Upgrading your EDGE to Office 365 and Outlook 2016

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1 Upgrading your EDGE to Office 365 and Outlook 2016 TOPICS COVERED INCLUDE: Quick Overview of Differences The Mobility Factor Recommended Calendar and Task Views Setting Up New Categories Creating a Quick Step Shortcut Creating a Quick Part Template Integrating OneNote with your EDGE System

2 As an Effective EDGE Alumni, you have embraced the EDGE Quick Overview methodology, using the 4D s to make fast and smart decisions to increase your productivity and reduce information overload. When upgrading to Microsoft Office 365 and Outlook 2016 from a previous version of Outlook, you don't want to let that transition slow you down. This guide details some of the new features of Outlook 2016 that will help you keep your EDGE and minor adjustments you will might need to make to transition to these new versions. Overall, Office 365 does not present dramatic alterations for your EDGE System. Primarily, it provides for more access to data from various devices phone, tablet, web browser. Thus, the 365 moniker. This access adds a level of cohesiveness to highly mobile workers, virtual and remote teams. There are 2 key components of the service: Shared File system OneDrive is Microsoft s version of Dropbox Access from PC, Phone, Tablet with your login credentials to shared files, documents Allows for synchronization, back up and file sharing OneDrive is part of the Office 365 subscription Awesome for sharing OneNote notebooks, tabs, pages Microsoft Office Software Suite Essentially MS Office 2016 The Mobility Factor Access to data from PC, Web-Access, Phone or Tablet From your Phone - You can LOOK at data e.g. documents but cannot edit unless you download the (Word, PPT, Outlook, Excel) apps With the apps you can create, view, edit and share documents from your mobile device HOWEVER, you still will not get all of the settings, features and functions of Outlook if you are working online or in The Cloud. Web-based Outlook will not have the integration features (e.g. turn an into a task) nor will you have settings such as the Dashboard View, Categories etc.. You get your data, but not the settings that allow you the customized views. Read more about Office 365 here. PC Phone Web Tablet

3 Setting up the Dashboard View in View the Calendar. 2. Click on the HOME tab. Select the Week View Icon. 3. Click the VIEW tab. Click the TO-DO BAR button and check NORMAL. Uncheck APPOINTMENTS and uncheck QUICK CONTACTS (if showing). 4. Click the DAILY TASK LIST button and select Normal. 5. Place the cursor between the Calendar and To-Do Bar so that the mouse pointer turns into bidirectional arrows, and drag the To-Do Bar panel to the left to adjust to desired width. 6. In the To-Do Bar panel, right click on the word TASK SUBJECT, or on the words CLICK HERE TO ADD NEW TASK. Select VIEW SETTINGS from the menu. This will open an advanced view settings dialog box. 7. Click the COLUMNS button to change the default column headings: a. Highlight all the columns in the SHOW THESE COLUMNS IN THIS ORDER list box and click the REMOVE button. b. Change the SELECT AVAILABLE COLUMNS FROM to FREQUENTLY USED FIELDS. (Scroll to the top of the list to access). c. From the AVAILABLE COLUMNS list box, select the following: ATTACHMENT, COMPLETE, ICON, PRIORITY, SUBJECT, and DUE DATE by clicking on each one and then clicking on the ADD button. d. Click OK to close the FIELDS dialog box.

4 Continued. 8. Click the GROUP BY button to show the list, categorized: a. Uncheck AUTOMATICALLY GROUP ACCORDING TO ARRANGEMENT. b. From the Group Items By dropdown menu, select Categories. c. Under Expand/Collapse Defaults in the lower right, select All Collapsed. d. Click OK to close the GROUP BY dialog box. 9. Click OK to close the GROUP BY dialog box. Click the FILTER button to remove flagged items: a. Click the Advanced tab. b. Highlight the Flag Completed Date option and click REMOVE. c. Click the FIELD button, select ALL MAIL FIELDS, FLAG STATUS, from the drop down menu. d. Click the ADD TO LIST button then click OK to save and close the FILTER dialog box. 10. To change the Filter so that you don't see flagged items.: a. In the Customize View box, select FILTER, then click the ADVANCED tab b. Highlight the Flag Completed Date option and click REMOVE. c. Under DEFINE MORE CRITERIA, click the down triangle next to the Field button, select ALL MAIL FIELDS, FLAG STATUS, DOES NOT EXIST. d. Click ADD TO LIST to save the FILTER and OK to close the Filter box. Click the OTHER SETTINGS button to get flexibility in column sizing: a. Uncheck the top right box AUTOMATIC COLUMN SIZING and press OK. b. Under Other Options uncheck Always Use Compact Layout make sure Single Line Layout Radial is checked.

