The document is a guide for installing and using the Orla software with Outlook 2003, highlighting common technical issues and their solutions. It introduces the '4Ds' methodology for managing emails and tasks, emphasizing the integration of email management with a daily planner. Users are instructed on how to convert emails into tasks and appointments, effectively organizing their workload.

1. Welcome to the
Essentials Fast Track
Course for Orla for Outlook 2003

2. Software Installation If You Experience a Technical Problem...
Possible causes…
• Orla could be conflicting with other software or add-ins
• Your Outlook data file might be too big and require archiving down
in size
What can you do?
• If Orla is installed click on the Orla Help button located on the
top toolbar in Outlook and then select the Support option
• Or visit www.orla.org and go to the Need Help section

3. Why Orla? Organize Your Work Easily & Intuitively!
 Manage email easily
 Find what you need quickly
 Schedule and prioritize your work
 Have emails at your fingertips when you need
them
 Convert emails into actionable work

4. Starting Out A New View On Outlook 2003
Once you have installed Orla, Outlook will automatically
open with your Calendar and TaskPad side by side.
This is your Daily Planner.
In this view you can see all your tasks and appointments in a
single place for the upcoming
Day Week Month
This view will be where you spend most of your time as all
your work will be recorded here.
You can switch back to this view at anytime by selecting the
My Work option located on the shortcuts menu to the left
of this screen.

5. Orla Methodology 3 Simple Principals
4Ds
ner
D aily Plan
New
Work

6. Orla Methodology “4Ds”
Let’s take a closer look at the options available under each of the 4Ds…

7. Orla Methodology “4Ds”
DITCH – remove the email from your
system as you have no future use for it.

8. Orla Methodology “4Ds”
DEAL – if the work is super-urgent or
will take 2 minutes or less to complete,
deal with the matter straight away.

9. Orla Methodology “4Ds”
DELEGATE – if you can quite
reasonably give the work to
another person to do.

10. Orla Methodology “4Ds”
DECIDE – if you need to plan
the work or file the information
away from your Inbox for future
use or reference.
As you 4D Your Email - your work will shift to either the TaskPad or Calendar
(joined together and known as your “Daily Planner”) - which brings us Principal
2…

11. Orla Methodology “Daily Planner”
Using the 4Ds, emails
containing actionable work are
converted to either:
Fixed Work
[recorded as
Appointments]
Appointments
OR

12. Orla Methodology “Daily Planner”
Daily TaskPad
Flexible Work Must Complete Today
[converted into Tasks]
Your Tasks are
Scheduled Work
automatically organized
into 3 priorities making
it easier for you to
Watch List
manage them

13. Orla Methodology “Daily Planner”
With Orla you manage
and maintain your Tasks
and Calendar in
combination
… not your Inbox!
Appointments
Tasks

14. Orla Methodology “New Work”
Record all non-email related
work via the New Work menu

15. Orla Methodology Applying the 3 Principles…
To apply the 3 principals of the Orla Methodology just
follow these simple workload organizing practices…
Apply the 4D method to manage your email
Identify a Date to start or progress your work
Gather & Organize what you’ll need
Arrange and maintain a comprehensive Task List
Use the New Work menu

16. Working With Orla Using the 4Ds
The example which follows demonstrates how you can
convert an email into a properly scheduled and organized
piece of work.
We will Create A Task using the 4D Toolbar (Decide)
This same 4D email ‘actionable work’ conversion process
applies via the 4D Toolbar whenever you need to:
• Schedule An Appointment (Decide)
• Send to Watch List (Decide)
• Assign A Task (Delegate)

17. Working With Orla Converting an Email Into a Task

18. Working With Orla Displaying Your Task Options

19. Working With Orla Deciding Your Task Activity Word

20. Working With Orla Creating Your Task Subject Line

21. Working With Orla Deciding When to Start Your Task

22. Working With Orla Indicating by When to Complete Your Task

23. Working With Orla Now That Your Task is Set Up…

24. Working With Orla Your Email is Properly Scheduled Work!

25. Working With Orla Gather & Organize What You’ll Need
While you are thinking about this piece of work, ask yourself:
“ Do I need to gather any other information for the Task so
that all my resources needed for this work are here at my
fingertips? “
To help eliminate any mind clutter you’re carrying around in relation to
this task simply jot down any relevant notes here.
This leaves your mind free to focus on other information not relating to this task!

26. Working With Orla Gather & Organize What You’ll Need
This window appears and provides you with the option to
select the files you will need at your fingertips when you
start work on this task.
Here you have the choice to insert the items either as an Attachment
or a Hyperlink by simply clicking on the related option.

27. Working With Orla Gather & Organize What You’ll Need
Once you have inserted the files either by hyper-linking or attaching them
to the task, you then need to consider if you have any mind clutter in
relation to this task that needs to be recorded and if so,
simply type the information here also.
This leaves your mind free to focus on other information not relating to this task!

28. Working With Orla Save & Close to Finish Your Planning

29. Working With Orla The Close Out Screen
Orla will now prompt you to decide what to do with the original email [which is still
sitting in your Inbox] by selecting one of the options available in the Orla Close Out Screen
As you can see, a working copy of the original email is embedded within the Task.

30. Working With Orla Filing the Original Email Away
This feature is disabled as your Document
File to your Management System hasn’t been
Done Folder integrated with Orla at this stage.
Move the original email
to one of your Select this option if you need to
You can Delete the Do Something Else with the email.
Sub Folders
email

31. Working With Orla Filing the Original Email Away
As you now have a copy of the email in the Task, you can safely select Ditch

32. Working With Orla Your Task is on Your Daily Planner
To view where and when this Task will appear in
your Daily Planner, navigate there using the My
Work window link in the list of Shortcuts

33. Working With Orla Your Task is on Your Daily Planner
Navigate to the date you scheduled the
Task for
When the date is selected (or arrives)
the Task will appear on your TaskPad
Simply double click to open and view

34. Your Orla Essentials Fast Track Course is Now Complete!
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