Following on from our Email Manag

1. Email Hints & Tips
July 2012

2. The UK’s most knowledgeable
supplier of innovative products and
services to improve workplace
wellbeing and productivity

3. We work with
people like you
in Private and Public Sector organisations,
helping with absenteeism,
presenteeism and productivity
issues

4. We provide
assessments, advice and recommendations
to help you understand the problem
combined with products to
ensure the right outcome
So that
you know what to do next

5. Which means that
the problem is solved
with minimum fuss
and maximum Return on Investment

6. We make …
… your life easier
and we make…
… you look good

7. Email Hints & Tips
July 2012

8. General Protocol
• The Subject is really important
– Think of it as your “dress code” for the day
• Greet recipient
• Structure the content clearly:
– Info top down:
– Content
– Action
– Closure

9. Think 5
• If the message is complicated or there is a
lot that has to be said, think about
simplifying it like this:
– 5 bullet points
– 5 words
– 5 sentences

10. Email to Task/Calendar
• You can move an email directly to your
Outlook calendar
• Left-click and drag to embed it in the event
• Right-click and drag to create an event
with the email as an attachment
• (do this if you may want to forward the email later)

11. Subject Editing
• View > Current View > Customise
Current View > Other Settings > Allow in-
cell editing
• Change Subject
• Follow the link below for Microsoft
explanations of how to make this and
subsequent Outlook modifications

12. Search Folders
• Move Unread Emails up into your
Favourite Folders
• Use this to check new emails in all your
directories simultaneously
• Use Customised Searches for more
specific searching

13. Using Colours
• Tools > Organise > Using Colours
• Useful for organising and prioritising
emails, appointments and tasks

14. DidTheyReply?
• Create a DTR directory
• Create a DTR rule
• For those who are not very good at
replying to your communications (or to
keep track of emails you need to follow
up),
• Include dtr at the bottom of your emails
• Check the your dtr directory regularly

15. Quick Parts
• Create Quick Parts for any phrases you
use regularly
• They are quick and simple once you get
into the habit

16. Security
• One billion new users are projected to
go online in the next 5 years
• If only 1% are dishonest, that amounts
to 10 million hackers!
• Security will, therefore, continue to
become more and more of an issue.

17. Email Attachments
• Never email Word and Excel documents
as attachments
– Document metadata (information buried
within the heading) shows all amendments
– Use pdf

18. Signature/Autoresponse
• Use only dialable telephone numbers
• Use +44 845 345 0898
• or 0845 345 0898
• Since these can be dialled directly from a
smartphone.
• Never +44 (0)845 345 0898.
• Never include email or web addresses in
autoresponse

19. Osmond Group Limited
21 Johnson Road, Ferndown Industrial Estate,
Wimborne B21 7SE, UK
Tel: +44 1202 850553 Fax: +44 1202 850560
Email: info@ergonomics.co.uk
Web Portal: www.osmondgroup.co.uk