5 We ve updated and simplified our recommended Categories. If you have existing EDGE Categories Don t worry! It s easy to change them. 1. Access your Master Category List a. Open a new task b. Drop down Categorize c. Select ALL Categories 2. Select the Category you wish to change a. Click on the RENAME button b. Rename your category It really is that simple! All your previously Categorized items will automatically be categorized your new, renamed category. in If you are setting up Categories for the first time 1. Press CTRL+SHIFT+K to create a new task. 2. Click the CATEGORIZE button on the TASK tab and select the ALL CATEGORIES option. 3. To add a new category, click the NEW button. Type the name in the Category Name text box. If desired, click on the Color drop down-box to assign a color to the Category. You can also assign a shortcut key to the category by selecting a function key combination from the Shortcut Key dropdown box. When you press the keystroke, Outlook will assign that category to the Task. Choose OK to save the Category. 4. Repeat step 3 for each new Category you wish to add. 5. When all Categories have been entered, uncheck any selected items, then click OK to close the Color Category dialog box. Close the Task by clicking the X in the top right corner of the dialog box. Recommended Categories Planning Managing Actions.Project Plans Business.Project Plans Personal 1:1 (e.g. boss, directs, family) 1:1 Team (e.g. Sales Team, Staff Meeting, Project Team etc.) Actions Calls s Errands Home Read/Review Someday Maybe Waiting For

6 To Create a Quick Step in 1. From the mailbox, click on the HOME tab. 2. In the QUICK STEPS box, click the CREATE NEW button. 3. In the NAME text box, enter Defer Task. 4. Click the down arrow next to the Actions list and choose CREATE A TASK WITH ATTACHMENT from the menu. 5. Click the ADD ACTION button. 6. Select DELETE MESSAGE from the menu. 7. Click Finish. 8. To create a second Quick Step to defer items to the Calendar: a. In the QUICK STEPS box, click the CREATE NEW button. b. In the NAME text box, enter Defer Calendar. c. Click the down arrow next to the Actions list and choose CREATE AN APPOINTMENT WITH ATTACHMENT from the menu. d. Click the ADD ACTION button. e. Select DELETE MESSAGE from the menu. f. Click Finish. Create a Quick Part Quick Parts feature saves frequently used templates so there s no need to re-type them again and again. 1. Type out a Template that you wish to use (Meeting Agenda, Project Plan, Report, PASS Model etc.) 2. Highlight the Template 3. Select your Insert Tab 4. Drop down Quick Parts 5. Select Save Selection to Quick Part Gallery 6. Name your Quick Part (ie. Meeting, Project, etc) 7. Select OK 8. Use as needed to auto populate s, appointments, tasks and contacts

7 If you are using OneNote, you ll be delighted to know how easily it integrates with your EDGE System. Think of OneNote as your digital Notetaking tool. You can use OneNote for Planning Projects as well as keeping notes in meetings. Actionable items can then be Tagged or Flagged so that they automatically show up on your Task List! To Plan a Project in OneNote Mind-Sweep or Mind-Map your initial thoughts around your project DRAW feature connects related components with color. INSERT File to attach a particular document Screen Clipping to insert a great screen shot Online Pictures and Online Videos so the visuals are right there Hyperlinks to other websites Audio/Video recordings Select HOME Tab Drop down Meeting Details from the Ribbon Select the Meeting (Pulls from your Outlook Calendar) that you are keeping notes on. Create Actions that automatically link to your EDGE System in Outlook Type the Action Click on the Action and Tag as To Do This will automatically appear on your Outlook Task List in the None Category Find your Tagged Items by Selecting HOME tab --- Find Tags.

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