EmailSurvivalSkills
Doyouhavetherighttoolsinyourbackpack?
AllSurvivalTipsCompatiblewithMicrosoftOutlook2010&2013By
KarlaBrandauPresident,TimeforResultsRegisteredCorporateCoach
Findarticlesandmoretipsatwww.TimeForResults.comWhileatthesite,signupfortheupcomingInstructionalWebinars.
CopyrightNoticeAllRightsReserved©2015KarlaBrandau.Noportionofthisbookmaybecopied,retransmitted,reposted,duplicated,orotherwiseusedwithouttheexpresswrittenapprovaloftheauthor,exceptbyreviewerswhomayquotebriefexcerptsinconnectionwithareview.
UnitedStateslawsandregulationsarepublicdomainandnotsubjecttocopyright.Anyunauthorizedcopying,reproduction,translation,ordistributionofanypartofthismaterialwithoutpermissionbytheauthorisprohibitedandagainstthelaw.DisclaimerandTermsofUse:Noinformationcontainedinthisbookshouldbeconsideredasfinancial,tax,
orlegaladvice.Yourrelianceuponinformationandcontentobtainedbyyouatorthroughthispublicationissolelyatyourownrisk.Theauthor,KarlaBrandau,assumesnoliabilityorresponsibilityfordamageorinjurytoyou,otherpersons,orpropertyarisingfromanyuseofanyproduct,information,idea,orinstructioncontainedinthecontentorservicesprovidedtoyouthroughthisbook.
Relianceuponinformationcontainedinthismaterialissolelyatthereader'sownrisk.Theauthorshavenofinancialinterestinandreceivenocompensationfrommanufacturersofproductsorwebsitesmentionedinthisbook.Seeallofourarticlesandbooksathttp://www.TimeForResults.com
TableofContentsIntroductionEmailisaMajorFactorSurvivalEquipmentforOutdoorAdventuresEmailSurvivalEquipmentTheRightTool:TheBackpack–MicrosoftOutlookEmailisSturdyFootwearforYourBusinessDay
FillYourMind,JustlikeYouFilltheBackpackBand-AidsandSalveforYourMind(orFirstAidSupplies)StayTruetoYourPriorities:CarryNavigationToolsStopEmail:SunProtectionScanYourInbox:BinocularsEmailEtiquette:RepairKitandToolsClickandDrag:SharpKnifeCustomizeColumnHeadings:
Multi-ToolKnifeInlineComments:SignalingEquipmentOtherHumans:HydrationTohydrateothers,useemailto:WritingClearEmails:IlluminationThereare4stepstoilluminationinyouremail:Don’tHideBehindtheTerminal:FireSearchFunctions:Nylon
CordVotingButtons:InsulationKeyboardShortcuts:NutritionE-ZKeyboardshortcutsfortheOutlookInboxarefeaturedinthetablebelow:StoptheDelugeofEmails:WaterproofOuterwearJointheConversation
IntroductionThenatureofemailhasdramaticallychangedsince1971whenitfirstcameonthescene.Itwentfromanovelwayofcorrespondingtoavarietyofpeopletoamajortoolforcommunicationineverycompanyaroundtheworld.Physicallettersusedtobea
waytokeepintouchwithfamilyandfriendswholivedfaraway,likemyparents.IlefttheminIdahoandmademywaysouthtoAtlanta,Georgiatoseekmyfortune.Unfortunately,emailhasreplacedsendinglettersthroughthemailtolovedones,whichcouldbereadandreread,andthencarefullyfoldedandtuckedawaytobereadagainatafuturedate.
Evenifanemailcontainedsomethingpersonalthatwouldbeappealingtokeep,thethoughtofcuttingdowntreestoprintouttheemailkeepsmostemailsinthecomputerandstoredinanarchivedplacethatisnevertobefoundagain.Ifyouhavelovedoneswhodon’tlikeemailordon’tuseemail,communicationwiththemmaybelimitedtoan
annualChristmascard.However,evenChristmascardsarebeingreplacedbyemailsandelectronicholidaycards.OnaflighttoLosAngeleslastweek,Ioverheardaconversationbetweentwowomen.Thefirstwomansaidshewouldratherhavebeenbornahomesteaderonaranchinthe1800’sthanhavetoopenandansweremail
messages.Thiswomandidnotunderstandthemarvelouspointsaboutemail.Youuseitbecauseyouwant:
1. Speed,notsnailmail.2. Tocommunicatewith
acolleague,employeeorcustomerinacountryontheoppositesideoftheworldduringyourownwakinghours.
3. Tosendamessageto
manydifferentpeoplesimultaneously.Withemail,youcansendanemailtooneor1,000peopleanddeliverthesamemessagetothem.
4. Instantandconstantaccessibilityfromanydeviceyouown.
5. Whenonatightdeadline,youcanworktheweekendand
emailyourfinishedproducttoyourmanagerorteamleaderonSundaynight,andtheywillneverknowbecausetheyhaveitfirstthingMondaymorning;unlessMurphy’sLawprevailsandyourinternetisdown.
Eventhoughthesearevalidreasonsforhavingemail,if
youaretherecipientofhundredsofemailsperday,thenitcantakeonanoppressivenaturethatcausesminordepressionandmajoremotionalblues.Whenyouopenyourinboxandemailsstartdumpingin,questionsracethroughyourmind:HowcanIstoptheavalanche,orthedeluge?HowcanIsurvivethevolumeofworkcontainedinsimple
emails?Can’tSPAMbestopped?HowcanIgetthroughthesebytheendoftheday?HowcanIorganizethem?HowcanIgetthroughtheworkloadwhenseveralemailscontainrequeststhatrequire2-3hoursofwork?Thisbookiswrittentohelpyousurvive21stcenturyemail.Enjoy!
