K.J. McCorry is the CEO of Officiency Enterprises Inc., a professional productivity, efficiency and sustainability consulting company based out of Boulder, Colorado. Officiency, Inc. has worked since 1996 in large and small business, government and non-profit organizations to help streamline and automate operations and information management systems to create efficiency and increase productivity. K.J. s work in office process simplification has been recognized locally and nationally in the New York Times, International Herald Tribune, Chicago Tribune, Real Simple, Better Homes & Gardens, Denver Business Journal, Real Simple, Mobility Magazine and many others. She is also the author of Organize Your Work Day In No Time. Ms. McCorry was nominated twice by her peers for the prestigious Founders Award with the National Association of Professional Organizing, recognizing leaders who have furthered the professional organizing industry. She was also selected as a finalist for the 2008 Oppenheimer Funds Entrepreneur of the Year Award, who recognizes entrepreneurs who have successfully built businesses and positively impacted the community. K.J. has served on multiple non-profit boards committed to social and environmental responsibility as well as professional trade associations. She currently serves as Director of International Society of Sustainability Professionals; Director of PassageWorks Institute, President of Sundance Homeowners Association and serves as a mentor for students at the University of Colorado. Ms. McCorry received her BA in Psychology and International Business from Metropolitan State College in Denver, Colorado; and an Executive Masters in Business from the University of Denver. Contact Information: K.J. McCorry Email: info@officiency.com 1
This training on Advanced Outlook assumes participants are current users of Outlook and understand the basic functionality. The training will focus on taking the next step with Outlook with email and calendar capabilities. Participants will learn how to search, craft, and manage email more efficiently using Outlook tools. Participants will gain a better understanding of how to customize Outlook for their preferences in particular with viewing and searching. Objectives: Understand the view options and how to customize views in Email and Calendar Learn how to create email templates and Quickparts to use the same language with other recipients Understand the use and function of Outlook Quicksteps Understand how to use the Search Folders to find emails quickly Understand Advanced Search tools Understand sharing calendars and emails and permissions functionality Learn how to create Groups for sending emails to multiple people and groups Review the various options and preferences available in Outlook 2
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In Outlook, you can customize your view in the email window to assist in managing, responding and organizing email. Here are a few of the functions and features available under the View tab. Preview Email/ Reading Pane You can preview an email in window by activating the Reading Pane. The reading pane can be seen on the right side or the bottom of the screen depending on the users preference. Click on View and then Reading Pane and choose the option. Auto Preview Auto preview allows you to see a portion of the text in an email without opening the email entirely. You can activate this feature by going to View and then click on Auto Preview Expand and Collapse Groups If you would like just to see a grouping of emails by the sender s name, then collapse groups. Go to View and choose either expand or collapse groups. To Do Bar If you would like to see your task list and/or a snapshot of your daily calendar, activate the To Do Bar which will open a window on the right side of your screen. Show as Conversation In Outlook, there is a way to sort emails by subject to see all emails together and nested in chronological order. Under the View/ Messages section there is an option to Show as Conversations. Simply check the box and then choose if you want to apply this view to all folders or only the inbox. 4
In Outlook folders it displays fields and items in a layout called a view. These views can be customized to various preferences including fonts, colors and/or adding other additional fields. To do this go to Views/ View Settings. You can also right click in the header of a view, and choose View Settings. Columns: This will change which columns are in a view. You can add or remove columns. Group: This function will allow you to group views by a particular category or field name. Sort: Default will show in ascending or descending order by a certain fields such as name or subject. This will change the way a view is sorted. Filter: this will remove certain items from a view. Such as if you only want to see open tasks and not completed, you can change the preference. Other Settings: This will change font size, type and color. Conditional Formatting: Will show you how the view is currently configured with auto settings. Format columns: this shows how each field and column will be shown. It is recommended not to manipulate these settings. 5
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In Outlook users can create groups for sending messages and/or calendar items to the same group of individuals. This saves times by entering each person s name for each new email or new meeting and also ensures that everyone is included. Each individual must be listed under a personal or global address book to be added into the group. When sending an email just type in the name of the group in the To line. For a meeting invitation, click on Invitee Attendees and enter in the group name in the To field. Outlook 2010/2013 Go to the Home tab and click on New Contact Group. Click on the add members button and then click the option you want. 7
Have you ever needed text from a prior email that you want to copy and paste into another new email? Outlook Quick Parts function gives you the ability to do just that. Quick Parts provides reusable pieces of content or other e-mail message parts that are stored in galleries. You can access and reuse the building blocks at any time. Create a Quick Part Select the content or email message part that you want to store as a reusable building block. On the Insert tab, in the Text group, click Quick Parts. Click Save Selection to Gallery Name Gallery. Fill out the information in the Create New Building Block dialog box: Name Type a unique name for the building block. Description Type a description of the building block. Save in Click the name of the template in the drop-down list. A template must be open to be displayed in the drop-down list of template names. Options Choose one of the following: Select Insert in own paragraph to make the content into its own paragraph, even if the user's cursor is in the middle of a paragraph. Select Insert content only for all other content. Use a Quick Parts in a New Email Message Create a new email and click where you want to insert a Quick Parts in the e-mail message. On the Insert tab, in the Text group, click Quick Parts/ Auto Text. You will see a list of all the Quick Parts listed. Choose one an it will automatically be copied into the new email. 8
