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    Increase Your Productivity Using Microsoft Outlook 2010
    Increase Your Productivity Using Microsoft Outlook 2010
    Increase Your Productivity Using Microsoft Outlook 2010
    Ebook297 pages1 hour

    Increase Your Productivity Using Microsoft Outlook 2010

    By Laura Leist

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    About this ebook

    Increase Your Productivity Using Microsoft® Outlook 2010® is written by Productivity Consultant, Laura Leist, CPO. Laura has over 15 years of experience consulting and training on Microsoft® Outlook®. She truly understands the challenges individuals face on a daily basis at work given the amount of e-mail sent and received and what information individuals must stay on top of to be as productive and efficient as possible at work.

    This 150+ page book is a step-by-step guide that includes screens shots that shows you how to customize and organize information every step of the way. This book will do much more than just teach you “how” to use each component of Outlook®; instead it will teach you how to use all of the components together to create a system that you can use to effectively manage information. It will also teach you “why” you want to do this.

    This book includes chapters on all of the components in Microsoft® Outlook® 2010, including:

    • E-mail Inbox
    • Calendar
    • Tasks
    • Contacts
    • Notes

    Increase Your Productivity Using Microsoft® Outlook® 2010 will save you valuable time each day if you implement the techniques in this book. Individuals that have taken Laura’s class on Microsoft® Outlook® have reported saving anywhere from 20 minutes to an hour a day using her techniques.
    LanguageEnglish
    PublisherBookBaby
    Release dateFeb 28, 2015
    ISBN9780986220227
    Increase Your Productivity Using Microsoft Outlook 2010

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      Book preview

      Increase Your Productivity Using Microsoft Outlook 2010 - Laura Leist

      Component

      Why this Book is Different

      I realize there are several Microsoft Outlook 2010 books on the market and you have a choice as to which one you purchase. If you have already purchased this book, I thank you and I hope that you will find a great deal of value for your small investment.

      If you are trying to decide if this is the book for you – please continue reading as I will answer that question for you.

      Most of the Outlook 2010 books on the market show you ‘how’ to use the components of Outlook; such as: Inbox, Contacts, Calendar, Tasks and Notes. This book is different because it tells you ‘WHY’ you want to use certain features of the program and how to get the most from them.

      What Makes Me Qualified to Write This Book

      I am not just another ‘author’ writing a book about Microsoft Outlook. Many technical writers are more than capable of doing this. Instead, I am a Productivity Consultant with an education in Management Information Systems and Technical Writing. I have taught Microsoft Outlook Classes for over a decade – beginning at community colleges in the Seattle area. It was in the 1990’s when I began to get frustrated with the quality of the training materials I was being asked to teach with. While the books I used taught the students how to use each component, what it did not explain was HOW to use all of the components together and WHY you would want to do this – thus maximizing the use of this program. It was because of this that I decided that I needed to write my own class materials, which eventually became my first book on Outlook – Organizing & Customizing with Microsoft Outlook 2002. I then wrote the follow up books; including:

      Organizing & Customizing with Microsoft Outlook 2003

      Organizing Your Workday Using Microsoft Outlook 2007

      E-mail Solutions Using Microsoft Outlook 2007

      Business Solutions Using Outlook 2007 with Business Contact Manager

      In addition to my teaching experience and much more importantly, I have over two decades of consulting experience working with businesses to streamline their business processes with the use of technology. I understand the challenges individuals and organizations face on a daily basis with the use of Microsoft Outlook and how to organize and retrieve information quickly when needed.

      Increase Your Productivity Using Microsoft Outlook 2010 is the most comprehensive Outlook book that I have written. It is chock full of ideas, tips and suggestions for how you can apply this to your business.

      Outlook 2010 Productivity Training and Licensing

      Additional Services Offered from Eliminate Chaos

      Seminars

      Productivity Training Classes

      Individual Consulting

      Microsoft Exchange Server Installation and Customization

      Business Contact Manager Installation and Customization

      Licensing

      Seminars

      Laura Leist and other Eliminate Chaos Specialists travel nationally to provide Outlook Productivity seminars at conferences and conventions, association meetings, corporations and small businesses.

      Visit eliminatechaos.com for additional information on Microsoft Outlook programs.

      Individual Consulting

      Just need some one-on-one consulting with Outlook and how to use this tool to be more productive at work? Laura or one of the Eliminate Chaos Specialists can work with you in your office or remotely via the Internet to take you to the next level and answer your questions.

      Licensing

      Licensing programs are available for corporations that wish to license the materials for company internal use. Train-the-Trainer and licensing programs are also available for those wanting to use these materials with their own clients.

