This document outlines an agenda for a session on efficiently using Microsoft Outlook. The session will cover basic Outlook setup like organizing folders and views. It will then discuss how to take control of the inbox by creating rules to organize emails and convert emails to tasks. The document outlines the "4 D's" approach to managing emails - do it now, delegate it, delete it, or do it later. Finally, the session will cover using a folder structure and categories to align tasks with goals and objectives. The overall aim is to teach attendees how to efficiently manage their emails, tasks and calendars in Outlook.

1. USE MS OUTLOOK
EFFICIENTLY
Saad Abdul Wahab
Joint Manager HSE, OD & Audits
SMART OFFICE MANAGEMENT SERIES - SESSION 1

2. What you should
not expect from
this session?

3. Outlook Myths
Learn by doing

4. Agenda
• 1. Outlook basic setup
a) Set view and Navigation Panes
b) Create Folders to manage Archive Emails
c) Create more room for Folders
d) Create extra calendar view window
e) Show tasks at the bottom of the calendar
f) Turn off mail and task notifications
• 2. Take control over your Inbox
a) Create Outlook rules
b) Converting mail to tasks
c) The 4 D’s
d) Managing your tasks with your calendar
• 3. Use of Folder structure and Categories to achieve your goals and objectives
a) 1. Create your folder and category structure.
b) 2. Are you using the time on the right things?
c) 3. Are your tasks aligned with your goals and objectives?
Some useful Tips

5. OUTLOOK BASIC SETUP
Set View and Navigation Pane

6. OUTLOOK BASIC SETUP
Create Folders to manage Emails

7. OUTLOOK BASIC SETUP
Create more room for Folders

8. OUTLOOK BASIC SETUP
Create more room for Folders

9. OUTLOOK BASIC SETUP
Create extra calendar view window

10. OUTLOOK BASIC SETUP
Show Tasks at the bottom of the Calendar

11. OUTLOOK BASIC SETUP
Turn off mail and tasks notifications

12. Take Control over your Inbox
Email Searching Options

13. Take Control over your Inbox
Create Rules

14. Take Control over your Inbox
Create Rules
Unread folder
Color Categorization
Create New Color Categories
Filter on Colors
Be smart when working in the Inbox
Do you start at the top, bottom, or scanning all mails in your Inbox to find
the most urgent mail?

15. Take Control over your Inbox
Create Rules
Conditional Formatting
Color / Fonts Settings

16. Take Control over your Inbox
Converting mail to tasks

17. Take Control over your Inbox
The 4 D's
Do now
This will normally mean you answer the mail, talk to someone,
deliver something etc. When you are done, you can either archive it
in the right folder, or you can delete it.

18. Take Control over your Inbox
The 4 D's
Delegate
The simplest would be just to forward the mail. After you have done
so, delete the mail, or archive it in the right folder. If you want to
follow up on the task, you can flag the mail with a date in the future
you want to follow up on it. It will then turn up on that day in your
task list.

19. Take Control over your Inbox
The 4 D's
Delete
Self explanatory :-)

20. Take Control over your Inbox
The 4 D's
Do later
Decide when to do it, and flag it. Right click in the Flag field, and
chose one of the pre- defined flags. Next Week will create a task with
start date on Monday, and end date on Friday.

21. Take Control over your Inbox
Quick Steps for “The 4 D’s

22. Take Control over your Inbox
Managing your tasks with Calendar

23. Use of Folder Structure
And Categories to achieve track
Your Goals.
Create your folders and category structure
Are you using the time on the right things?
Are your tasks aligned with your goals?

24. User of Folder Structure
And Categories to achieve track
Your Goals.

25. User of Folder Structure
And Categories to achieve track
Your Goals.

26. Useful Tips
Careful selection of Reply not Reply All
Address when ready to send
Storing Emails in related project folder
Attach first , then compose
Auto address selection
Clean folder policy
Some emails should be deleted immediately