Create an email template 1. Create a new email message that you want to save as a template. In that new item, add any information that you want to include in the template. Typically, this is information that doesn't change, or that you'd have to enter repeatedly. 2. Then, click the File tab for that open item, and then click Save As. 3. In the Save As dialog box, click on the drop down Save as Type list and select Outlook Template. 4. Enter a name for the template and click Save. Use an email template 1. On the Home tab, in the New group, click New Items, point to More Items, and then click Choose Form. 2. Open the Look In list and select User Templates in File System. 3. Click the template you want to use and click Open. 4. Fill in any new or missing information, such as dates or new recipients, and then send the message. 9
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Email messages in the inbox are usually grouped and arranged by date. In Outlook, you can also arrange emails by conversation. When the conversations function is turned on, messages that share the same subject are grouped together and can be expanded or collapsed. This is helpful if there are many emails related to the same topic that you need to see grouped together. To turn on or off Conversations 1. On the View tab, in the Conversations group, check Show as Conversations to activate this function. A new dialogue will open to give the option to choose one folder or all folders, choose preference and click OK. 2. Uncheck Show as Conversations to disable this view. To change Conversation Settings 1. On the View tab, in the Conversations group, click Conversation Settings. 2. There are options listed. Add a checkmark next to the option and preferences desired. 11
In Outlook 2010/2013 users can color code incoming email messages. This is useful to see visually an important sender such as a manager or key client. The color coding helps to make emails stand out from the long list. 1. Go to View and click on the View Settings button and the Advance View Settings window will open. 2. Click on the Conditional Formatting button to open another dialogue box. Here is where an user can change the settings. 3. Click Add and type in the name for this new rule. 4. Click in Font to change the color, size and type of font. 5. Then, click in Condition and a new dialogue box will open. Click on the FROM field to find the email address of the person you wish to have color coded. 6. Then, click OK out of all the windows. 12
In Outlook, you can create quick rules that set criteria for new incoming email to be deleted, forwarded or moved to a certain folder. For instance, if you have certain marketing and/or newsletter type email that is consistently either deleted or filed, you can set a rule so that Outlook does that automatically when the email arrives. Here are some other uses of rules: Regular status reports Project emails where you are cc d Reading material or newsletters To set up Quick Rules; 1. Highlight a selected email and right click. 2. Click on Rules and the Create Rule dialog box will open. 3. In the Create Rule dialog box make sure to check a condition in the top and bottom half of the window. 4. When finished, click OK. 5. To change, deactivate or edit the rule, go to Manage Rules and Alerts window. To set up multiple Rules; 1. Go to Manage Rules and Alerts 2. The Rules and Alerts dialog box will open 3. Click on New Rule and the New Rules Wizard will open 4. Choose criteria and click next 5. When finished, click Finish. 13
Change Subject Line In Outlook, you can also change the subject line of incoming emails. This is useful if you want to revise the subject line to find it later or make a note to yourself of action. With Outlook online you need to activate Allow in-cell Editing, go to VIEW / VIEW SETTINGS / OTHER / allow in-cell editing. In order to remember what you changed, put text in parentheses. This way when you respond you can remove the text, if you need to. 14
Delay Delivery This function delays the delivery an email to a designated future time and date. This is useful if the recipient is out of the office or on vacation and you want to have the email appear the day they return into the office. Or if you work after hours and don t want recipients obliged to respond at night or on weekends you can delay the email to the next working day. In the message, click the Options tab, in the More Options group, click Delay Delivery and a new window will open. Under the Delivery options section, select the Do not deliver before check box, and then choose the delivery date and time. Click Close out of the window. Click Send, and the message remains in the Outbox folder until the specified delivery time. 15
In Outlook, you can create Quick Steps that apply a series of actions to an email. The difference between Quick Steps and Rules is that Outlook will process a new incoming email based on the rule where as Quick Steps allows you to take a series of actions with one click independent of who the email is from. Here are some other uses of Quick Steps: Create task with email as an attachment, assign category, file into specific project folder and mark as read Reply to email and delete original email in one step To set up aquick Step; 1. On the Home tab, click on Create New and the Edit Quick Step dialogue box will open 2. Name the Quick Step. 3. Select the actions 4. In the Tooltip Text box enter a description of the Quick Step 5. When done click Finish 6. To edit, duplicate or delete the Quick Step, go to Manage Quick Steps window To apply a Quick Step; 1. Right mouse click the email 2. Click on Quick Steps 3. Choose the appropriate Quick Step 16
