Time & Technology Training Strategies & Secrets - Effective Management for Associated General Contractors of America

Transcription

1 Time & Technology Training Strategies & Secrets - Effective Management for Associated General Contractors of America Turner Time Management, LLC. Steve Turner ( TTIME),,, 501 Mobile: Turner Time tm Management, LLC. No part of this document may be reproduced or distributed without express permission from Turner Time Management, LLC. All trademarks are property of their respective holders and are used for identification purposes only. Updated: 07/1/17

2 TABLE OF CONTENTS Effective Management Create new top level folders by priority not subject... 3 Save s with attachments in My Documents folder... 4 STOP going back to Inbox after each Show total number of items in folders... 6 Turn off desktop alerts... 7 Turn on spelling & grammar check... 8 How to use categories to identify s sent directly to you... 9 Follow effective guidelines Review each new only once to prioritize Use Auto Correct to create text shortcuts Keep your Deleted Items folder at a minimum... 1 Create and use Quick Step to move s to Just in Case... Searching Keys... 3 Refining Your Search... 4 Notes... 5 OPTIONAL (by REQUEST ONLY): More Time-savers How to sync all mail in Outlook How to Create and Use Waiting for Answer Rule How to Use The Quick Access Toolbar How to Keep s & Other Information Together with Edit Message How to Sort by multiple columns in Outlook How to Colorize messages Sent only to me How to Colorize from specific senders

3 Check & Work on items of most interest to you. Please consult your IT Resource before taking any actions you are not sure of The most efficient way to process and organize s RULE #1: Anything you do repeatedly for your business deserves a process (including getting control of your Inbox ) USE OUTLOOK SPEED KEYS TO MORE QUICKLY MANAGE YOUR INBOX a) Create new top level folders by priority NOT by subject. Move s out of Inbox and into the proper folder: (note-names and number of folders should be based upon your needs. Don t delete any existing folders). 1 - Actions to Complete ( Must do actions, projects, etc.) If you have large project(s) can create project sub-folder(s) under here - Waiting for Answer (Everything needing a reply before you take action) 3 - Read or Review Later ( s to read or review at your convenience) 4 - Under Development ( Not yet or more data/resources needed) 5 - Will Refer to Later (can move later to Documents or archive) Most of your existing Subject folders can go under this folder 6 - Keeping Just in Case (vs. deleting when you may need it later) Inbox: Only s that you haven t looked yet or working on today How to create new top level folders (All Outlook versions) 1. Right click on mailbox (or Personal Folders if you are not on Exchange).. Left click New Folder. 3. Name folder. 4. Hit Enter key. 1 Type folder name in box that appears 3 4 b. Don t use your Mailbox or Inbox as a Storage box Recommendation: Only use your Inbox for: What you haven t read yet What you are going to work on today More recommendations for organizing your Subject folders: Move under 5 folder (Will Refer to ) Sent folder: Keep X mos. of s (archive older) Just in Case folder: Keep X mos. (archive older) Contact TurnerTime if you need archiving assistance Attachments: Store long term in Documents ; delete from ; can save s there too! 019 Turner Time Management, LLC. All rights reserved. All trademarks reference are property of their respective holders and are used for identification purposes only.

4 Check & Work on items of most interest to you. Please consult your IT Resource before taking any actions you are not sure of. 4 OPTIONAL - How to save an Outlook (and any attachments) into a Documents folder. 1. From Outlook, open the you want to save.. Press F1 Key. 3. Open (or create) the sub folder you want to move the to. 4. Change the name of file you are saving (to make easier to find). 5. Left click Save. This is an in the inbox that I am going to save in Documents. 1 STEP AFTER Opening message you wish to save and press F1 Key (Below is the box that will appear after Step ) An example of an you may want to save: You receive an message with a price list attached in an Excel file. In the body of the is information on some new items and reasons for price changes in the attached Excel file. You would want to save the message AND the attachment, so you have the Excel file and the reason why you received the new Excel file. 019 Turner Time Management, LLC. All rights reserved. All trademarks reference are property of their respective holders and are used for identification purposes only.