Forwebinarsandin-
housetrainingontimemanagement,goalsetting,procrastination,survivingemailandbalancelifeissues,Visit:http://www.TimeForResults.com
EmailisaMajorFactorEmailisamajorfactorinconductingbusinessincompaniesallovertheworld.Inthisageofinstantaneouselectroniccommunications,businesssimplycouldnotkeepupwiththepaceofinformationthatisexchangedwithoutemail.Thankheavens
itreplacedbusinessletterwritingandfaxes,whichwereheavilyusedinthe20thcentury.Whenyouconsiderreadingandrespondingtoemailsonadailybasis,emailtakesamajorinvestmentofyourtime.Infact,currentstudiesfindthatuptohalfofyourworkinghoursmaybespentplowingthroughemailsorotherformsofelectronic
communicationsuchasinstantmessaging(IM),texts,andcontributingtoconversationsonsocialnetworks.Theprocessoverwhelmsmostpeopleandquitefranklyitputstheminabadmooddaily.Survivalrequiresaparadigmshift,touseawordpopularfordecades.Itrequiresashiftfromrollingyoureyesand
shuttingyourearstothesuckingsoundoflosttimeandtherealizationthatemailSAVESyoutime.Somebusinesstransactionsarecompletedentirelybyemail,eliminatingtheneedforpersonalvisits,savingtimeandgasoline.Emailreducestheirritatinggameoftelephonetagandthetimespentinsocialnicetiesrequiredbyone-on-oneor
face-to-faceinteractions.Notthatbeingpoliteandfriendlyisnotrequiredinanemail,butemailismuchmorestraight-forwardandbottom-lineorientedthanpersonalvisitsorphoneconversations.Emailisatimesaversochangeyourattitudeandusethesurvivaltipsinthisbook.You’llbepleasantlypleasedwiththeresultsifyoudo.Togetherwe’llexamineemail
fromitsupsanddowns,insandouts,andround-abouts.We’llexaminehowcorporatecultureaffectsemailandwhatyoucandotoquicklyprocesstheentireinboxwhileenablingyourselftoreduceyourstressfromthedailydelugeofemail.Moreimportantly,theprinciplesinthisbookwillhelpyousavetimewhenprocessingyourinbox.
SurvivalEquipmentforOutdoorAdventuresAnyoutdooractivity,evenifit’sjusthikingdownaforestpath,requiressafetysteps.Thatwayyoudon’tgetlost,twistanankle,getbittenbyaninsect,orworseasnake.Irememberwalkingdowna
well-troddenpathinawoodedpublicparkonthesouthsideoftheChattahoocheeRiverinAtlanta,Georgia.Iturnedaroundtosaysomethingtomyfriendandwonderedwhyhereyesweresobig.Ihadjustmissedsteppingonawatermoccasinthatwasslitheringaway.Outdooractivitiesareinvigoratingandtheexercise
helpsusburnextrapounds.Seriousoutdooractivitiessuchasbackpacking,biking,kayaking,rafting,andrappellinginadditiontosafetystepsallneedspecialequipmentandgearforsurvival.Forthepurposesofthisemailsurvivalbook,let’ssticktohiking.TosurviveaseveraldayhikeonanymountainousterrainfromtheAppalachian
TrailtotheWesternRockies,youneed:
BackpackSturdyfootwearFirst-aidsuppliesNavigation(mapandcompass)GPSsystemSunprotectionBinocularsRepairkitandtoolsKnifeMulti-toolknifeor
SwissArmyKnifeSignalingequipmentHydrationIllumination(headlamp/flashlight)FireNyloncordInsulationNutritionWaterproofouterwear
EmailSurvivalEquipmentJustasyouneedabackpackloadedwiththerightgearforyourhighadventuresinthewilderness,tosurvivethedelugeofemailyougeteverydayyouwillneedtopackyourbrainwithtechnicalsavvyandtimemanagementprinciples.Thisbookwilldo
both,soIinviteyoutoreadon.
TheRightTool:TheBackpack–MicrosoftOutlookDifferentformsofbackpackshavebeenusedforcenturiestohelphumanscarryheavyloadsofweight.Thebackpackoftodayhasevolvedintoasophisticatedbagwithlimitlesschoicesincolor,fabric,weight,andpockets.Withallofthechoices,itis
importanttoevaluatetheoptionsandpicktherightbackpackforyouroutdooradventurewithcompartmentsforeverypieceofsurvivalgearyouneed.Inasimilarmanner,itisimportanttopicktherighttechnologicaltool,orbackpack,withallthefeaturesyouneedtoquicklyprocessemail.Therearemanyexcellent
choices,butthisinstructionusesMicrosoftOutlookasthetool.Ithasmany‘compartments’forsavingyoutimeandhelpingyoubecomemoreproductive.Thisbookisaboutemail,buttheotherOutlookfolders,Tasks,Contacts,andtheCalendar,arecomplimentarytotheInboxandsimplyaddtoyourproductivity.
EmailisSturdyFootwearforYourBusinessDayAfterpickingtherightbackpackforyouroutdooradventure,thenextpurchaseshouldbesturdyfootwear.Youneedapairofshoesthatarestrong,durable,andbrokenin–notbrandnew.
