Email final
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Transcript of Email final
Clean it up Inspired by Farhad ManjooPresented by Angela L. Neff
CAIS 2011
Technology is great but it is still so stupid.
— Creator of Wilson
TIPS“Technology is great but it is still so stupid.”
—Creator of Wilson
Limit Your E-mail Time
Turn off notifications Check three times an hour Answer Briefly: “Yup, great idea.” Use the subject line Schedule meetings when appropriate Answer all flagged email each day
Archive or Delete
Most emails do not require a response or action
Personal Life, I use Gmail
Work, I use CM—
Rule of ThumbIf it takes less than two minutes… do it now!
ForwardIf someone else should handle it forward to them and CC the sender.
Flag for Later
Follow-up > choose date
Follow-up > Add reminder
Don’t waste time making things look pretty
Drag picture to placeholder or click icon to add
CategoriesLay-outsKISS
Place important information at the beginning
1. Users won't read your text thoroughly
2. The first two paragraphs must state the most important information.
3. Start subheads, paragraphs, and bullet points with information-carrying words
Enter Important Dates in Calendar and Archive
Transfer Tasks to Paper and Delete
High Performance-Low Tech
Technology is great but it is still so stupid.
—Creator of Wilson
The Four R’s
Read — delete
Read — file
Read — respond
Read — delay
Clear out your in box
Set aside a few hours
Respond to every important email
Archive all other emails
Read — Delay Flags Reminders Folders Priority All located on the home tab
Follow-upHome Tab > Follow-up or Message Menu
TODAYTomorrowThis week/Next WeekNo Due DateCustom DateAdd ReminderMark as Complete/Clear Flag
REMINDERSHome Tab > Follow-up or Message Menu
• Add date & time• Sends you reminder
Add FoldersHome Tab > New > Folder
• Keep to a minimum
PrioritiesMessage Menu > Priority or in e-mail
High – red flagNormal – grayed out flagLow – blue down arrow
Keyboard short cuts
Command 1 — Mail Command 2 — Calendar Command 3 — Contacts Command 4 — Tasks/To-Do Command 5 — Notes Command 9 — My Day
Home Tab
Follow up Reminders Folders Priorities
The Four R’s
Read — delete
Read — file
Read — respond
Read — delay
RESOURCES
Farhad Manjoo NYTSession Prezi43Folders LifehackerHelp others by sending good emailsEmail OverloadOutlook 2011 Tutorials(mac)Outlook 2010 Tutorials (pc)Flags, Tasks, To-Dos