5 Check & Work on items of most interest to you. Please consult your IT Resource before taking any actions you are not sure of. 5 Optimize Outlook c. Optimize Outlook for increased efficiency STOP going back to Inbox after handling an , change option to open next after moving or deleting an open item: 1. Left Click File tab.. Left Click Options. 3. Left Click Mail tab. 4. Scroll to bottom of window. 5. Click After moving or deleing an open item select open the next item. 6. Left click OK. This is what you will see when you left click the File tab. 1 This is where you will select Mail in Outlook Options. You must use scroll bar to move to bottom of dialog box to find Other and change to open next item Turner Time Management, LLC. All rights reserved. All trademarks reference are property of their respective holders and are used for identification purposes only.

6 Check & Work on items of most interest to you. Please consult your IT Resource before taking any actions you are not sure of. 6 Optimize Outlook Change folders to show total number of items instead of number of UNREAD items : 1. Right click on folder > select Properties.. Left click Show total number of items. 3. Left click OK. This image shows what it looks like when you are displaying Total number of items. Number inside of bracket. This is where you will start when changing folder options. 1 Click on the box indicated below to have folder display TOTAL number of items. Select Turner Time Management, LLC. All rights reserved. All trademarks reference are property of their respective holders and are used for identification purposes only.

7 Check & Work on items of most interest to you. Please consult your IT Resource before taking any actions you are not sure of. 7 Optimize Outlook Remove Unnecessary Interruptions; turn off Desktop Alerts : 1. Left click File tab.. Left click Options tab. 3. Left click Mail tab. 4. Uncheck all EXCEPT Show an envelope icon in the taskbar. 5. Left click OK. This is what you will see when you left click the File tab. 1 This is the Outlook Options box. Clear all check boxes EXCEPT Show an envelope icon in the taskbar Turner Time Management, LLC. All rights reserved. All trademarks reference are property of their respective holders and are used for identification purposes only.

8 Check & Work on items of most interest to you. Please consult your IT Resource before taking any actions you are not sure of. 8 How to Use Categories to Identify s Sent Directly to You Some of us receive many s that are sent to us as well as a group of people. If you want to identify s where your address is in the To: field (signifying that you need to read or take action on this ), it can be done by setting up a Rule using Categories. You may also want to create a rule that identifies s where you are only Cc d. Create Rule to assign Category: 1. Left click Rules.. Left click Manage Rules & Alerts. 3. Left click New Rule. These images show how to start creating a new Rule Turner Time Management, LLC. All rights reserved. All trademarks reference are property of their respective holders and are used for identification purposes only.

9 Check & Work on items of most interest to you. Please consult your IT Resource before taking any actions you are not sure of. 9 How to Use Categories to Identify s Sent Directly to You (continued ) 4. Left click Apply rule on messages I receive. 5. Left click Next. 6. Left click to place checkmark next to Where my name is in the To box. 7. Left click Next This image shows where you will select a template for the new rule You can also create another rule for messages where your name is in the Cc field. Select Where my name is in the Cc box Turner Time Management, LLC. All rights reserved. All trademarks reference are property of their respective holders and are used for identification purposes only.

10 Check & Work on items of most interest to you. Please consult your IT Resource before taking any actions you are not sure of. 10 How to Use Categories to Identify s Sent Directly to You (continued ) 8. Left click Assign it to the category category. 9. Left click category in the Step box at the bottom. 10. Left click New. This image shows where you will select and Action and category. 8 This image shows where you will left click New Turner Time Management, LLC. All rights reserved. All trademarks reference are property of their respective holders and are used for identification purposes only.

