Technology Workshop Get Organized with Microsoft Outlook! September 9, 2010

Transcription

1 Technology Workshop Get Organized with Microsoft Outlook! September 9, 2010

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 Examples today are from Outlook 2003 Outlook 2007 is very similar Outlook 2010 looks VERY different because the ribbon navigation bar has been implemented (We ll show some previews) 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 Strategy: Mail & Calendars in multiple places Multiple ways to configure this Most simple Pop mail to main location (office computer) and read new mail by other methods (web, blackberry) MANY options full synchronization, Blackberry Enterprise Server, Exchange Server. Think of what you NEED, then develop the strategy. Focus today is Outlook Copyright Ekaru, LLC. 8

9 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. 9

10 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. 10

11 Outlook Two Accounts Copyright Ekaru, LLC. 11

12 Add a second account Copyright Ekaru, LLC. 12

13 Use Rules to organize mail Copyright Ekaru, LLC. 13

14 Using Rules Rules, New Rule, Start from New Rule Copyright Ekaru, LLC. 14

15 Outlook Sort mail by account Move incoming mail to a specified folder This will keep messages separate Copyright Ekaru, LLC. 15

16 Organizing Incoming Mail Use this rule to manage your subscriptions to lists eg Mass High Tech, etc. Copyright Ekaru, LLC. 16

17 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! Copyright Ekaru, LLC. 17

18 Outlook Send from two accts Select Account on send screen Check Info Bar Customize Signatures by account <Sent Items> either one or two folders Copyright Ekaru, LLC. 18

19 Outlook Send from two accts Example of sending from personal account Copyright Ekaru, LLC. 19

20 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) NOTE If you haven t done either cleanup step, they will take a LONG time the first time around. DO NOT shot off your computer mid-process! Copyright Ekaru, LLC. 20

21 Microsoft Outlook Contacts Tasks Calendar Copyright Ekaru, LLC. 21

22 Outlook Managing Contacts Successful contact management is key to your success File as much information as possible. Since is used for follow-ups, it makes sense to keep an address book current in Outlook. Copyright Ekaru, LLC. 22

23 Outlook Contacts Copyright Ekaru, LLC. 23

24 Outlook Contact Phone List Copyright Ekaru, LLC. 24

25 Find Contacts This screen shows advanced find. There is also a findcontact box on main outlook screen Copyright Ekaru, LLC. 25

26 Outlook Using Categories Categorize your contacts. Business Personal Hot Leads Follow up Resources Add your own Master Category List Copyright Ekaru, LLC. 26

27 Create New Categories Copyright Ekaru, LLC. 27

28 Additional Contact Fields Copyright Ekaru, LLC. 28

29 Outlook Contacts Follow up Copyright Ekaru, LLC. 29

30 Follow Up Options Copyright Ekaru, LLC. 30

31 Follow up Options Copyright Ekaru, LLC. 31

32 Sort by Follow-up Flag Several Options for Views Copyright Ekaru, LLC. 32

33 AutoComplete HA aspx This is NOT the same as your address book! Copyright Ekaru, LLC. 33

34 Microsoft Outlook Contacts Tasks Calendar Copyright Ekaru, LLC. 34

35 Outlook Staying on Task Copyright Ekaru, LLC. 35

36 Outlook Task View Options Several options for task views: Copyright Ekaru, LLC. 36

37 Outlook Task Timeline Copyright Ekaru, LLC. 37

38 Microsoft Outlook Contacts Tasks Calendar Copyright Ekaru, LLC. 38

39 Outlook Tasks Schedule it! Copyright Ekaru, LLC. 39

40 Outlook Self Appointment Use move to folder operation to insert this in calendar Categories and Contacts inside tasks can also be useful Copyright Ekaru, LLC. 40

41 Calendar Recurring Appointments Copyright Ekaru, LLC. 41

42 Recurrence - Options Copyright Ekaru, LLC. 42

43 Invite Attendees Copyright Ekaru, LLC. 43

44 Invite will be sent Copyright Ekaru, LLC. 44

45 Outlook 2010 Copyright Ekaru, LLC. 45

46 Outlook 2010 Ribbon navigation is in use. Remember ctrl P will always print (in case you can t find it in the ribbon). PST file is now in your Documents folder. (Good thing!) Copyright Ekaru, LLC. 46

47 Outlook Signatures Copyright Ekaru, LLC. 47

48 Outlook organization Copyright Ekaru, LLC. 48

49 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, creating a phone list, searching contacts, using categories, using flags, timeline views, 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. 49

50 Thank You!: For more information: Ekaru Connecting People with Technology Sign up for Ekaru s free Technology Advisor e-newsletter Copyright Ekaru, LLC. 50