PWHN 5/11/10 Presentation

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Are you almost certain there is someone you were supposed to call today, but have no clue who that someone is? Consider how wonderful it would be to better organize your tasks, sales calls, and appointments, with Microsoft Outlook!

Join us to hear some great Outlook tips that will have you feeling de-cluttered and empowered to take your business to the next level.

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PWHN 5/11/10 Presentation

  1. 1. Professional Women’s Network of Houston Best Practices for Getting More Organized Using Microsoft Outlook Presented By: Misty Khan Advena Artemis LLC Tuesday, May 11, 2010
  2. 2. Presentation Outline …best practices by folder <ul><li>Inbox </li></ul><ul><li>Tasks </li></ul><ul><li>Calendar </li></ul><ul><li>Contacts </li></ul><ul><li>Journal </li></ul><ul><li>Outlook Add-in Tools </li></ul>
  3. 3. The Outlook Inbox <ul><li>How many emails are currently sitting in your Inbox? </li></ul><ul><ul><ul><li>How do you feel when you open up Outlook? </li></ul></ul></ul><ul><ul><ul><li>How would you feel if it looked like this ? </li></ul></ul></ul><ul><li>How do you use your Inbox? </li></ul><ul><ul><ul><li>Task management? </li></ul></ul></ul><ul><ul><ul><li>Data repository? </li></ul></ul></ul><ul><ul><ul><li>Follow-up management? </li></ul></ul></ul><ul><ul><ul><li>If you answered “yes,” do you ever lose data or have Outlook performance issues? </li></ul></ul></ul>
  4. 4. The Outlook Tasks Folder <ul><li>Do you use the Outlook Tasks Folder? </li></ul><ul><li>Dragging emails to create tasks </li></ul><ul><li>Do you use task alarms? </li></ul><ul><ul><ul><li>How many alarms are currently sitting in your alerts window? </li></ul></ul></ul><ul><ul><ul><li>Are you still paying attention to them? </li></ul></ul></ul><ul><li>Franklin Task Strategy in Outlook </li></ul><ul><li>Priority setting – most should be Normal/Low </li></ul>
  5. 5. The Outlook Calendar <ul><li>Do you schedule call backs on your calendar? </li></ul><ul><ul><ul><li>What happens when you miss one? </li></ul></ul></ul><ul><li>Scheduling task time </li></ul><ul><li>Use meeting requests </li></ul><ul><li>Color Code your appointments </li></ul><ul><li>Track billable hours </li></ul><ul><li>Track mileage </li></ul>
  6. 6. The Outlook Contacts Folder <ul><li>Which view do you use to access your contact information? </li></ul><ul><li>Using table views to manage contact data </li></ul><ul><li>Using categories to filter </li></ul><ul><li>Follow Up Management </li></ul><ul><li>Linking other Outlook items </li></ul>
  7. 7. The Outlook Journal <ul><li>Activity tracking </li></ul><ul><li>Document time management </li></ul><ul><li>Track time spent per client </li></ul>
  8. 8. Add-In Tools <ul><li>Simply File (organize email) </li></ul><ul><li>HuntressPro (manage follow up activity, forecasting) </li></ul><ul><li>TwinBox (merge Twitter with Outlook) </li></ul><ul><li>NutShell Mail (manage multiple email and social media accounts) </li></ul>
  9. 9. The Outlook Inbox link
  10. 10. Franklin Task Strategy link
  11. 11. Color Coded Appointments
  12. 12. Track Billable Hours
  13. 13. Track Mileage
  14. 14. Follow-up Management
  15. 15. Activity Tracking
  16. 16. Document Time Management
  17. 17. Track Time Spent per Client
  18. 18. Questions

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