Download Manage Your Life with Outlook for Dummies (ISBN - 0471959308) PDF

TitleManage Your Life with Outlook for Dummies (ISBN - 0471959308)
TagsFor Dummies
File Size10.6 MB
Total Pages362
Table of Contents
                            Manage Your Life with Outlook For Dummies
	About the Author
	Author’s Acknowledgments
	Contents at a Glance
	Table of Contents
		About This Book
		How to Use This Book
		Foolish Assumptions
		How This Book Is Organized
		Conventions Used in This Book
		Special Icons
		Where to Go from Here
	Part I: Preparing for Personal Productivity
		Chapter 1: Planning for Better Balance between Your Work and Personal Life
			“If I Only Had a Life . . .”
			Exploring Common Excuses for Remaining Unproductive
			Outlook and Personal Productivity
		Chapter 2: Exploring Accepted Beliefs on Personal Productivity
			When Organization Is King
			When Time Management Is Key
			Multitasking in the Mix of Personal Productivity
			Harnessing the Power of Goals and Objectives
			Flowing Like Clouds and Water
		Chapter 3: Surveying Some Popular Outlook Productivity Systems
			Getting Cozy with FranklinCovey’s Planning System
			Having Fun with David Allen’s Getting Things Done Productivity System
			Seeking Out Sally McGhee’s Productivity Solutions
			Getting in Line with Linenberger’s Total Workday Control System
		Chapter 4: Defining Personal Productivity on Your Own Terms
			Making the Most of Every Moment
			Finding Your Own Formula for Productivity Success
	Part II: ;Making Outlook Your Key to Personal Productivity
		Chapter 5: Mastering Information Management with Outlook
			Making Outlook Your Personal Information Manager
			Getting Really Comfy with the Outlook Window
			Using Outlook’s Medley of Modules
			The Outlook Shortcut Keys You Need to Know and Use
		Chapter 6: Giving Outlook a Productivity Makeover
			Changing the Outlook Startup Module
			Customizing the Outlook Toolbars
			Adopting a New Point of View
			Have It Your Way in Outlook Today
			Setting Up Categories That Are Just Your Type
			Tailoring the Look of Assorted Outlook Modules with the Organize Pane
			Customizing the Module Buttons in the Navigation Pane
			Adding Outlook Gadgets for Windows Vista
	Part III: Taking Control of Your E-Mail Inbox
		Chapter 7: Doing Your Initial E-Mail Inbox Housecleaning
			Getting Ready to Do Your Inbox Housecleaning
			Using the Mailbox Cleanup Feature
			Rounding Up and Deleting Unneeded Messages
			Archiving Messages in Your Inbox
			Organizing the Messages You Need to Keep
			Living with an Empty Inbox
		Chapter 8: Doing Your Ongoing E-Mail Inbox Housekeeping
			Keeping Your Inbox Spick-and-Span
			Backing Up Your Outlook Data Files
	Part IV: Developing Your Outlook Productivity Practices
		Chapter 9: Creating and Sending E-Mail Messages Like a Pro
			Composing Effective E-Mail Messages
			Creating Your Own E-Mail Signature
			Tracking Your Important E-Mail Messages
		Chapter 10: Using Calendar to Keep Yourself on Schedule
			Keeping Up with the Calendar Module
			Adopting a New Calendar View
			All About Scheduling Appointments and Events
			Sharing Your Outlook 2007 Calendars
		Chapter 11: Using Contacts to Stay in Touch
			Adding New Contacts Like a Pro
			Organizing Your Contacts
			Putting Your Contacts to Good Use
			Exporting Contacts to Other Programs
		Chapter 12: Using Tasks to Successfully Stay on Top of Your Obligations
			What Makes a Task So Special?
			Task Management with the Outlook 2003 TaskPad
			Task Management with the Outlook 2007 To-Do Bar
			Getting Productive with the Outlook Tasks Module
		Chapter 13: Using Notes to Capture Your Ideas
			Making Outlook Notes a Routine Part of Your Productivity Practices
			Creating and Organizing Notes
			Successfully Using OneNote 2007 with Outlook
		Chapter 14: Using the Journal to Keep an Eye on Your Activities
			Understanding How the Journal Can Help You Be More Productive
			Making the Most of the Journal Module
		Chapter 15: Outlook on the Go
			Getting Outlook Data onto Your Mobile Devices
			Sending Text Messages from Outlook to a Mobile Phone
			Using Outlook with Instant Messaging
	Part V: The Part of Tens
		Chapter 16: Top Ten Personal Productivity Strategies
			Know Yourself When It Comes to Productivity
			View Personal Productivity as Part of Self-Fulfillment
			Master Your Productivity Tools
			Get Yourself Organized
			Prioritize Your Tasks
			Plan for the Future
			Focus on What You Can Do
			Stay Open to Change
			Deal Tactically with Information Overload
			Develop a Healthy Sense of Interdependence
		Chapter 17: Top Ten Outlook Productivity Techniques
			Utilize Every Single Bit of Outlook
			Organize Your Inbox
			Keep That Inbox Near Empty
			Send Really Effective E-Mail Messages
			Make Outlook Today or the Calendar the Center of Your Productivity World
			Share Your Calendar As Needed
			Do Terrific Task Management
			Take Note of Every Idea
			Use Automatic Journaling to Evaluate Your Productivity
			Take Outlook with You Wherever You Go
	Appendix A: Personal Productivity Resources
		Print Resources
		Online Resources
	Appendix B: Personal Productivity Self-Assessment
		Envisioning Work/Life Balance
		Beliefs about Personal Productivity
		Short-Term Productivity Goals
		Long-Term Productivity Goals
		Personal Productivity Strengths
		Personal Productivity Improvements
		Time Traps
Document Text Contents
Page 1

