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LW Microsoft Outlook.pptx

  1. 1. Outlook
  2. 2. What is Outlook? • Microsoft Outlook is a personal information manager. Although often used mainly as an email application, it also includes a calendar, task manager, contact manager, note taking, journal, and web browsing. • Key features for everyday use: • Mail • Calendar • Tasks Your personal information manager
  3. 3. Mail • Organise your Inbox • Don’t leave the email client open. • Process email periodically through the day. • Delete or archive as many messages as possible. • Forward those best answered by someone else. • Respond straight away to those that can be answered in two minutes • Schedule in calendar time to respond to the remaining emails Shortcut – Ctrl and 1(one)
  4. 4. Zero inbox Process
  5. 5. Zero Inbox Ideas • Only three or four folders: • Action (Task) • Action Support (Reference) • Waiting For (Forwarded / actioned and waiting for a response) • Archive every 3 months • Delete all emails that are not useful • Do an ‘unsubscribe Frenzy’ • Use a good CRM for history rather than stockpiling old emails
  6. 6. Choose Which Folder Displays on Outlook Launch
  7. 7. Flags • By flagging email messages, you can track responses to messages that you send or make sure that you follow up on messages that you receive. In either case, you can include a reminder alert. • Flagged messages appear in the To-Do Bar, in Tasks, and in the Calendar Daily Task List. • Before you Send an email, select ‘Follow Up’ in the Tags group and choose a time to be reminded. Follow Up Flags
  8. 8. Flags & Reminders Flag Start Date Due Date Reminder Today Current date Current date 1 hour before end of workday Tomorrow Current date + one Current date + one Start time of current day + 1 workday This Week Current date + two days (No latter than last workday of the week) Last workday of this week Start time of current day + 2 workdays Next Week First workday of next week Last workday of next week Start time of first workday of next week No Date No date No date Current date Custom Select date Select date Select date
  9. 9. Tasks • New tasks can be added by: • Selecting ‘New item’ and Task • Clicking on the task icon • Open the task pane • Emails and other documents can be dragged into the task to keep all the necessary supporting material together. • Once a task is created it can be assigned to another person Shortcut – Ctrl and 4
  10. 10. Calendars • Scheduling activities • The calendar supports three types of activity: • Appointments – a scheduled block of time that only involves you. • Events – appointments over 24 hours shows as a banner at the top of the day / days. This does not block out your time but leaves it showing as ‘free’. • Meetings – involve you and other people during the same blocked period of time across other calendars and may included scheduled resources. Shortcut – Ctrl and 2
  11. 11. Creating an Event Again, there are several ways to create an appointment, event or meeting. • Select one or more timeslots, right click and chose the appropriate type • Click the button in the ribbon • Double click a timeslot to open the appointment scheduling window • Drag an email to the calendar icon
  12. 12. Meetings • The scheduling assistant can be used to invite those people who are required to be at the meeting or whose attendance is optional. • You can also book rooms and resources. • The scheduling assistant can be used to check the calendars to ensure that the people and rooms are available and will suggest alternative times that may be more suitable. Appointment and Scheduling Assistant
  13. 13. Outlook  Turn off notifications and set aside two ‘email windows’ each day to read, process and reply to emails.  Short and to the point – use the minimum necessary to make your email clear and then stop.  Call me – Consider whether email is the best means of communication. You can always call someone, text, chat or meet them.  Create groups of contacts that you regularly have to communicate with to avoid duplication. Top Tips
  14. 14. Thank you Please complete the feedback form for this course using the QR code or this link.

Editor's Notes

  • Welcome to Cosmic’s Guide to Outlook
    Most people use outlook purely for email but there is so much more that you can do with this application
  • The key to success with email is organisation, plan to process your emails a couple of times each day
    Aim to leave an empty inbox after processing you emails so either:

    Delete irrelevant emails
    Forward those emails that someone else is better equipped to respond to
    Respond straight away to any emails that will take less than two minutes
    Schedule a time to deal with those that will take longer
  • Use flags to indicate those emails that you need to return to, for example, because you are waiting for a response from someone else or you need more information.  When flagging an email you can indicate the times that you wish to be reminded.
  • The task pane allows you to create a list of things that you need to complete or allocate to other people to work on.
    There are several ways to create a new task:
    Expand the drop down menu headed ‘New Email’ on the outlook mail page and select ‘Task
    Click on the ‘Task’ icon in Outlook
    Flagging an email
    Drag an email invitation on to the task application icon
  • The calendar enables you to schedule three types of activity:

    Appointments - Which relate only to you
    Events - That last for more than 24 hours
    Meetings - that involve two or more people
  • The scheduling assistant allows you to check other attendees’ calendars to identify mutually convenient times to meet.