Microsoft Outlook


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Top Tips on managing your email effectively. Never Scroll Again.

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Microsoft Outlook

  1. 1. Microsoft Outlook Top Tips
  2. 2. How full is your Inbox?? Event One Event Two Rule: One Screen Only 1
  3. 3. Inbox to Appointment (Calendar) Event One Event Two 2
  4. 4. Inbox to Contacts (Address Book) Event One Event Two 3
  5. 5. Inbox to Follow-Up Later / Reminder (Tasks) Event One Event Two 4
  6. 6. Email one or more Contacts To select more than one contact: For several contacts one after the other - hold down SHIFT & click the ‘top’ one and then the ‘bottom’ one. For several contacts not necessarily in order – hold down CTRL & click on each individual contact you wish to select. To email all of the selected contacts: ALT A ALT M 5
  7. 7. Do more with your Contacts Contact – to Task You can drag & drop a contact into your Tasks folder to allocate a task to the contact and send them the task for their own Tasks folder. This will act as a Task and a Reminder for the Recipient. 6
  8. 8. Do more with your Contacts Contact – to Appointment You can drag & drop a contact into your Calendar folder to schedule and appointment with them and send them the appointment to save in their calendar also. This will act as an appointment and a Reminder for the Recipient. 7
  9. 9. Your colleague’s Calendar Multiple Calendar or Shared Calendar… You can allow others to see your calendar or indeed manage other’s calendar whilst they are out with clients. You can even have a team calendar shared by all in the team and viewable by those you allow. 8
  10. 10. Organise Yourself with Folders Your ‘Personal Folders’ To create a folder, Right-Click on the folder within you wish to create the folder and select ‘New Folder’. Your ‘Public Folders’ These are created by the Administrator and are allocated access levels at ‘Server Level’ so you can view and use only those allocated to you within the organisation. Helps avoid mistakes! Find them in Folder List & add them to your “Favorites” to have easy access! Folder List Drag email into allocated folders to clear your Inbox & get organised! 9
  11. 11. Automate Organising with Rules 10
  12. 12. Automate Organising with Rules For your existing mail For future mail 11
  13. 13. Tasks –v- Calendar What do you prefer? If you need to schedule time for it – use Calendar. If Calendar too populated, separate entries by using Tasks. 12
  14. 14. Adding to your Contacts – From Email Your ‘Public Folders’ Right-Click the sender’s name and then select ‘Add to Outlook Contacts’ to save this person to your existing list of Contacts. Translating Geekish into English 13