Technology Workshop Get more from Microsoft Outlook! January 23, 2013
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1 Technology Workshop Get more from Microsoft Outlook! January 23, 2013
2 Welcome! Thank you for joining us today. In today s call we will cover a few tips and tricks to help you get more productive with your computer. We ll wrap up by 1pm. If you want to follow from your office, go to / Go to What s New near the bottom of the page. Presentation will open in a browser, click the down arrow in nav bar to advance slides. Copyright Ekaru, LLC. 2
3 Format Given the number of people on the line today, this is a listen only call. (Reason, cut down on ambient noise, avoid call on hold music a bit tough though, because I can t hear you!) If you have questions, please to info@ekaru.com and we will try to include Q&A at the end of the call we will be reviewing live during the call. Call for help. Copyright Ekaru, LLC. 3
4 Workshop Mission Help you get more from the technology you already have. Introduce you to new technologies you need to know about. Copyright Ekaru, LLC. 4
5 Outlook Versions All examples today are Outlook 2010 Older versions are theme and variation of the same concepts. PST file is now in Documents Outlook 2010 has ribbon navigation: Copyright Ekaru, LLC. 5
6 Microsoft Outlook Contacts Tasks Calendar In today s workshop, we ll cover a few tips and tricks that we hope will get you more organized! Copyright Ekaru, LLC. 6
7 Where is your mail? Server Microsoft Outlook WebMail Copyright Ekaru, LLC. 7
8 Clear the clutter! Spam! Spam Filter Server Filter Spam BEFORE it gets to your mail server! For some customers, filtering 30,000 spam messages a month! First step to organization is to control spam! Copyright Ekaru, LLC. 8
9 Use ONE Junk Filter Turn off your Outlook Junk filter if you use another tool. Watch out Re-install Office may re-set the settings. We recommend NOT using Outlook Junk and instead using Cloud filtering. Copyright Ekaru, LLC. 9
10 Strategy: Mail, Calendars, and Contacts in multiple places Synchronization (sync) Multiple ways to configure this Most simple Pop mail to main location (office computer) and read new mail by other methods (web, blackberry, iphone) MANY options full synchronization, Blackberry Enterprise Server, Exchange Server. Think of what you NEED, then develop the strategy. Copyright Ekaru, LLC. 10
11 Synchronization - Exchange Exchange Mail Local Server on site Cloud ( hosted ) Mix and match regular and Exchange hosted mailboxes Solution is fully designed for synchronization. Copyright Ekaru, LLC. 11
12 Synchronization Webmail Sync: Synchronize Webmail, Contacts, Calendars with a smart phone. Does NOT synchronize with Outlook. Not recommended except for webmail only users. Copyright Ekaru, LLC. 12
13 Synchronization Desktop Application - Blackberry Copyright Ekaru, LLC. 13
14 Synchronization - iphone Support.apple.com Copyright Ekaru, LLC. 14
15 Droid Syncdroid.net Syncdroid.net: Similar to icloud sync for iphone Many good tools are available Each has pros/cons In general, Exchange is the recommended approach. Brian: MyPhoneExplorer Fully Functional, Fully Free USB/BlueTooth and connectivity over WIFI Copyright Ekaru, LLC. 15
16 + Passcode If employees use on their phones, passcodes are a MUST Copyright Ekaru, LLC. 16
17 Outlook Signatures Copyright Ekaru, LLC. 17
18 Outlook Signatures Multiple Signatures Logos V-Card Font Disclaimer Special Events Awards Copyright Ekaru, LLC. 18
19 Select Signature Copyright Ekaru, LLC. 19
20 Signatures Multiple Signatures Logo Copyright Ekaru, LLC. 20
