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Microsoft Outlook: 3 Tips to Help You Organize Your Worklife

Go beyond email to efficiency
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Office Management

Microsoft Outlook: 3 tips to help you organize your worklife

Email is supposed to make life easier and more efficient, but often it makes things harder and cuts into job productivity. Here are three Microsoft Outlook tips to help you get organized and complete more items on your to-do list in less time:

Organize email with Categories

A great way to organize email in Outlook is Categories. Set up categories by using the Categorize button in the Tags group, and choose All Categories. If you like, you can assign a keyboard shortcut to make it easier to apply categories to an email message.

After processing your email, categorizing as you go, click the Categories column title at the top twice. The first time sorts noncategorized items to the top. The second puts the categorized ones at the top. On the View tab in the Arrangement group, click the Expand/Collapse button to collapse all groups. Then process one category at a time.

We all use Microsoft® Outlook® for email, appointments and file organization. But are you using it to manage your entire workflow? Learn how to get more out of the program you already use every day.

Set up an Outlook Quick Step

Do you have a meeting that recurs, but not on a regular schedule? Rather than copying and pasting the attendees and meeting notice content over and over, try using an Outlook 2010 or 2013 Quick Step.

From the Quick Step group on the Home tab, click the Create New button. If you don't see it, click on the More button on the right of the gallery. In the Choose an Actions field, choose New Meeting. Complete the To: with your usual attendees. Reveal more fields by clicking on the Show Options button. Here you may complete the rest of the fields needed to complete your meeting item.

Few of us have unleashed the full potential of this powerful tool. That's why we've developed a webinar to help you squeeze maximum benefit out of Outlook. Why use another program when you can take advantage of all Outlook has to offer? Join us Thursday, September 3, for Microsoft Outlook 2010/2013: Beyond E-mail to E-fficiency.

Task? Meeting? Email? Not sure yet? Try a Note

Task? Meeting? Email? Not sure yet? Try an Outlook Note. Notes, once created, can be conveniently dragged to the Mail, Calendar, Task, or even the Contact Navigation pane button to create a new item without copying and pasting any content. Here's how to create a Note:

  • Reveal Notes in the Navigation pane by stretching the separator above Mail. If you still don't see it, click on the arrow at the bottom right of the Navigation Pane. Then, from the Add or Remove Buttons, choose Notes.
  • Once in Notes, simply double-click in the main area and start typing.
  • Later, when you decide where to place it, just drag and drop it.
In this 75-minute live event – presented by Microsoft® Certified Trainer Melissa Esquibel – you'll discover how to get more out of Outlook than you ever dreamed possible.

You'll discover:
  • New conversation tools and how they help turn your inbox from a haystack to an easily searchable reference.
  • Melissa EsquibelTricks on how to create meetings from email in a single step.
  • How to use Notes to minimize interruptions.
  • How to customize views that turn your list of Outlook items into a game plan for the day.
  • Organizing strategies that make sense of your email, contacts and tasks.
  • How to set up at-a-glance calendaring.
  • And much more!
And because this is a webinar, there is no limit to the number of colleagues you can invite to sit in on this interactive event. In just 75 minutes, you'll increase productivity not just for yourself, but for EVERYONE in your office. Register now for Microsoft Outlook 2010/2013: Beyond E-mail to E-fficiency.
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