11 Check & Work on items of most interest to you. Please consult your IT Resource before taking any actions you are not sure of. 11 How to Use Categories to Identify s Sent Directly to You (continued ) 11. Name your Category. 1. Use dropdown arrow and choose color for category. 13. Left click OK. 14. Left click OK. 15. Left click OK (your new category will already have check mark). This image shows where you will create new Category This image shows where you will select your Category Turner Time Management, LLC. All rights reserved. All trademarks reference are property of their respective holders and are used for identification purposes only.

12 Check & Work on items of most interest to you. Please consult your IT Resource before taking any actions you are not sure of. 1 How to Use Categories to Identify s Sent Directly to You (continued ) 16. Left click Finish. 17. Left click OK when warning pops up. This image shows where you will left click Finish 16 This image shows where you will left click OK to close the warning message Turner Time Management, LLC. All rights reserved. All trademarks reference are property of their respective holders and are used for identification purposes only.

13 Check & Work on items of most interest to you. Please consult your IT Resource before taking any actions you are not sure of. 13 How to Use Categories to Identify s Sent Directly to You (continued ) 18. Left click OK to save and close. This image shows where you will left click OK 18 This image shows the incoming s are categorized In To Field. 019 Turner Time Management, LLC. All rights reserved. All trademarks reference are property of their respective holders and are used for identification purposes only.

14 Check & Work on items of most interest to you. Please consult your IT Resource before taking any actions you are not sure of. 14 d. Subject Line: It s your Headline / Call to Action /Summary: Does your recipient know what they need to do, by your subject line alone? We recommend changing/revising the subject line if subject changes (or start a new ). Remember: Good subject lines make finding s later easier. e. To clean up your Inbox quickly: FIRST: Quickly address/prioritize anything you notice must be so immediately SECOND: Slect all s you know can delete without opening 1. To select multiple s at the same time: a. Hold down CTRL Key + Left Click to each one at a time. OR b. Hold down SHIFT + Left Click on first then left click on the last in the range you want to select f. Review each new only once to prioritize TOUCH S AS FEW TIMES AS POSSIBLE (JUST LIKE PAPER) You must CONTROL the Inbox since the older the s in your Inbox get the farther they get from your memory. We recommend only keeping in the inbox what you haven t looked at yet or are working on today. During Management sessions, go through s sequentially GET INTO THE ZONE SO YOU CAN HANDLE FAST 1. Open newest full screen (double left click OR press ENTER).. Two minutes or less and important: DO IT NOW! Use shortcuts to Reply, Forward, Delete, Print, etc.. 3. Going to address it later today? Leave it in the inbox and go to the next message. 4. Going to address it sometime after today? File into appropriate folder. 5. Once you have gone through your Inbox, go back to the top in your Inbox. 019 Turner Time Management, LLC. All rights reserved. All trademarks reference are property of their respective holders and are used for identification purposes only.

15 Check & Work on items of most interest to you. Please consult your IT Resource before taking any actions you are not sure of. 15 Using Auto Correct Using Auto Correct for frequently used text, will help you save time when composing messages. You must first add Auto Correct Options to your Quick Access Toolbar in order to access Auto Correct (instructions start at bottom of this page). Commonly used phrases for Auto Correct : Please see attached and let me know if you have any questions. Thank you, Kim Please call me on my cell phone at Thanks, Steve Thank you for your business! I m in a meeting. Will call you back later. For your information I thought you might find this helpful. My mailing address is: Turner Time Management, LLC Attn: Stephen Turner 18 Charlemagne Circle Roselle, IL 6017 Can also be set up on iphone/ipad! Please see Shortcut Reference Tri-fold. Add Auto Correct Options to the Quick Access Toolbar (Outlook 016) YOU MUST BE INSIDE A NEW MESSAGE 1. Left click on the arrow next to the QAT.. Left click More Commands. The box below will appear when you click on the arrow. in step #1 This is how the Quick Access Toolbar appears before you add any new commands. It is in the top left corner of your screen Turner Time Management, LLC. All rights reserved. All trademarks reference are property of their respective holders and are used for identification purposes only.