21 Two (or more) accounts Most of us have two or more s Keep things simple: All in one box Many ways to do this Different Windows Users (not practical) Two Accounts One box, (and a rule to organize them) Copyright Ekaru, LLC. 21
22 Outlook Two Accounts Copyright Ekaru, LLC. 22
23 Outlook Add an account Copyright Ekaru, LLC. 23
24 Rules Organize Mail Home Tab Rules Button Create Rule Copyright Ekaru, LLC. 24
25 Rules Copyright Ekaru, LLC. 25
26 Rules Advanced Options Copyright Ekaru, LLC. 26
27 Rules Try rules to see what works for you. WATCH OUT your computer will do EXACTLY what you tell it to do even if its not what you intended! Very useful if you get a lot of update alerts. Copyright Ekaru, LLC. 27
28 Microsoft Outlook Contacts Tasks Calendar Copyright Ekaru, LLC. 28
29 Outlook Managing Contacts Great tool for handling Contacts File as much information as possible. Since is used for follow-ups, it makes sense to keep an address book current in Outlook. Supplement your CRM system Copyright Ekaru, LLC. 29
30 Outlook Contacts Copyright Ekaru, LLC. 30
31 Contacts - Search Copyright Ekaru, LLC. 31
32 Contacts - Views Business Card, Card, Phone, List Copyright Ekaru, LLC. 32
33 Contacts Additional Fields Copyright Ekaru, LLC. 33
34 Insert a V-Card into Home Tab New e- Mail Insert Business Card Select OK Copyright Ekaru, LLC. 34
35 Send a Vcard Copyright Ekaru, LLC. 35
36 Process a Vcard Doubleclick on the V- Card to open it. Copyright Ekaru, LLC. 36
37 Import a Vcard Automatically process a Vcard double click, then, Save and Close Copyright Ekaru, LLC. 37
38 Q: Where to Keep Notes Copyright Ekaru, LLC. 38
39 Journal Entry Copyright Ekaru, LLC. 39
40 Journal Entry Copyright Ekaru, LLC. 40
41 People Pane View Tab People Pane Copyright Ekaru, LLC. 41
42 Beyond Outlook CRM Salesforce.com Professional Services Autotask.com Copyright Ekaru, LLC. 42
43 Housekeeping - Archiving Archive your mail if your Outlook file gets too big, Outlook will slow down and crash! Compact the pst file (conserve disk space) File Tab / Clean up Tools NOTE If you haven t done either cleanup step, they will take a LONG time the first time around. DO NOT shut off your computer mid-process! Copyright Ekaru, LLC. 43
44 Microsoft Outlook Contacts Tasks Calendar Copyright Ekaru, LLC. 44
45 Outlook Tasks Organize to do items Go paperless! Copyright Ekaru, LLC. 45
46 Outlook Tasks CTRL N creates a new item (or press the button) Copyright Ekaru, LLC. 46
47 Outlook Tasks Copyright Ekaru, LLC. 47
48 Send a task to someone Copyright Ekaru, LLC. 48
49 Send a Task Kathy receives a message She can accept or decline the task if she accepts it appears on her task list. Copyright Ekaru, LLC. 49
50 Microsoft Outlook Contacts Tasks Calendar Copyright Ekaru, LLC. 50
51 Outlook Calendar Copyright Ekaru, LLC. 51
52 Invite Attendees Copyright Ekaru, LLC. 52
53 Recurring Appointment Copyright Ekaru, LLC. 53
54 Recurring Appointment Copyright Ekaru, LLC. 54
55 One-Click to Everything Right click on Outlook icon in taskbar Copyright Ekaru, LLC. 55
56 Outlook Re-Cap You can do a LOT more with Outlook than you may think! We covered several examples Working with multiple addresses, filing s with rules, searching contacts, scheduling tasks, recurring appointments, inviting attendees Try a few to see what works for you! Clear the clutter and clean house! us with questions or if you want more detailed instructions: info@ekaru.com Copyright Ekaru, LLC. 56
57 Thank You!: For more information: Ekaru Connecting People with Technology Sign up for Ekaru s free Technology Advisor e-newsletter Next webinar: February stay tuned for details Copyright Ekaru, LLC. 57
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Polson School District Outlook for Macintosh User Manual
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