Create a more powerful inbox: 15 tips for using Outlook in your law practice.

Transcription

1 Create a more powerful inbox: 15 tips for using Outlook in your law practice. By: Eddy Bermudez, Chief Imaginist, PracticePanther.com Lisa Hendrickson, Founder, CallThatGirl.biz

2 Panelists Eddy Bermudez Content Marketer and Chief Imaginist for PracticePanther.com Background in marketing and academia Lisa Hendrickson Founder, CallThatGirl.biz Microsoft Outlook expert and office 365 consultant Author of 6 books, 100 s of training videos, guides and podcasts Has over 20 years supporting & Outlook related applications 2/23

3 What will we cover? 1. Learn how to prevent Outlook issues before they happen 2. Strategies to stop overload 3. Actionable steps to getting the most out of Outlook and Exchange 3/23

4 POLL How much time do you spend on everyday? 4/23

5 Tip #1 Be sure your and all Outlook information is backed up if you re using POP Use online backup Have your IT person verify Be sure you don t have or more s on your server 5/23

6 Tip #1 continued OneDrive is not recommended for a backup Double check your Windows 10 computer and see if OneDrive is your default save location. (You might not know this or want this.) OneDrive is not recommended to use active Outlook files PST 6/23

7 Tip #2 Be sure if you re using IMAP or Exchange your is managed well for size of the mailbox If your calendar and contacts say This computer only you will want to be sure that those are backed up manually as those are cached copies and not able to be backed up 7/23

8 Tip #3 Don t over complicate your Outlook processes Example: Too many tasks or categories, flags, etc 8/23

9 Tip #4 Have all of your user accounts, passwords and software in order in case of emergency Know who manages your website control panel as well as your records are there Know your website logins 9/23

10 Tip #5 Use up to date software, Outlook 2013 or 2016 Outlook 2010 is still commonly used Old Outlook versions tend to break more often, leading to downtime Some old versions are no longer supported, harder to repair and won t work with new Office /23

11 Tip #6 Use Exchange for synching your calendars and contacts versus icloud or free 3 rd party apps. Example: icloud, Outlook.com 11/23

12 Tip #7 If you hire someone new and they don t know Outlook, they should have training. Outlook is probably your main business application and having a well trained staff increases productivity 12/23

13 POLL How many s do you typically have in your inbox on a given day? 13/23

14 Tip #8 If you here this often, Did you get my Or have questions from others about your lack of responding to , you might have a inbox management issue. s with inboxes with a lot of and sent items tend to break more often in Outlook 14/23

15 Tip #9 Be sure to check your junk and spam folders daily Sometimes important s end up in here, potential new clients, work in progress, people don t intend to write an with a subject line that gets in the spam filter 15/23

16 Tip #10 Use Rules for that you need automatically sorted to a folder NOTE: Limit of 50 Rules s don t hit your inbox on your smartphone Source: a50704d66c59 16/23

17 Tip #11 Use Quick Steps to help you move s quickly to other folders Time savings/faster button Source: 17/23

18 Tip #12 Use Quick Parts aka Canned reponses to reply quickly to s you send the same or repeated information Source: 18/23

19 Tip #13 When you have troubles with Outlook, be careful when googling solutions, not every answer you read on the internet has been proven to fix issues and some may cause destruction to your data. 19/23

20 Tip #14 When using software created for law firms, ask about their restoration policy. If the software stops working, is the data on their server to backup or is it local on your computer? 20/23

21 Tip #15 When you are selecting a law firm software company, be sure their support department is responsive via telephone. When you have issues, you need to make sure you can call someone. is not the best support if your Outlook is down. 21/23

22 QUESTIONS? 22/23

23 KEEP IN TOUCH! Eddy Bermudez x 524 PracticePanther.com Lisa Hendrickson lisa@callthatgirl.biz CallThatGirl.biz 23/23