Whenwewerefirstmarried,myhusbandandIwentonaonedayhikeintheUintaMountains.Beingconcernedaboutmygear,hepurchasedasturdypairofshoesformetowear.Theshoeswerewonderful,buttheywerenotbrokenin.SoonIhadblisters,andwalkingbarefootwasarelief.Afterwearingtheshoesaroundthehouseandgettingthemtomoldtomyfeet,theywereperfectfor
futurehikes.Eventhoughwemaynotliketoadmitit,emailisthebasictoolforbusinesscommunication.Whenitcomestodispensinginformation,itislikesturdyfootwearinyoursurvivalkit.Whileyoumightgroanwhenyouseemessagesfloodingyourinbox,let’srecountthebenefitsthatemailhasprovidedcorporateAmerica.
Beforeemailcommunication,inordertoaskasimplequestionorrequestvacationtime,youhadtoscheduleafewminuteswithyourmanager.Importantdocumentshadtobemailedovernight(costingtimeandmoney)toclientsorotherbranchoffices.Someprojectshadspecificationsthatwerecontinuallychanging.In
somecases,documentswerenotreadytobeshippedbytheovernight-maildeadlineeither.Ifthiswasthecase,thedocumentshadtobefaxed.Sincefaxmachineslackedthelasertechnologythatissoprevalenttoday,thismeantadministrativepersonnelhadtore-typetheinformationfromthefax,formatit,andthensubmitit.Intoday’sworld,allwewouldneedtodoisopenan
emailandattachthedocument.Whileweallknowthatemailtechnologywasnotpresentinthe1970s,manytimesweforgetthatthistechnologywasjustbeginningtocatchonintheearly1990s.Themailandfaxprocesswastimeconsumingandexpensive,butcorporationshadnoalternativeuntilemailcameintothepicture.Nowan
officecanemailanattachment,whichusuallyrequiresnoadditionalformattingortyping.Employeescanfocusonothertasks,ratherthanrework.Someonecansendanimportantpresentationtoaclientwithinafewminutes’timeratherthanovernight.Whenitcomestoemailsurvivaltechniques,emailrepresentssturdyandreliable
footwearforyourbusiness.Itsaveseverypersoninthecompanyprecioustime.
FillYourMind,JustlikeYouFilltheBackpackOnceyouhavepurchasedtherightbackpackandfoundsturdyshoesthatyourfeetlove,youworktofillthebackpackwithjusttherightsuppliesyoupersonallyprefertohelpyousurviveasyouexperienceyourhike.Inasimilarmanner,openingyourdailyemailisanadventure,andyouneedto
fillthebackpackinyourmindwithsurvivaltoolsandtechniques;startingwithfirstaidsupplies.
Band-AidsandSalveforYourMind(orFirstAidSupplies)Oneofthefirstthingstogoinyourbackpackshouldbeafirstaidkit.YouwillneedointmentandBand-Aidsforscratchesandcuts.Howdoesthisrelatetoemail?Emailcandeliverscratchesand
smallcutsalldaylong,whichleaveyouneedingmentalandemotionalband-aids.Whenyoureceiveacryptic,sarcasticordownrightuglyemail,youneedtoapplyagooddoseofmentalandemotionalsuaveandBand-Aids.Thedownsidetoemailistone.Youcan’thearthetoneofsomeone’svoiceandyoucan’tseetheirbodylanguage.
Thismeansyoumayinterpretastatementashurtfulwhenthesendermeantittobefunny.Youmissthehumoroussarcasmbecauseyoudon’thearthetoneandseethebodylanguage.ApplysalveandBand-Aids,andgivethesenderthebenefitofthedoubt.Don’tlettoday’sproductivitybestoppedbynegativethoughtsaboutthesenderanddon’t
spendtimecalculatinghowtogetevenwiththem.
StayTruetoYourPriorities:CarryNavigationToolsYoumaynotmakeitbacktoyourstartingpointunlessyoucarrywithyouandknowhowtousenavigationtools;amap,compassand/orGPSsystem.Thisgraphrepresentsyour
navigationsystemormapthroughemail.Thenextpointswilldiscussthesesteps.
Tip:‘Easy–Doit’meansemailsyoucananswerwithin5minutes.Thecompassyoucarrywithyouisconsideredanavigationtool,butithasanotherpurpose.Acompasspointstotruenorth.Whenitcomestoemail,thecompassrepresentssavvyprioritizingoftheworkcontainedinthe
message.Truenorthmeansthatasyouprioritize,youstaytruetoyourcommitmentsandtheplansyouhavemadefortheday,weekandmonth.
StopEmail:SunProtectionUnlessyouplanonhikingindenseforestryeveryhouroftheday,you’llneedsunburnandeventuallyskincancerprevention;sunglasses,sunscreenandahatwithawidebrimareallrecommended.
Protectionfromthebrightlightofthesun,orprevention,inemailtermsmeansyoukeepemailfromeverenteringyourinboxinthefirstplace.Herearesometips:
1. InstallSPAMfilters.Ifyouworkinalargecorporation,theyprobablyhaveagoodfirewall.Googlehasgoodfiltersontheir
Gmailaccounts.MicrosoftOutlookhasatrustcenterwithafewsettingsthathelpdissuadespam.Ifyouareanentrepreneurorworkinasmallstartup,thenwebhostingservicesofferSPAMfiltersatextremelyreasonablerates.
