Managing your e-mail

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Managing your e-mail

  1. 1. E-mail Management
  2. 2. Topics <ul><li>Organising your Inbox </li></ul><ul><li>Keeping your mail file small and manageable </li></ul><ul><li>Searching for mails </li></ul><ul><li>Using the Outlook Calendar </li></ul>
  3. 3. Why is it important to organise your inbox? <ul><li>If you don’t then you run the risk of letting email </li></ul><ul><li>dominate your working day </li></ul><ul><li>Every email sent or received is stored on the email server, </li></ul><ul><li>including attachments </li></ul><ul><li>Ultimately requires increased storage and server capacity </li></ul>
  4. 4. Monitoring Your Mailbox Size
  5. 5. Organising Your Inbox – One Method <ul><li>Create folders for filing </li></ul><ul><li>Create Working Folders – Answer, Read, Follow up </li></ul><ul><li>Create a ‘Next action’ list resulting from your emails </li></ul>Ask Yourself – “What is this? What’s the next action?”
  6. 6. Organising Your Inbox – One Method <ul><li>Handling the Four Different Types of e-mails </li></ul><ul><li>1.    Emails requiring no action </li></ul><ul><li>2.    Emails requiring actions that take < 2 mins </li></ul><ul><li>3.    Emails requiring actions that take > 2mins </li></ul><ul><li>4.    Emails containing information you need to keep </li></ul>
  7. 7. How to keep your Inbox small <ul><li>Delete emails that require no action or you’ve acted on within 2 mins </li></ul><ul><li>File your responses to the emails you’ve acted upon </li></ul><ul><li>Put the rest in working folders (Answer, Read, Follow Up) </li></ul><ul><li>Clear out the working folders once a day, preferably first thing </li></ul><ul><li>Review your next action and project list once a day and take action </li></ul><ul><li> This system may not work for you – if not, </li></ul><ul><li> devise your own system! </li></ul>
  8. 8. Filing <ul><li>Many hours lost searching across multiple locations for information </li></ul><ul><li>File the most important emails and those with big attachments </li></ul><ul><li>on your H: drive rather than in your Inbox </li></ul><ul><li> </li></ul><ul><li>This system may not work for you – if not, </li></ul><ul><li> devise your own system! </li></ul>
  9. 9. Another Approach – using Outlook Calendar <ul><li>Schedule a time to act </li></ul><ul><li>on a complex e-mail: </li></ul><ul><li>1. Estimate when and for </li></ul><ul><li>how long you want to </li></ul><ul><li>act on an email </li></ul><ul><li>2. Highlight the email </li></ul><ul><li>from your Inbox folder </li></ul><ul><li>3. Drag the mail </li></ul><ul><li>to your Calendar </li></ul>
  10. 10. Used to automate the filing of emails based on Sender, Recipient, DL or subject Click on Tools-Rules & Alerts Using the Rules Wizard to manage your mail
  11. 11. More Tips on E-mail Management <ul><li>Unsubscribe from all the mailing lists that you plan on reading …. but never do </li></ul><ul><li>If you use folders within your e-mail: you may want to consider sub-folders. </li></ul><ul><li>Example: for the APAC conference - </li></ul><ul><li> APAC.speakers, APAC.staff, APAC.logistics </li></ul><ul><li>Do a weekly, monthly, annual spring clean </li></ul>
  12. 12. Replying to Emails <ul><li>Don’t use Reply to All unless all parties can benefit </li></ul><ul><li>from your response </li></ul><ul><li>Be careful of the BCC function </li></ul><ul><li>Scenario </li></ul><ul><li>The project lead asks for feedback on a project </li></ul><ul><li>that several people are working on, </li></ul><ul><li>including you. </li></ul><ul><li>Reply or Reply All? </li></ul><ul><li>You determine </li></ul>
  13. 13. Deleting Mail <ul><li>Deleting your Inbox is not sufficient </li></ul><ul><li>You must empty your “Deleted Items” folder </li></ul><ul><li>You should empty your Sent Items folder </li></ul><ul><li>(after filing) </li></ul>
  14. 14. Attachments <ul><li>Tips </li></ul><ul><li>Send an email alert to presence of a large file (e.g. “…latest </li></ul><ul><li>presentation is on S:Common”) rather than attach the file </li></ul><ul><li>Consider whether it’s more appropriate to paste from an application </li></ul><ul><li>into the body of your e-mail if the proposed attachment is small </li></ul><ul><li>(depends on formatting) </li></ul>
  15. 15. Viewing by File Size
  16. 16. Searching in Outlook <ul><li>Basic Search </li></ul><ul><li>Click on Tools - Find </li></ul><ul><li>Creating Your Own Search Folder </li></ul><ul><li>Allows you to define your own query which will check all folders </li></ul><ul><li>e.g. &quot;Mail from specific people” </li></ul><ul><li>How to find text in an email </li></ul><ul><li>Open the email in its own Window </li></ul><ul><li>Click on F4 or Edit-Find </li></ul>
  17. 17. Demonstration <ul><li>Using the Contacts and Global Address List </li></ul><ul><li>Outlook Calender: Booking Resources </li></ul><ul><li>Using Outlook To Assign Tasks </li></ul>
  18. 18. And Finally… <ul><li>Do not check email continually – Work Offline helps if you need to focus </li></ul><ul><li>Check your email once an hour throughout the day for urgent matters </li></ul><ul><li>Each time that you check your email, process all of it according to the </li></ul><ul><li>rules you’ve developed </li></ul><ul><li>Choose the time of day that you’re least productive to focus on responding </li></ul><ul><li>to and clearing e-mail </li></ul>
  19. 19. Handouts available Questions?

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