Optimizing Outlook Through View Management

Optimizing Outlook Through View Management Tips for Getting More Done With Microsoft Outlook By Nate Just www.N8tip.com

This presentation will cover:

Why using “views” is so important.

Which views are recommended for “working” and which are best for “planning.”

How to set up views.

Other tips for optimizing views.

The Importance of View Management

We think about & process whatever’s “in our face”

If we’re not purposeful about setting up our environment (physical or electronic) we can be more susceptible to distraction

Distraction = Productivity Losses!

Working View

What’s a “working” view?

The primary view you use to prioritize your work.

The view that is opened most often

The screen you use to help you decide what’s next after completing the previous activity.

Can be thought of as your “target” for getting things done.

Optimized Working View ©2007 All Rights Reserved by Nate Just - www.N8tip.com The Calendar is best reserved for “timed” activities and events. The Task Pad drives activity in-between meetings Recommended working view for OL 2003 “5 day work week” with “Task Pad”

Planning View

What’s a “Planning” view?

It’s the “big list” of every single active task.

Usually used at the beginning or end of each day to readjust priorities.

Great view for project planning.

Planning View ©2007 All Rights Reserved by Nate Just - www.N8tip.com Here is the recommended Task Planning View – Notice all task’s grouped by “Start Date” This view is best used at the beginning or end of each day to adjust tasks using “Start Date”

Planning View

Why use the “start date” model?

Outlook is most useful when proactively managed by Start Date.

Trying to prioritize by Due Date promotes the bad habit of procrastination.

Adjusting tasks based on start date breaks your work into bite sized pieces.

It optimizes the “working view” by only showing today’s tasks in the task pad (looking at a list too large can be overwhelming)

Start Date Trick ©2007 All Rights Reserved by Nate Just - www.N8tip.com You can type words like “tomorrow”, “now”, “2 Weeks” etc. directly into the Start Date field Type your desired start date directly into the field.

Outlook Start Up View

Next, lets optimize your Outlook “Start Up” view.

What’s the Outlook “Start Up” view?

It’s the first screen you see after launching Outlook (usually your email inbox)

Why change the Start Up view?

Because you think about whatever’s in your face. To take full advantage of outlook as a prioritization tool, its best to start in the “working View”.

Optimized Working View ©2007 All Rights Reserved by Nate Just - www.N8tip.com Now when launching Outlook, you will be directed to your “Working View” instead of the email inbox . By launching your “working view” first, you can quickly glance at your day before processing email. This more proactive approach will make you much more productive. When you begin your day by checking email first, you’re just asking to get side tracked

N8tip