2. Thinktwicebefore
yousignupfornewsletterscontaining“Can’tlivewithoutinformation”whenyouareresearching,learningorjusthavingfunonline.Myexperienceisthatgivingupyouremailaddressmakesemailsproliferatelikebreedinggerbils.Oneoptionistohaveanemaildesignated
specificallyforonlineinformation.Keepitseparateanddistinctfromyourprofessionalorpersonalemail.Forinstance,youcouldhaveaGmailaccountthatisanonymous,suchasSillyFrog@gmail.com.Usethisforalldownloadsofnon-pertinentinformation.
3. AtechnicalwaytostopemailsfromenteringyourInboxrelatestothephilosophythatyouhaveaboutyourInbox.Isitalibrary?Meaning,youhavenoproblemwithacouplethousandormoreemailsinyourInbox.Or,doyougethivesifyouquitworkandstillhave10or20emails
toprocess?Ifyouarethelatter,IrecommendusingtheOutlookRulesWizardtoautomaticallyrouteemailstospecificfolders.
UsingtheRulesWizard,youcanrouteemailsforprojects,fromspecificpeopleorfromcompanydepartmentstofolderswheretheysafelywaitforyoutoopenandprocess
them.AperfectexampleisaroutineemailfromHumanResources.Youneedtheinformation,butnotinyourproductivemode,whichishoursduringyourworkdaythatyouarefocusingandpushingoutwork.SettheRulesWizardtoautomaticallyroutetheHRemailstoafolderthatyoucancheckatyourownleisure.
Thesetipswillhelpyoupreventtheslowsunburnof
emailsthatmayhavesomevalue,butarenotimportanttoyourdailyproductivity.
ScanYourInbox:BinocularsBinocularshelpyouseewhatisonthenexthillordowninthevalley,orhowclosethatbigbrownbearistoyou.Theyscanthehorizonforpotentialdangersandhelpyouchooseasafertrail.Whenitcomestoemail,
binocularsstandforscanningtheinboxfortheeasystufftocompleteorignore,likethepleasantgoodnewsemailsandthepotentialtimebombsthatareabouttogooff.Scanningyourinboxisthefirstthingyoushoulddobeforeyoustartprocessingemailsbecauseyoucouldspendtwohourshandlingthemostrecentemailsthathaveenteredyourinboxandthen
shutyourcomputerdownbeforediscoveringanurgentemailfromyourmanagerthatwasthefirstinyourInboxat7:00A.M.,whichreads,“Needreplyby8:30A.M.”Oops…Emailsthatcatchourattentionandweopenfirstoftenhavenothingtodowiththeworkweneedtocompletefortheday.Forinstance,youhadahealthcheckupwith
yourdoctorandyouseeanemailfromhernursewiththesubjectline“BloodWork.”Howfarwouldthisemailthrowyourdayoff?Wejustreceivedtheresultsonyourbloodworkfromyourappointmentyesterdayafternoonandeverythingseemstocheckoutasnormal.However,insteadofgivingyouyourroutinetetanusshot,weinjectedyouwithradioactivespiderblood.
Now,youshouldbejustfine.Thisisaprettycommonmistakeamongsthospitals.However,justtobeonthesafeside,ifyounoticeanynewabilities(beingabletoclimbwalls,beingabletoshootspiderwebs,havinganewspideysense)thengoaheadandgiveusacallbacksowecansetupanappointmentforyou.Thanks,DaisyRichardson,ChiefExecutiveNurse
Thisnonsenseemailmakesthepointthatyouopenmessagesthatraiseemotionsandthrowyourfocusoffinmanyways.Ifthiswerealegitimateemailaboutyourbloodwork,youwouldnaturallybedistractedforgoodreason.However,wespendtimeinamyriadofemailsthathavelittletodowithourprioritizedtasklist.Emailsfromfriends–especiallyiftheycontain
officegossip–areprimeculpritsoflostproductivity.Tokeepproductivityhigh,scanthroughyouremailsasifyouarelookingatthemwithbinoculars.Evaluatetheirimportance.Sortthembysenderorbysubjectline.Havethereadingpaneopensoyougetasenseofwhatisneeded.Iftheemailisofhighimportance,markitasunreadorflagitforquickreference.
Onceyouarefinishedscanningyournewemails,youcanbeginprocessing.
EmailEtiquette:RepairKitandToolsWhoknowswhatyouwillneedtorepaironthetrail,sokeepafewtoolsinyourbackpacktofixpuncturesinmattressesorbiketires,tearsinyourbackpackortent,ortosharpenyourknife.Notknowingwhatyouwill
havetorepaironthetrail,Irecommendcarryingducttape.Oneexperiencedcampertoldmehewrapsafewpiecesofducttapearoundhiswaterbottlesoitisimmediatelyreadyincaseofanemergency.Hecallsitpartofhispoorman’srepairkit.Asrepairandtoolsrelatetoemail,itismuchbettertouseproperemailetiquetteasatoolforsuccessthantodo
repairs.Properetiquetteincludes:
Runningaspellcheckbeforeyousendtheemail,anddon’tforgetthesubjectline.Itneedstobespellcheckedaswell.Oneemailsubjectlinewassupposedtoread“PublicHearingat2:00”butread
“PubicHearingat2:00.”Checkingthecontextbeforeyoupush‘send.’AnemailIreceivedhadstated:“Youremailpoopedbacktome”insteadof“Youremailpoppedbacktome.”Besuretoreadthroughyourmessage,analyzing
themeaningconveyedtothereaderandtofindmiscuesthatspellcheckwon’tcatch.Returningaquickemailtothesenderifyoucannotcompletetherequestinatimelymanner.Itwillreducetensionbetweenyouandthesenderif
youletthesenderknowwhenyoucancompletethetask.