by Greg Harvey

Manage Your
Life with




Page 181

Chapter 8

Doing Your Ongoing E-Mail
Inbox Housekeeping

In This Chapter
� Implementing strategies for keeping your Inbox nearly empty

� Prioritizing and scheduling the action e-mail you can�t get to right away

� Using rules to automatically organize more routine e-mail messages

� Using AutoArchive to routinely clean out old messages and keep your Inbox manageable

� Backing up your Outlook data files so that all this e-mail organizing is not in vain

In the last chapter, you took the first step in gaining mastery over your wayward e-mail by performing a much-needed, initial Inbox housecleaning.
In this chapter, you find out how to take the second step � the one that

enables you to maintain nearly the same level of control over your Inbox as

part of the process of increasing your personal productivity with Outlook.

To help you achieve this goal, this chapter explores strategies designed

specifically for dealing effectively with new e-mail on an ongoing basis.

Adopting these strategies � when combined with developing some new

habits regarding when and how you respond to e-mail � can go a long way

in making sure that your Inbox doesn�t again become a forbidding part of

Outlook that you dread to face.

In evaluating these strategies and creating these new habits, you have to take

into consideration exactly how you�ve organized your Inbox subfolders for

storing active e-mail using the information covered in the previous chapter.

(See Chapter 7 for details if you haven�t yet gone through this process.) You

may also find modifying some of your e-mail default settings advantageous �

and it wouldn�t hurt to create some additional rules for automatically

managing your e-mail messages.

And finally, to make sure that all your hard housekeeping work is not in vain,

you need to learn how to back up your Outlook data files and then actually

get into the habit of backing the stuff up!

Page 182

160 Part III: Taking Control of Your E-Mail Inbox

Keeping Your Inbox Spick-and-Span
Now that you’ve followed the plan outlined in the previous chapter and

you’ve got your e-mail Inbox empty or nearly empty, you have to work hard

to keep it that way. The first order of business is to evaluate strategies for

actually achieving this goal. Then, you’re ready to develop some new habits

that help you implement these strategies and make them the normal way of

“doing your e-mail.”

Looking at various strategies for effectively
dealing with new e-mail
David Allen and Sally McGhee, two noted productivity experts who counsel

knowledge workers who have committed to using Outlook as their Personal

Information Manager, have developed a very similar strategy for dealing with

new e-mail — a strategy that complements their respective personal

productivity systems.

Allen and McGhee both argue that one’s first order of business when dealing

with e-mail is to determine whether a particular e-mail message you receive

is “actionable.” That is, can you respond appropriately to the e-mail message

within two minutes? If you can, you go ahead and deal with the message right

after reading it. If not, you put off dealing with it until a later time or forward

it to someone else who will deal with it for you.

To accommodate this two-minute actionable strategy, David Allen developed

what I call his Three Ds of dealing with new e-mail (Do, Defer, or Delegate), to

which Sally McGhee’s strategy adds a fourth: Delete. Put them together and

you come up with the following list of techniques:

� Do it: If you can formulate a reply to an e-mail message within two minutes,
go ahead and do it.

� Defer it: If you can’t formulate a reply to a message within two minutes,
defer it by moving it a folder where you won’t forget it (a Deferred Mail

subfolder or Action Mail subfolder, for example).

� Delegate it: If you’re not the best person to reply to a message, send it
on to the person who is by forwarding the message.

� Delete it: If you read a message (or its preview lines, if you view your
e-mail messages using Messages with AutoPreview as your current Mail

view) and find that it clearly falls into the junk category, move it into

your Deleted Items folder by pressing the Delete key.

Page 361

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U.K. customers visit or call (0) 1243 843291. Canadian customers visit or call 1-800-567-4797.

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