerPoint 2002 – Normal User o Microsoft PowerPoint 2002 – Power User o Microsoft PowerPoint 2002 – Whole Test

Outlook 2010 – Mail, Calendar, Contacts, Notes & Tasks Page 3 Figure 1 – Microsoft Outlook – Outlook Today View Outlook 2010 Window The Outlook window for the Mail, Calendar, Contacts, Tasks and Notes folders are similar in that they contain the Standard Toolbar, a Navigation Pane, and a Viewing Window. Each window provides different viewing options specific to the folder.

For users with Outlook 2010 and Exchange 2010 on Windows, use the Amazon Chime Add-In for Outlook on Windows. Supported Outlook versions: Microsoft Outlook 2010 Outlook 2013 Outlook 2016 Supported Exchange versions: Office 365 On-premises Exchange Downloading Amazon Chime. Amazon Chime User Guide. Amazon Chime User Guide.