You can set preferences for Outlook email under the options window. Go to File in the Ribbon Bar and choose Options. Then, click on the Mail option in the left sidebar. This will show you an array of email options and preference settings. Here are a few that are more common to set. Notification of new emails To change notification of new email preferences, go to File/ Options. Click on the Mail tab in the left navigation bar. View the sub heading called message arrival to change notification of new emails. Preface comments with name You can add your name to email responses and replies. This is particularly useful when responding to the original text of an email. Go to File/ Options under the Mail tab, go to the sub heading replies and forwards. Select preface comments with. In the text field, type your name. Once activated, the users name will appear in brackets within the original body of the text when the enter key is pressed. Fonts and colors Default fonts and colors can be changed for all new, reply or forwarded emails. Go to File/ Options and click on the Mail tab and go to the sub heading compose messages. Click on the Stationary and Fonts button. In this dialogue box, click on the Font button and the user will be able to change type, size and color of the font. Signatures Multiple email signatures can be created in Outlook. Go to File/ Options and click on the Mail tab and go to the sub heading compose messages. Click on the Signatures button and a new window will open. Click on the new button to create a new signature. 17
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Scheduling an appointment with someone outside of your organization can be frustrating. Finding time that works for both parties often plays out with a lot of emails going back and forth. An easier way is to send your calendar availability from Outlook. 1. In a new email window, click Calendar under the Insert Tab. 2. Choose the calendar you want to share (in case you have multiple calendars). 3. Choose the date range. You can choose from the listed options or choose a custom date range. 4. Choose the level of detail. There are only three options available. Click Ok. 5. Your calendar will both appear as an attachment and in the body of the new email message. The person with whom you are trying to schedule the meeting can then look through your calendar to find a good date and time to meet. 19
After an Outlook meeting, you may want to send a follow up email to all of the attendees. This is a quick step versus having to find everyone's email address. 1. Click on the Contact Attendees button under the Attendees section in the appointment window. Note: You must be the originator of the calendar invite in order to see the option of Contact Attendees icon. 2. Choose New Email to Attendees. A new email will open with the attendees' email addresses automatically inserted. 3. Complete the follow up message and Save and Send. 20
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Instant Search in Outlook is a quick and easy way to locate emails. Whatever keyword or phrase you type, Outlook will immediately start searching and provide a list of all the email containing your search words, highlighted in yellow. Outlook searches all parts of an email message including: the subject, message body, To and From lines; it even searches text inside attachments. You can also use the Search Tool bar and narrow your search under the Scope or Refine sections in the Ribbon Bar. 22
Outlook Advanced Find contains additional options to perform advanced search options. This is useful with the instant search is not bringing up the result you need. The Advanced Find is usually used with email but can be used for any other item of Outlook as well such as Calendar, Tasks or Contacts. To open the Advanced Find, click in the Instant Search bar and the Search Tool bar will appear in the Ribbon bar. Then, click on Search Tools, and then choose Advanced Find. A separate Advanced Find window will open. 23
The Search Folder function in Microsoft Outlook is an easy way to organize your correspondence without actually re organizing copies of messages between folders. With a saved search folder, you can view a copy of all the messages based on the criteria you set regardless of what folder you originally put it into. The search folders essentially act like customize views of email messages. It will show all messages sent and received. If you delete a search folder, it does not delete the email messages since it is only a view it only deletes the search folder. To create a New Search Folder in Outlook: 1. Go to the Search Folders in the left navigation pane. Right click and choose New Search Folder. (as shown above in the screen shot on the left) 2. The New Search Folder window will open. (as shown above in the screen shot on the right) 3. There are a number of Search Folder options to choose from. You can also customize folders by more advanced criteria which is listed as the last option. 4. Once you have selected from the menu list, select Choose. 5. In the Choose section, it will guide you to select a specific criteria based on the option you choose in the menu selection. 6. Once you click OK, a new Search Folder will be listed under Search Folders in the left side pane. Resource: Xobni https://www.xobni.com/about/ Xobni, Smartr Inbox, and Smartr Contacts automatically find all the people with whom you've ever exchanged emails, calls, or SMS messages. They instantly provide a full view of each contact, complete with their photo, job title, company details, and email history as well as updates from LinkedIn, Facebook and Twitter. Xobni is available for Outlook and BlackBerry. Smartr Inbox is available for Gmail. Smartr Contacts is available for Android and iphone. 24
With the constant barrage of interruptions from non essential emails and phone calls average office workers waste about half of their workday. Organize Your Work Day In No Time, by K.J. McCorry, empowers workers to take back their workday and get something done. Organize Your Work Day In No Time shows readers how to use their work time more efficiently through simple time management and computer organization techniques. Whether work is in an office building, on the road, or in a home office, this book will change the way readers do business everyday, leaving them more efficient and productive. Author and professional organizer, K.J. McCorry shows readers how to squeeze more productivity from work hours by organizing paper and electronic files, dealing with email overload, using contact software to its full potential, and structuring an easy to follow action list that actually gets things done. Organize Your Work Day In No Time (ISBN: 0 7897 3333 1) is currently available at major retail stores, for more information visit http://www.quepublishing.com/title/0789733331. There are two additional chapters also available online, Managing the Daily Deluge which discusses how to organize electronically your desktop and those scraps of paper. Another online chapter, Staying Organized on the Road, teaches you to plan an effective business trip and manage data while you re traveling. The online content also includes an appendix of websites you will find throughout the book. 25