Examplesofhardthingstorepairare:
Using‘ReplytoAll’andCCforegoreasons,hopingyouwillgetkudosforwhatyoudid.SendingaBCCtosomeonewhoopensit,butdoesn’t
realizesheisBCCandthenrepliestoall.WritingINALLCAPSUNLESSYOUREALLYMEANTOYELLATTHEPERSON.Usingemoticonsasanattemptforhumorortolightenthemoodinsteadoflookingfor
descriptivewords.Makingeveryemailsubjectlineread:HighPriority!MustRespondImmediately–andthentheyfindoutyouwereonlycryingwolf.Youwilldesensitizethereadersandtheymayroutinelyskipyouremails.
Usetheappropriateemailtoolsandetiquetteandavoidtherepairkit.
ClickandDrag:SharpKnifeEventhoughaknifecouldtechnicallyfallunder‘RepairKitandTools,’Ibelieveitneedsaseparatementionbecauseagoodsharpknifeiscriticalforoutdoorsurvival.Theknifecutsrope,sharpenssmallbranchesintospears(orsticksforroasting
marshmallows),helpscutbranchesformakinganemergencyshelterandprovidesboredomreliefinamyriadofways.Asharpknifeisbetterthanadullknife,sobesuretoaddaknifesharpenertoyourrepairkit.TwospecificMicrosoftOutlookInboxfeaturescansharpenyourproductivityandsaveyoutime.Bothareclick
anddragtechniques,onetotheCalendarandonetoTasks.Thefirstfeatureisclickanddragtothecalendar.WhenyoulookatyourInboxandareinthepre-assessmentorscanningmodewithyourbinocularsandyouseeanemailcontainingataskthatisURGENTandhasadeadlineneedingaquickturnaround,clickonthatemailanddragit
toyourcalendar.Acalendaritemwillopen.Fillintheinformationcompletelywiththedateandtimeslotofwhenyouplanoncompletingthetask.Itnowbecomespartofyourworkflowonaspecificdate.Yourmindisatrestbecauseyouknowthetaskisscheduledandwillnotbeforgotten.Asyouscanthroughyouremails,undoubtedly,youwill
findonethathasaonesentencesimplerequestbutwilltakeyouupto10hourstocomplete.Anexampleis,“Brandon,findahotelfortheannualplanningretreatandmakesuregolfisconvenient.”ClickonthisemailanddragitintotheTasksfolder.IntheTasksfolder,youcanorganizeit,plantheexecution,execute,andsend
thenecessaryinformationbacktotherequester.Thesetwoclick-and-dragtechniquesworklikeasharpknifetohelpyoutakecontrolofthethunderstormofemailenteringyourInboxonadailybasis.Asmentionedabove,asharpknifeisusedforcutting.Cuttingisavaluableemailtoolasyoucan:
Cutthefluff.
Cutthecontentbyaddressingonetopicperemail.Cutthetimethereceivertakestoreadtheemailbyusingbulletpointsandnumberedlists.Cutthenumberofemailsyoureturn.Sometimesareturnemailwithonlya“ThankYou”is
unnecessary.Thesetipswillcutthetimeyouspendperemail.
CustomizeColumnHeadings:Multi-ToolKnifeAnothertoolinyourRepairKitthatneedsaseparatecategoryisthemulti-toolknife.ASwissArmyKnifeisanexcellentexampleofa“musthave”multi-toolknifeforyourbackpack.Withit
youhaveawirestripper,corkscrew,bottleopener,screwdriver,scissors,tweezersandatoothpick–tonamejustsomeofthemostimportantfeaturesofthemulti-toolknife.Inasimilarfashion,likeaSwissArmyKnife,MicrosoftOutlookhasmanyoptionsortoolstohelpyouorganizeandprocessanamazingarrayofinformationifyouknowhow
tomanipulatethetool.Forinstance,thecolumnheadingsareagoodplacetotakeadvantageofthetoolsthattheInboxoffers.StandardInboxheadingsincludetheIcon,From,Subject,ReceivedandFlagStatus.FlagStatusisconstantandcannotberemoved,butyoucanaddmoretoolstothecolumnheadings.Additionalinformational
headingsyoumaylikeorneedareCC,BCC,AttachmentsHighPriority,andSize.ToaddtheadditionalcolumnheadingstotheInbox,followthesesimplesteps:
ClickontheViewTabMovetotheArrangementGroupandchoose“AddColumns.”
Theboxbelowwillappear.Whateverinformationyouneedtosee,highlighttheheadingandclick“Add.”Itwillbeaddedtothecolumnheadingsandinformationwillmagicallyappear.Movethedesiredcolumnheadings
fromtheAvailablecolumnsdialogboxonthelefttothedialogboxontherightthatsays“Showthesecolumnsinthisorder.”
Noticeyoucanhighlightacolumnandmoveitupordowninthelist.Youmayalsoremoveanunwantedcolumn.