      Book Purchases

      Copies of this book can be purchased at eliminatechaos.com.

      Discount pricing is available for volume purchases.

      Contact Us

      425-670-2551

      877-342-8592

      eliminatechaos.com

      request.information@eliminatechaos.com

      Configure Outlook to Open in the Calendar View Instead of Your Inbox

      Some suggest that if you open your Outlook each day directly to your Inbox that you can get sucked into e-mail and spend half of your day in it before you realize it.

      You can change your settings so that when you open Outlook, it can open into any component of Outlook, such as the Calendar, Tasks, Contact, Notes, etc…

      How it Works

      From the File ribbon bar, select Options.

      Click the Advanced button.

      Select the component of Outlook you want Outlook to open to, such as by clicking on the Browse button and selecting Calendar.

      Click OK two times.

      Inbox

      E-mail Etiquette

      Never send anything that you would not want printed on the front page of the newspaper or put on the Internet for all to see. E-mail, even after it has been deleted, is still retrievable. Because it is difficult to read ‘tone’ into an e-mail, always proof e-mail before you press send to ensure that your e-mail will not be taken the wrong way. Using CAPS is the equivalent of shouting. It’s a good idea to get into the habit of proofing an e-mail before you send it, for spelling, grammar, and ensuring you’re answering all questions before you press send.

      Organize the Subject Matter of Your E-mail

      No one likes to read an e-mail with long paragraphs that go on and on and on. When you compose an e-mail like this, the reader is likely to close it and you may never see a response. Instead, compose your e-mail using short sentences, bullet points, or numbered lists. If you need to draw attention to something specific that required immediate attention or a response, use the bold or underline features or consider using a different color of font for those few words or sentence that you need to highlight. This will help draw the eye to that part of the message so nothing is overlooked.

      Example

      Processing E-mail

      Several years ago I asked one of my clients why she had 14,000 e-mails in her inbox. She told me she didn’t know how to delete them. And she was serious.

      In fact, many of my clients leave all their e-mail in their inbox -- some, like the woman above, have more than 10,000, 20,000 or even 50,000 e-mails. That is a lot of e-mail.

      While your computer doesn’t appear cluttered from the outside, it can be a digital disaster on the inside. E-mails and files are the main source of the mess, because, with storage space so inexpensive, it’s easy to keep everything.

      However, just as with the physical clutter, it’s important to create a digital organizing system and maintain it. What may work for one person may not work for the next. You must decide what’s best for you.

      Organizations may put a limit on the size of your Inbox, forcing you to clean it out. If you are unsure of the size your Inbox can be, check with your Information Systems department.

      When organizing, don’t be seduced by unlimited space. Instead, keep in mind that it’s not about the amount of space you have to work with, but rather the development of a system to stay on top of things and be able to retrieve information when you need it.

      It helps if you think of your e-mail inbox like you do an inbox for paper. Taking the same actions you would with paper will go a long way toward organizing your e-mail.

      Here is a four-step simple system you can implement with e-mail that will help you create and maintain e-mail organization.

      Delete It

      Once you’ve read the e-mail, and you realize you don’t need this information -- delete it, and delete it now. Otherwise, you will have to open it again later, make another decision and take action.

      If you have multiple e-mails on the same subject, delete all but the most recent and decide whether you need to file it for future use. There is no point in keeping multiple e-mails with the same e-mail thread when you can keep the latest one, with the entire thread.

      Delegate It

      Also known as forwarding. If an e-mail requires action by someone else, forward it to the appropriate person. Then usually you can delete it. If you need to save a copy, you can retrieve a copy from your Sent Items file, or move it to a designated folder when forwarding as described in the Save Sent Item To section.

      File it

      If an e-mail contains information you may need in the future, but does not require any immediate action, put it in a sub folder so you can retrieve it later, based on a particular project, person or activity.

      For many people, this is the most difficult part in creating an e-mail system because they don’t know what to label the folders. Creating a new folder and labeling it is simple, but establishing an e-mail structure so that you can retrieve the information easily in the future can be a challenge. Refer to the section Organizing E-Mail Using Folders later in the chapter.

      Act On It

      This is for e-mails that require a reply.

      Typically there are two types that require action: those you can reply to immediately in a few words or sentences, and those that require more time for consideration or research before replying.

      After you’ve responded, you will need to decide if you’re going to delete it or file it.

      From a personal productivity standpoint and the ability to retrieve information later, using these four actions will help you begin to create an organized e-mail system.

      However, as with any system you create, regular maintenance is key.

      And

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