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Optimizing Outlook Through View Management
 

Optimizing Outlook Through View Management

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Strategies to Get More Done Using Microsoft Outlook

Strategies to Get More Done Using Microsoft Outlook

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Optimizing Outlook Through View Management Optimizing Outlook Through View Management Presentation Transcript

  • 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.
    Optimizing Outlook ©2007 All Rights Reserved by Nate Just - www.N8tip.com
  • 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!
    ©2007 All Rights Reserved by Nate Just - www.N8tip.com
  • 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.
    ©2007 All Rights Reserved by Nate Just - www.N8tip.com
  • Optimized Working View ©2007 All Rights Reserved by Nate Just - www.N8tip.com “ 5 day work week” with “Task Pad” showing Just “Today’s Tasks” Shown in this field This Weeks Meetings
  • 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”
  • Working View Set Up ©2007 All Rights Reserved by Nate Just - www.N8tip.com Select “View”, then “Task Pad” to add it to 5 Day Calendar View
  • Working View Set Up ©2007 All Rights Reserved by Nate Just - www.N8tip.com Task Pad will then appear on the right hand side of screen
  • Working View Set Up ©2007 All Rights Reserved by Nate Just - www.N8tip.com Drag border to widen the task pad for better visibility
  • Optimized Working View ©2007 All Rights Reserved by Nate Just - www.N8tip.com
  • Working View Set Up ©2007 All Rights Reserved by Nate Just - www.N8tip.com Right click in the empty area shown to update settings
  • Working View Set Up ©2007 All Rights Reserved by Nate Just - www.N8tip.com Select “Task Pad View”, then select “Today’s Tasks” & “Include Tasks With No Due Date”
  • Optimized Working View ©2007 All Rights Reserved by Nate Just - www.N8tip.com Now the Task Pad shows only tasks with a Start Date that has already arrived (not tasks with start date’s in the future)
  • 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.
    ©2007 All Rights Reserved by Nate Just - www.N8tip.com
  • Planning View ©2007 All Rights Reserved by Nate Just - www.N8tip.com You can navigate to the “Planning View” from the “Working View” by selecting “Tasks”
  • 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)
    ©2007 All Rights Reserved by Nate Just - www.N8tip.com
  • Planning View Set Up ©2007 All Rights Reserved by Nate Just - www.N8tip.com Select “Simple View” from the task menu.
  • Planning View Set Up ©2007 All Rights Reserved by Nate Just - www.N8tip.com Right click on “Due Date” sort field to select “Customize Current View”
  • Planning View Set Up ©2007 All Rights Reserved by Nate Just - www.N8tip.com That will open the Customize View dialogue box. Now, select “Fields”
  • Planning View Set Up ©2007 All Rights Reserved by Nate Just - www.N8tip.com Then select “Due Date” from list and click “Remove”.
  • Planning View Set Up ©2007 All Rights Reserved by Nate Just - www.N8tip.com Next select “Start Date” from the available fields list, then select “Add”
  • Planning View Set Up ©2007 All Rights Reserved by Nate Just - www.N8tip.com Select “OK”.
  • Planning View ©2007 All Rights Reserved by Nate Just - www.N8tip.com Now, lets “group” the tasks by Start Date
  • Planning View Set Up ©2007 All Rights Reserved by Nate Just - www.N8tip.com Select “View”, then “Arrange By”, then “Show in Groups.”
  • Optimized Planning View ©2007 All Rights Reserved by Nate Just - www.N8tip.com Now you’ve optimized your task planning view
  • Setting Start Date ©2007 All Rights Reserved by Nate Just - www.N8tip.com To open a task from the Working View, double click it
  • Setting Start Date ©2007 All Rights Reserved by Nate Just - www.N8tip.com To set Start Date for an opened task click the “drop down”
  • Setting Start Date ©2007 All Rights Reserved by Nate Just - www.N8tip.com This opens a mini-calendar … select the desired start date by clicking on it
  • Setting Start Date ©2007 All Rights Reserved by Nate Just - www.N8tip.com This opens a mini-calendar … select the desired start date by clicking on it
  • Setting Start Date ©2007 All Rights Reserved by Nate Just - www.N8tip.com You’ve just set the Start Date Notice that the Due Date is also automatically set for the same day
  • Setting Start Date ©2007 All Rights Reserved by Nate Just - www.N8tip.com Now, select “Save And Close”.
  • 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”.
    ©2007 All Rights Reserved by Nate Just - www.N8tip.com
  • Other Optimization Settings ©2007 All Rights Reserved by Nate Just - www.N8tip.com Select “Tools”, then “Options.”
  • Changing the Start Up View ©2007 All Rights Reserved by Nate Just - www.N8tip.com Now, select “Advanced Options”
  • Changing the Start Up View ©2007 All Rights Reserved by Nate Just - www.N8tip.com This will opens the “Options” dialogue box … Select the “Other” tab.
  • Changing the Start Up View ©2007 All Rights Reserved by Nate Just - www.N8tip.com Now Select “Browse”.
  • ©2007 All Rights Reserved by Nate Just - www.N8tip.com This will open a folder list … select “Calendar”, then “OK.”
  • 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
    • For more productivity tips check out:
    • www.N8tip.com
    ©2007 All Rights Reserved by Nate Just - www.N8tip.com