InlineComments:SignalingEquipmentSometimestheunthinkablehappenswhenyouareinthewilderness;yougetdisorientedandwonderwhereyouare.Youmightevengetlost,whichmakessignalingequipmentcriticaltoyoursurvival.Signalingequipmentincludesamirrorthatreflects
sunlightandworkslikeabeaconpointingrighttoyourlocation,orawhistletoaudiblytellsearcherswhereyouarelocated.TheOutlookemailfeaturethatcorrespondstosignalingequipmentisRepliesandForwards,previouslycalledInlineComments.Inmyopinion,Inlinecommentsdescribetheprocess.Inlinecommentsareuseful
whenyoureceiveaproblematicemailthatisseveralparagraphslong,andcontainsmanyquestionsandiswritteninrun-onsentences.Toenableinlinecomments,followtheseinstructions:
GototheFileTabClickonOptionsClickonMailScrolldowntoRepliesandForwards
Clickthecheckboxfor“Prefacecommentswith”TypeyournameintheboxClick‘Ok’
Opentheproblematicemailandhitreply.Moveyourcursortoapointinthereplywhereyoucanintelligentlycomment.Assoonasyoustarttotype,yournamewillbeinsertedwithyour
comments.InlineCommentssendsoutasignalthatyouhaveanopinionorananswerforthepersonaskingforyourexpertiseandtellsthemyourexactlocation.
OtherHumans:HydrationLiveSciencesays,“Youcanlive3minuteswithoutairand3hourswithoutshelterinaharshenvironment,suchasasnowstorm.Butafter3days,you’llneedwateroryou’llperish.”Foryouroutdooradventure,packplentyofwaterorsomekindofwater
purificationtabletsorfilters.Stayhydratedasyouhike.Howdoesthisapplytoemail?Justasyoucan’tlivewithoutwater,youcan’tlivewithoutotherhumans.Thereasonwebandtogetherincompaniesistoshareourstrengthsandexpertisesoeveryonecanbenefit.Notonlydoyousharetheworkloadandproducemoretogether,butteammembers
willkeepyou“hydrated,”meaningtheycanencourageyou,mentoryouandattimescoverforyourlimitations.Encouragementorhydratingothersshouldbeatwo-waystreet.Takeeveryopportunitytoreassureandcheerotherson,coveringfortheirweaknesseswheneverpossible.DaveThomas,founderofWendy’sstated,“Supportis
theboostyoucangivesomeonewhocanhelphimselfbutwhoneedsapartnertoopenawindoworpushasidearoadblock.”
Tohydrateothers,useemailto:
Rememberbirthdayswitha“HappyBirthday”wish.Reassureothers.Ifyourteamisstrugglingtofinishaprojectbythedeadline,youmightsendastimulatingmessagetothemurgingoptimism
thattheycanfinishbythedeadline.Thismessagemaywork:“Apessimistisonewhomakesdifficultiesofhisopportunitiesandanoptimistisonewhomakesopportunitiesofhisdifficulties.”~HarryS.TrumanAddaninspirationalmessagetoyour
signature.Oneofmyfriendsplacedthisimportantquoteafterhersignature:"Leadershipisbasedoninspiration,notdomination;oncooperation,notintimidation."~WilliamArthurWood
Onemoretipabouthydration:Keepthewater
pure.Filteroutdebrisinemailconversationsbecausetherearealwaysstatementsthatcouldbetakenthewrongway.Givethesenderrespectandesteem.Ifyoudo,hydrationwillbeatruetwo-waystreet.
WritingClearEmails:IlluminationExcellentilluminationiscriticalforanovernightouting.Whenthesungoesdownyouwillneednotonlyafire,butalantern,flashlightorheadlamp.Illuminationappliestothewritingaspectsofemail.You
illuminateyourreaderinavarietyofways.Excellentilluminationinyouremailmakesthemessageeasytounderstand,andeasytowritearesponsetoandsendback.
Thereare4stepstoilluminationinyouremail:
1. Writeagreatsubjectlinethatsummarizesthecontentoftheemail.Considerthedifferenceintheseheadlines:
“Urgent–ReadNow”Vs.“EmailAccountsShutDownonthe1stifNoResponsetothis
Email”
Whichwouldyouopenandquicklyreplytowiththerequestedinformation?Thesecondsubjectline,ofcourse.
2. Writeyouremailsothebottomline–yourrequest–ispositionedinthesubjectline
and/orthefirstlineofyouremail.Tocorrespondtothesubjectlineabove,yourfirstlinewouldsay,“Inordertocomplywithnewcompanyemailguidelines,weneedyoutorespondbythe1stwiththefollowinginformation.Failuretodosowillresultinyouraccountbeing
suspended.”
Inyourfollowingparagraphsyoucanlisttheinformationneededandexplainmoreaboutthenewpolicies.
3. Organizeyourmessageinshort,easy-to-readsentences.Norunonsentencesorworse
yet,runonparagraphs!
4. Usebulletpointsornumberedlistswhichmaketheinformationeasytograsp.Forabusypersonscanningthroughahundredemails,easytoreadmeanseasytounderstandandreturn.
Followingthesesimplesuggestionsofillumination
willhelpyourreaderquicklycomprehendwhatyouneedandwillensureafasterresponsefromthem.Peoplewillactuallyreadyouremails.
Needabusiness/emailwritingclassatyourcompany?Clickhereforinformationonbookingoneofthe
“TimeforResults”experts.
