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Copyright 2011 Harri Jussila, all rights reserved www.time-management-solutions.com
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Copyright 2011 by Harri Jussila All rights reserved. No part of this publication may be reproduced, distributed, or transmitted in any form or by any means, including photocopying, recording, or other electronic or mechanical methods, without the prior written permission of the publisher, except in the case of brief quotations embodied in critical reviews and certain other non-commercial uses permitted by copyright law. For permission requests, write to the publisher, at the website above. The author and publisher of this report and the accompanying materials have used their best efforts in preparing this report. The author and publisher make no representation or warranties with respect to the accuracy, applicability, fitness, or completeness of the contents of this report. The information contained in this report is strictly for informational purposes. Therefore, if you apply the ideas contained in this report, you accept full responsibility for your actions. The author and publisher shall in no event be held liable to any party for any direct, indirect, punitive, special, incidental or other consequential damages arising directly or indirectly from any use of this material, which is provided "as is", and without warranties.
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Contents
Introduction ____________________________________________________________ 4 Tip 1: Turn Off Email Alerts ________________________________________________ 5 Tip 2: Lessen the Amount of Unnecessary Emails _______________________________ 6 Tip 3: Use Quick Parts for Frequently Used Paragraphs __________________________ 7 Tip 4: Follow CC Emails Separately __________________________________________ 9 Tip 5: Create a Waiting for Reply Folder _____________________________________ 11
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Introduction
In this short guide, I want to share with you a few practical tips for managing email more efficiently. I have successfully used all these five tips myself. I hope you will find something useful among them for you too. This guide does not describe a complete email management process. Instead, you should consider the tips presented here as a few drops of oil into your current email management routine. We will discuss total email management separately, another time. In order to warm you up, and give you an overview, here are the 5 tips of this guide: Tip Turn of email alerts Why Any distractions will redirect your focus from what you are currently doing, and slow you down. Email alerts are in most cases unnecessary distractions. Are you tired of describing how to find our office (for the 25th time)? This tip is great for that. Dont waste time on useless emails. You might not need to read all your inbound emails right away (especially if your address is only carbon copied). This tip describes a simple way to follow-up emails, to which you are waiting replies for.
Use signatures for frequently used paragraphs Sign yourself off all extra email lists Follow your CC-mails separately
The step-by-step instructions are done with Outlook 2010, but on a generic level the techniques are applicable to most email programs. Regarding these setups, Outlook 2007 is almost the same as 2010. Thank you for your interest to this short guide. As I already wrote, I hope you will find something of your interest in the following pages! Feedback is always welcome! All the Best,
Harri Jussila
Harri Jussila, Managing Editor Time-management-solutions.com
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I recommend that you only check email periodically, e.g. once per hour. Deal with email in batches. Start by turning off your email alerts: 1. Click on the File ribbon 2. Select Options. A new window pops up.
3. Select Mail (left side). 4. Scroll down to Message arrival (right side)
5. Unselect at least Play a sound, and Display a Desktop Alert 6. Press OK at the bottom
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1. For emails that arent of REAL interest to you, start aggressively clicking on the Unsubscribe links. Most legitimate marketing emails provide them. This works in 70% of cases.
2. Some smaller businesses rely on more primitive email marketing methods, like emailing you directly, and no unsubscribe link is provided. In such cases, you can ask to be removed by replying to the email. Remember to be kind. However, never respond to obvious professional spam.
3. When you get emails that clearly are junk, dont open them. Instead, just right click on them, and select Junk and then further Block Sender on the right side. This will move that email to your junk email folder, and put any future emails from the same sender directly to the Junk emails folder. Fighting unnessecary email is not always easy, but these 3 steps will get you going.
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2. Select the Insert tab and further the Quick Parts drop down menu.
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4. A window opens. Give your quick part a describing name. Also, I recommend that you set select Insert content in its own paragraph from the drop down menu. Dont worry about the rest.
5. You can now use your newly created quick part in any other email, by just selecting the drop down menu Quick Parts, and by selecting the one you want to use, with a normal left click.
6. If you want to delete a quick part, then right click instead, and select Organize and Delete This will open a screen that makes deleting possible.
7. If you want to modify the contents of an existing quick part, just write a new one, and name it with the same name as the one you want to replace. When the system askes if you want to replace the existing one, click Yes.
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3. Enter the name: *CC Mails. The star in the front helps to keep this folder very close to Inbox. (Otherwise if you later add another email folder starting with A or B, like Amelia let us play it is your new best friend that will appear above CC Mails, and come between CC Mails and Inbox. This is because Outlook uses alphabetical ordering in determining folder 4. Now, from your Home ribbon, chose the Rules drop down menu. Select Create Rule Click directly on Advanced Options
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5. Check the box in front of where my name is in the Cc box and click on Next
8. Select the *CC Mails folder that we just created from under Inbox (you may need to open the hierarchy tree, by clicking in front of Inbox). Press Ok.
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