16 Check & Work on items of most interest to you. Please consult your IT Resource before taking any actions you are not sure of. 16 Add Auto Correct Options to the Quick Access Toolbar (continued ) 3. Left click arrow to view options. 4. Left click All Commands. 5. Locate and left click Auto Correct Options. 6. Left click Add. 7. Left click OK. This image shows the Quick Access Toolbar with Auto Correct Options added. This image shows the Word Options dialog box. Add Auto Correct Options to the Quick Access Toolbar Turner Time Management, LLC. All rights reserved. All trademarks reference are property of their respective holders and are used for identification purposes only.

17 Check & Work on items of most interest to you. Please consult your IT Resource before taking any actions you are not sure of. 17 Creating the Shortcut: In an 1. Type the text you use often.. Highlight the word, sentence or image (triple left click to highlight sentence). 3. Left click on Auto Correct Options button on your Quick Access Toolbar. This image shows the text I type often. 1 Note: Whatever font and color you use for the text typed here, is what will be inserted when you use your shortcut acronym. This image shows where I triple left clicked to highlight sentence. You can also highlight an image and have it assigned to a shortcut/ acronym. This image shows where to left click on Auto Correct button in Quick Access Toolbar Turner Time Management, LLC. All rights reserved. All trademarks reference are property of their respective holders and are used for identification purposes only.

18 Check & Work on items of most interest to you. Please consult your IT Resource before taking any actions you are not sure of. 18 Using Auto Correct in (continued ) 4. Enter acronym for text in Replace: field. 5. Left click Add (if you want to enter more than one shortcut, otherwise skip to step 6). 6. Left click OK. This image shows that the formatted text is already entered in the With: box because we highlighted it FIRST. 4 Now that Auto Correct is set up, every time you type in itym and hit the space bar it will be replaced with I thought you might find this useful:. 5 6 This can be used for phrases you find yourself typing frequently. This will save you time when creating s or documents. 019 Turner Time Management, LLC. All rights reserved. All trademarks reference are property of their respective holders and are used for identification purposes only.

19 Check & Work on items of most interest to you. Please consult your IT Resource before taking any actions you are not sure of. 19 OPTIONAL Keep your Deleted Items folder (trash can) at a minimum Your deleted items (and Inbox) folders are synchronized with your server every time you perform a Send & Receive. This means the more s in these two folders, the slower your program s performance. Therefore, Instead of storing old s in your Deleted items folder, TurnerTime recommends creation and use of the 6-Keeping Just in Case folder to store any items you want to keep just in case and use Deleted Items folder only s for you will don't need access to To automatically empty your deleted items folder in Outlook: 1. Left click File tab.. Left click Options tab. 3. Left Click Advanced tab. 4. Check the box next to Empty Deleted Items folder upon exiting 5. Left click OK. This is what you will see when you left click the File tab. 1 This images shows where you will find the Advanced tab. It also shows where you will find Empty Deleted Items folders when exiting Outlook Turner Time Management, LLC. All rights reserved. All trademarks reference are property of their respective holders and are used for identification purposes only.

20 Check & Work on items of most interest to you. Please consult your IT Resource before taking any actions you are not sure of. 0 Create and Use 'Quick Step' to Move s to "Just in Case" Folder You can create and use Quick Steps to automate some of the actions or processes you use repeatedly in Outlook This example will show you how to set up a Quick Step to move s you are keeping just in case you might need them in the future. It will show how to make the folder, create the Quick Step, select the s, and use the Quick step to move them. Create the Keeping Just in Case folder before you create the Quick Step. Create Quick Step : 1. Left click arrow on Quick Step menu.. Left click Manage Quick Steps 3. Left click New. 4. Left click Move to Folder. This image shows the Quick Step menu. 1 This image shows where you will create the new Quick Step Turner Time Management, LLC. All rights reserved. All trademarks reference are property of their respective holders and are used for identification purposes only.

