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OUTLOOK STRATEGIES FOR E-MAIL Presented by Miles – February 2013
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Transcript of Internal lunchtime-learning--2013 feb26-outlook-strategies
OUTLOOK STRATEGIES FOR E-MAIL
Presented by Miles – February 2013
Agenda
Looking out (ha!) for your relationships, tasks and time
3 Points
1. Identify your persona
2. Consider “Inbox Zero” Strategy
3. Tips to achieve “Inbox Zero”
1. Creating Rules
2. Query Syntax
3. Quick Steps
4. Conversation View
Discussion
Identify Your Persona
Types of E-mail personas
Search & Sort
Folders Tags
Consider “Inbox Zero” Strategy
What is “Inbox Zero”?
A set of classification principles used to process messages as they arrive
• Delete
• Delegate
• Defer
• Respond
• Do
How to Achieve “Inbox Zero”
The goal: process each email at regular intervals, not as every message arrives
Consider the “Power Hour” or “Power 15”
first thing in the morning
again after lunch
Tips By Persona
Tips for Searchers
Do you do the “Sort and Scan” strategy?
Use the Search Folders (auto indexed)
Query Structure from:Ellen has:attachment received:lastmonth
Quick Steps (new for Outlook 2010)
Conversation View (new for Outlook 2010)
Tips for Filers / Folder
Define a system and stick to it Consider Department folders with “Action”
vs. “Reference”
Alternative Folder ideas:
Client Names
Product / Service Names
Proposals / Invoices / Receipts
Miles’ example Naming System
My Example System: Top Level
Department – Accounting Department – Human Resources Department – IT
Action Reference
Department – Marketing Department – Software Documentation Department – Software Implementation Department – Software Sales Department – Software Support Department – Training Industry News Non-Work Related
Live Examples
1. Creating Rules
2. Query Syntax
3. Quick Steps
4. Conversation View
References
http://office.microsoft.com/en-us/outlook-help/learn-to-narrow-your-search-criteria-for-better-searches-in-outlook-HA010238831.aspx
http://baydin.com/blog/2009/12/top-5-ways-to-use-windows-search-more-effectively/
http://www.makeuseof.com/tag/6-ways-search-emails-outlook-2007/
http://gigaom.com/2007/02/15/10-tips-for-organizing-your-e-mail/
http://www.microsoft.com/atwork/productivity/emailtools.aspx#fbid=96z8_aVZgLB
http://www.simplyproductive.com/2012/03/the-best-tips-to-organizing-microsoft-outlook/
http://inboxzero.com/
http://www.forbes.com/sites/deborahsweeney/2013/01/14/skip-inbox-zero-5-easy-organization-tips-for-your-email-inbox/
https://www.youtube.com/watch?v=twQvEYr6z-w
That’s it
Discussion
