Best Practices with Email Get a Positive Outlook with UVA Exchange! Kevin Dean, Technology Strategist Microsoft Education The Plan Tips you should know… Get Organized Change the Look Outta Here Time Savers Take Back Your Life! Find It! Have it Your Way • Reading Pane • Conversation View • Social Pane Where did I put that? • Search • Windows 7 • Everywhere in Outlook • Outlook Web Access Get Organized Flag it Conditional Formatting Rules Time Savers • Quick Steps • Clean Up • Ignore Thread • Mail Tips Outta Here Out of Office (x2) OWA Deleted Items Recovery Take Back Your Life! How most people use Outlook: Outlook opens to the inbox Use the inbox as your to-do list Leave items in your inbox, awaiting reply Spend most of your Outlook time looking at your inbox • Multiple Mail notifications • • • • Changing Your Approach, Changes Your Results If you do what you’ve always done, you’ll get what you’ve always gotten! Would you like to have a 33% improvement in work-life balance? Would you like to have 30% more time spent focusing on your objectives? Information Overload • You’ll always have more to do than you can get done • Your to-do list, your inbox and your head are limitless • Managing to a calendar keeps you from over committing – Huge revelation: there’s only 24 hrs in the day! 75% greater chance of it getting something done if it’s scheduled on your Calendar Creating A System Three Phases: • Collecting – Setting up a Collecting System – Clearing the Mind • Processing and Organizing – Workflow Model • Prioritizing and Planning – Weekly Review Turn off Email Notifications! Open Outlook to your Calendar (not your inbox) Summary - Best Practices - Outlook email Use the latest O/S Manage your and version mailbox size Use rules & conditional formatting Get your inbox ‘White at Night’ Resources McGhee Productivity http://www.mcgheepro.com/default.aspx Take Back Your Life (Book) http://www.amazon.com/Take-Back-Your-LifeMicrosoft/dp/0735623430/ref=pd_sim_b_1 Microsoft Best Practices for Outlook 2010 • http://office.microsoft.com/en-us/outlook-help/best-practices-for-outlook2010-HA102459562.aspx?CTT=1 Outlook Best Practices: How Harry got organized • http://office.microsoft.com/en-us/outlook-help/outlook-best-practices-how-harrygot-organized-RZ102724842.aspx?CTT=1