21 Check & Work on items of most interest to you. Please consult your IT Resource before taking any actions you are not sure of. 1 How to Create and Use 'Quick Step' to Move s to "Just in Case" Folder (continued ) Name your Quick Step. 1. Left click arrow in choose folder.. If you don t see your folder listed, left click Other Folder. 8. Left click desired folder. 9. Left click OK. This image shows the new step being named, and selecting a folder. 5 6 This image shows where you will choose the Just in case folder Turner Time Management, LLC. All rights reserved. All trademarks reference are property of their respective holders and are used for identification purposes only.

22 Check & Work on items of most interest to you. Please consult your IT Resource before taking any actions you are not sure of. How to Create and Use 'Quick Step' to Move s to "Just in Case" Folder (continued ) Use Quick Step to move s to Just in Case folder: 1. Hold down CTRL key.. Left click all s you want to move to Just in Case folder. 3. Left click Just in Case Quick Step. (only the Quick Steps that can be applied are available. To Manager and Reply & Delete are greyed out because they are used only on new s and replies respectively.) 1 This image shows where I have left clicked three s while holding down CTRL key. 3 This image shows the s now in the Just in case folder. 019 Turner Time Management, LLC. All rights reserved. All trademarks reference are property of their respective holders and are used for identification purposes only.

23 Check & Work on items of most interest to you. Please consult your IT Resource before taking any actions you are not sure of. 3 How to find s, files, et al, in Outlook in seconds Enter Search Criteria Use drop down to select where you want to search: Current Folder Subfolders Current Mailbox All mailboxes (more than one account in Outlook) All Outlook Items (Any message, anywhere in Outlook) Searching Keys How Outlook Search Works Search looks in multiple locations within an ; the subject line, body and attachments to find words unless you specify each word or phrases locations. Using Quotes Putting quotes around your search words tells Outlook to look for that specific word or phrase. If you just type sales reports without quotes, Outlook will return results that contain the word sales and/or reports, not the phrase sales reports together. Using Logical Operators You can use NOT, OR and AND to really narrow down your search results. Using Wildcard (*) A wildcard can represent a series of characters. For example sun* can return results that contain sung, suns, sunset, or anything starting with sun. You can use the wildcard in the beginning of the word, end of the word, or in the middle of the word. 019 Turner Time Management, LLC. All rights reserved. All trademarks reference are property of their respective holders and are used for identification purposes only.

24 Check & Work on items of most interest to you. Please consult your IT Resource before taking any actions you are not sure of. 4 Refining Your Search To or From (depending on folder) Find by who sent them to you, or who you sent to. Find s by Subject: (search for words in Subject: line of message) This week allows you to select specific time frame to search Has attachments Find all s that have an attachment Search for s by: To: (Person s name) or From: Finds anything sent To or From person Subject: (similar to above, words entered in Subject: ) Key words in or attachments Can also use Advanced Find in Outlook (CTRL+SHIFT+F) for an even more specific search Put quotes around specific phrases or names Enter more information to help refine your search Example: Bill Jones ABC Company Price List Use the More button to refine results Attachments Attachments Contains Bcc Categories Cc Due Date Expiration Date Flag Status From Importance In Folder Body Modified Read Received Retention Policy Sensitivity Sent Message Size Reviewing search results Use ENTER key to open an that is selected in returned search items Use up/down arrow keys to go up or down in the list of returned items Use up/down arrow keys in open s (go to previous/next ) 019 Turner Time Management, LLC. All rights reserved. All trademarks reference are property of their respective holders and are used for identification purposes only.

25 Check & Work on items of most interest to you. Please consult your IT Resource before taking any actions you are not sure of. 5 NOTES 019 Turner Time Management, LLC. All rights reserved. All trademarks reference are property of their respective holders and are used for identification purposes only.