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Saad Abdul Wahab TSP, GradIOSH, IDip OSH, IDip SE, NEBOSH, profile picture
Uploaded bySaad Abdul Wahab TSP, GradIOSH, IDip OSH, IDip SE, NEBOSH
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Smart office outlook

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.

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USE MS OUTLOOK EFFICIENTLY Saad Abdul Wahab Joint Manager HSE, OD & Audits SMART OFFICE MANAGEMENT SERIES - SESSION 1
What you should not expect from this session?
Outlook Myths Learn by doing
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
OUTLOOK BASIC SETUP Set View and Navigation Pane
OUTLOOK BASIC SETUP Create Folders to manage Emails
OUTLOOK BASIC SETUP Create more room for Folders
OUTLOOK BASIC SETUP Create more room for Folders
OUTLOOK BASIC SETUP Create extra calendar view window
OUTLOOK BASIC SETUP Show Tasks at the bottom of the Calendar
OUTLOOK BASIC SETUP Turn off mail and tasks notifications
Take Control over your Inbox Email Searching Options
Take Control over your Inbox Create Rules
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?
Take Control over your Inbox Create Rules Conditional Formatting Color / Fonts Settings
Take Control over your Inbox Converting mail to tasks
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.
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.
Take Control over your Inbox The 4 D's Delete Self explanatory :-)
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.
Take Control over your Inbox Quick Steps for “The 4 D’s
Take Control over your Inbox Managing your tasks with Calendar
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?
User of Folder Structure And Categories to achieve track Your Goals.
User of Folder Structure And Categories to achieve track Your Goals.
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