Don’tHideBehindtheTerminal:FireNoonewouldgoonanoutdooradventurewithoutawaytostartacampfire.JusttobeonthesafesideIwouldpackregularmatches,waterproofmatchesinawaterproofcontainer–andsomethingtostrikethematchwith–andanentirepackage
ofcigarettelighters,justincaseweneededabonfire.Withoutrealizingit,emailcanbecomeabonfireifyousendmessageswritteninanger,criticizinganemployee,rejectinganidea,givinganundesirableemployeeperformancerevieworcontainingcountlessothernegativestatementsyoumaynothaveutteredifyouhadbeenface-
to-face.Don’thidebehindtheterminal.Emailbonfiresarealsocausedbecauseofimpreciseinterpretations.Thereadercannotseethetwinkleinyoureyeifyouaregentlyteasingorcatchasarcastictoneofvoice.Ifthesenuancesarenotclear,humannaturemakesusassumetheworst.Toreducethefrustrationyou
feelinside,goaheadandwriteanangryretortyoufeelthesenderdeserves–thendeleteit!Inpastdecadeswewouldsaytowriteitandthrowitinthefire.Toavoidemailbonfires,nevertrytomanageemployeesbyemail.Resolvethisverymomenttonevercommunicatesensitive,emotionladenmessagesbyemail.Pickupthephoneand
havearealconversationormakeanappointmentandwalkintotheiroffice.Neverhaveasensitiveconversationinthehallwayorthebreakroom.Sensitiveandemotionalconversationsneedtobehadface-to-facesoyoucanreadthebodylanguage,listentothetoneofvoiceandlookintotheeyes.Onlyinaperson-to-person
conversationdoyoucomprehendtheentirestory.Whenyoureadtheireyes,youcantellifthereiscriticalinformationtheyhavenotshared.Onceyouhavetheentirestory,youhavetheluxuryofnegotiatingoptionsandworkingforasolutionthatsatisfiesbothparties.StephenR.Coveyisfamousforurgingustolookforwin/windecisions.
Beupfront.Behonest.Betransparentandusethesetipstoavoidemailbonfires.You’llbegladyoudidbecausebonfirescanquicklyuseupallthehydrationandgoodthatyouspentyearscreating.
SearchFunctions:NylonCordLikeDucttape,therearemanyusesforastrongnyloncordonyouroutdooradventure.Itcanhoistfoodupatreetokeepitawayfromwildlife,helpyoubuildanemergencyshelter,lashpolestogetherandevenhelpmakeasplintforbrokenbones.It
tethersyoutosafetyinmanyways.Thesearchfunctionsinemailservethesamepurpose:theytetheryoutoimportantinformationwithoutwhichyoumaybefanaticallycirclingwhilelookingforthereturnpath.Asyoucircle,yourealizethatyou’veseenthatsameoaktreewith“TreylovesJenny”carvedinitatleast5times.Needingvital
informationthatyouknowyoustoredsomewherecansetyourentirebodyincommotion.ThesearchfunctionsinOutlook,likeanyloncord,tetheryoutovitalinformationforquickretrieval.HerearesomewaysyoucansearchinMicrosoftOutlook:
1. Enterasearchtermintothe‘SearchInbox’dialogbox,and
thenanyemailcontainingyoursearchtermwillbefound.
2. SearchtheInboxbyclickingonanycolumnheading:Attachment,From,Subject,ReceivedorFlagStatus.TheInboxwillautomaticallysortbythatcolumnheading.
3. Highlightaperson’s
emailandthenclickthe‘From’columnheading.Allemailsfromthatpersonwillbegroupedtogether.
SubfoldersintheInboxarecriticalforretrievinginformation.Someuserswillsetsubfoldersforeachmonthorperhapseachyear.Othersarchivebythenameofthepersonwhileothersstillarchivebytheprojectnumber
orname.Chooseasystemthatworksbestforyouandyourworkhabits.
TIP:Everwonderwhattodowiththosemiscellaneousemailsthatcanseemtofindahomeinasubfolderbypersonorproject?Createanarchivefolderthenpullall
homelessemailsthathavenotbeendeletedintothisarchivefoldernamed“Miscellaneous”or“Homeless.”ThisisbrilliantbecauseallthesearchfunctionsjustdescribedforyourmainInboxstillwork
perfectlyinthearchivefolderandyouhavenothadtodotheemotionalworkofdecidingwhattodowiththeemailorwheretostoreit.Usethesetipsandyourinformationwillbeforevertetheredtoaplaceeasytofind.
VotingButtons:InsulationYouwillwanttoensurethatyouwillbeinsulatedagainstthecold.Asroominyourbackpackpermits,loaditwithanextrasetofclothing,anextrasweatertoincreasewarmlayers,abeanie,handwarmers,andacozysleepingbag.
AlittleknownfeatureofOutlookprovidesinsulationfromcoldstaresandfrigidattitudesfromco-workers.ThisfeatureisVotingButtons.VotingButtonsmakeiteasytoincludeco-workersinthedecision-makingprocessandinsulatesyouagainstmovingforwardwithoutconsensusormakingadecisionwithouttheproperinformationoranopinionfromeachpersoninvolved.
Whenyouusevotingbuttons,yousendoutanemailthataskstherecipientstovoteontwoormoreoptions.Whentheysendbacktheirresponses,Outlooktalliesthevotesforyouthusallowingyoutomoveforwardinconfidencethatotherpeoplehavehadavoiceandwillsupportthedecision.TouseVotingButtons,followthesedirections:
Openanewemail.Typeyoursubjectlineandmessage.MovetotheOptionsTab.Choose“UseVotingButtons”fromtheTrackingGroup.DecideifyourrequestisApprove;Reject|Yes;No|Yes;No;Maybe.Clickyourchoice
andamessagewillappearatthetopofyouremailthatstates,“Youhaveaddedvotingbuttonstothismessage.”Whentherecipientsreceiveyourmessagetheycanvote.Asthemessagesarereturned,theyare
automaticallytalliedforyou.
