This document provides tips for organizing emails and managing schedules in Microsoft Outlook. It discusses using rules to automatically organize emails into folders. It also discusses adding contacts from emails, sharing calendars with colleagues, creating tasks from contacts, scheduling appointments with contacts, and the difference between using tasks versus calendar. The tips aim to help the user clear their inbox and stay organized.

1. Microsoft Outlook
Top Tips

2. How full is your Inbox??
Event One
Event Two
Rule: One Screen Only
1

3. Inbox to Appointment (Calendar)
Event One
Event Two
2

4. Inbox to Contacts (Address Book)
Event One
Event Two
3

5. Inbox to Follow-Up Later / Reminder (Tasks)
Event One
Event Two
4

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
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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. 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. 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. 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!
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11. Automate Organising with Rules
10

12. Automate Organising with Rules
For your existing mail
For future mail
11

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. 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
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