TIP:ThedefaultisApprove;Reject|Yes;No|Yes;No;Maybe.Itiseasytoputinyourownvotingcriteria.Forinstance,ifyouwantinputonwheretoholdRalph’s
retirementdinner,clickon“UseVotingButtons”andchooseCustom.Whenthedialogboxopens,Approve;Rejectwillbehighlighted.Merelytypeinyourownchoicessuchas
Chili’s;OutbackSteakhouse;RedLobster.CAUTION:YouMUSTtypeasemicolon(;)betweeneachchoiceortheVotingButtonswillnotwork.
KeyboardShortcuts:NutritionSeasonedhikerspackdehydratedfoodbecauseitdoesn’tweighdownthebackpackandpermitsthemtoprogressonthehikeatamorerapidpacethancarryingheavyfoodwouldpermit.Whenwaterisaddedtodehydratedfood,youget
filledupfaster.Keyboardshortcutsaresimilartodehydratedfood;theyareeasytouseandincreasethespeedatwhichyoucanmovebetweenoptions.Youwon’tgetweigheddownwithwaittimesasyoumoveaboutinyourInbox.
E-ZKeyboardshortcutsfortheOutlookInboxarefeaturedinthetablebelow:
DesiredAction
KeyboardShortcut
Movefromanotherfolder(Calendar,Contacts,Tasks)totheInbox
Ctrl+1
MovebetweenmessageswhileintheInbox
ArrowdownorArrowup,dependingonthedirectionyouwanttomove
CreateanewmessagewhileintheInbox
Ctrl+n
Createanew
Ctrl+Shift+m
messagewheninanotherfolder(Calendar,Contacts,Tasks)GotoInbox(ifinDrafts,Sent,Archive,etc.)
Ctrl+Shift+i
GotoOutbox(ifinInbox,Sent,Archive,etc.)
Ctrl+Shift+o
Returntopreviousview
Alt+ArrowLeft
Wheninthenavigationpane,move
ArrowUporArrowDowndependingonthedirection
upordowntodesiredfolder
youwanttonavigate.Pressspaceorentertoselectthefolder.
AddaCustomReminderFlagtoyourmessage
Ctrl+Shift+g
Inanopen UsetheTAB
message,movebetweentheTO,Cc,SubjectandtheMessageBody
key
Givethematryandseeifyoulikethedehydratedfoodofshortcutsandwhattheycandoforyourproductivity.
StoptheDelugeofEmails:WaterproofOuterwearIhatebeingwetandcold,sowaterproofouterwearisamustformybackpack.Withthestrategiesinthisbook,Ihavegivenyoumanyideasforwaterproofingyourdayfromacontinuousdeluge
ofemails.Ifyouimplementtheseideas,theywillbecomeyourwaterproofouterwear.TheywillkeepyouwarmanddrywhenthestormsofyourworkdayhitintheformofadelugeofrequestsinyourInbox.Let’sreviewyourWaterproofOuterwear.
1. Picktherightbackpackortool.
2. Acceptthefactthat
emailisyoursturdyfootwearorthefoundationofworkcommunication.
3. UsesalveandBand-aidsfromyourfirstaidkittohealyourattitudeaboutemail.TheInboxisaneasyaccesstasklist.
4. Followthegraphprovidedinthisbookbecauseitisyour
navigationsystemforprocessingemail.
5. Justasyoupreventsunburn,preventemailsfromenteringyourInbox.
6. Useyour‘binoculars’andscanyourInboxbeforeyoustarttoprocess.
7. Rememberproperemailetiquette,sothatyoudon’tneeda
repairkit.8. Justlikeaknifein
yourbackpackcutsthroughthetoughstuff,useclick-and-dragtechniquestoputthetoughstuffthatentersyourInboxintherightplace.Ifyoucan’tdoitrightthen,clickonitanddragittotheCalendarorTasks.
9. MakeyourInboxcolumnheadingsamulti-toolknife;customizethemtoshowtheexactinformationyouneeddisplayed.
10. Yoursignalingequipmentinemailis‘InlineComments.’Itdrawsthereader’sattentiontothelocationofyourreply
commentsanddirections.
11. Cultivatinghealthyworkrelationshipsishydrationforyourworkefforts.
12. Writinggoodsubjectlinesprovidesilluminationandencouragespeopletoopen,read,andactonyouremailrequests.
13. Useperson-to-person
communicationtoavoidsettingafirewithanegativeemail.
14. Learntousethesearchfunctionsandyou’llstaytetheredtoyourinformationjustasanyloncordisusedasasafetytooltotetheranythingyouwant.
15. Votingbuttonsprovideinsulationfrom“Nobodyaskedmemy
opinion!”comments.16. Justlikedehydrated
food,keyboardshortcutsareeasy-to-use,whilesatisfyingyourneedforspeed.
Justlikecozyingdowninyoursleepingbagafteralongday,cozyuptothesefeaturesandthenletmeknowhowtheyhavehelpedyousurvivethedailydelugeofemail.Onelastthingyoumight
wanttoinclude:insectrepellant!Usethesetechniquesandyouwon’tbetheinsectthatrepelsothersaway.
JointheConversationOneofthemiraclesofthisdecadeistheamazingamountoflearningthatcantakeplaceinconversationsontheweb.Joinintheconversationinyourchoiceofcommunicationtools:Twitter:@theoutlooklady
Website:http://www.TimeForResults.comEmail:mailto:[email protected]
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