Get Organized and Become More Productive with Microsoft Outlook

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Get Organized and Become More Productive with
Microsoft Outlook
Anthony Buonaspina GRQ Innovations, Inc. E-mail
Anthony_at_grq.net Website GRQ.NET 631-422-0969 May
23, 2007
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Get Organized and Become More Productive with
Microsoft Outlook

• Module 1 Introduction
• What is Outlook, account setup, send/receive
  email.
• Module 2 Getting Organized
• Configure, E-mail, contacts, folders, tasks,
  calendar
• Module 3 Collaboration
• MS Exchange, shared calendars, contacts, folders.

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What is Outlook?

• Outlook provides a single environment for
  managing and acting on your personal information,
  including
• E-mail
• Calendar
• Tasks
• Contacts
• Outlook provides the ability to easily convert
  e-mails into actionable items
• Outlook is flexibleallowing you to develop
  techniques that work best for your work style

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Introduction to OutlookWhere do you get Outlook?

• Outlook is included when you purchase any
  Microsoft Office suite.
• Outlook Express is not Outlook.
• Mainly used as an e-mail application, it also
  provides a calendar, task and contact management,
  note taking, and a journal.
• It can be used as a stand-alone application, but
  can also operate in conjunction with Microsoft
  Exchange Server to provide enhanced functions for
  multiple users in a company, such as shared
  mailboxes and calendars, public folders and
  meeting time allocation.

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Correctly Using Outlook

• When was the last time your inbox was empty?
• Do you occasionally miss meetings or lose
  e-mails?
• Do you sift through hundreds of e-mails to find
  the one you are looking for?
• Do you dread opening Outlook every morning?
• Do you feel in control of your e-mail, or do you
  feel that it controls you?

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What is the Difference Between Web Mail and POP3
E-Mail
Web Mail
POP3 E-mail
Mail Server
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What is the Difference Between Web Mail and POP3
E-Mail

• Web mail uses a browser window to access email
  that resides on a mail server.
• Limit to how much mail can be stored.
• Limited or no search capability.
• Must use a slow browser window to navigate
  through mail.
• Limited calendar or task management.

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What is the Difference Between Web Mail and POP3
E-Mail

• POP3 uses an e-mail client such as Outlook that
  downloads all incoming email to the recipients
  computer.
• No real limitation on space. E-mails can be
  stored almost indefinitely.
• Excellent search capability.
• Easier to navigate though and organize emails
  into folders.
• Integrated calendar, contacts tasks

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Start Using Outlook

• The following slides are detailed instructions on
  setting up a POP3 account in Outlook. I also
  have instructions on my web site at GRQ.NET
• We are going to cover adding your POP3 account to
  Outlook, setting up a signature, send/receive
  settings, leaving a copy of your POP3 email on
  the server, etc

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Set up POP3 AccountTools Email Accounts
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Set up POP3 AccountTools Email Accounts
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Set up POP3 AccountTools Email Accounts More
Settings
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Set up POP3 AccountTools Email Accounts More
Settings
Change the Outgoing Server (SMTP) port from 25 to
4200 if your provider filters port 25.
Providers like Optonline filter this port in an
attempt to limit spam.This user has decided to
leave the last 5 days of email on the web server
for access via web mail.
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Microsoft Outlook 2003Default Setup with reading
pane on right
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Microsoft Outlook 2003Default setup with reading
pane at bottom.
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Microsoft Outlook 2003Personalize Outlook Tools
- Options
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Microsoft Outlook 2003Sending Email
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Tips to Reduce Junk E-mail

• Be careful of where you leave your e-mail
  address. Exposed bulletin boards, newsgroups,
  websites, etc
• Disguise your email addresses that are placed on
  web pages. E-mail Anthony at grq.net
  or have your web page designer encrypt the
  pages. Weblockpro.com
• Never respond or ask to be removed through a Junk
  e-mail unless it is from a reputable web site.
• Use a good Junk Mail Filter.

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Junk Mail Filter

• This is a program that will read your e-mail
  and decides based on its content if it is spam.
• Outlook contains a very good Junk Mail filtering
  system.
• You need to update the Junk Mail filter once a
  month from either the Microsoft web site or go to
  GRQ.NET for the direct link.

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Configuring Outlook to Retrieve AOL E-mail

• 1. Launch the Microsoft Outlook software.2.
  Click the Tools menu, then click E-mail
  Accounts....3. Choose the Add a new e-mail
  account option by clicking it, then click the
  Next button.4. Choose the IMAP option by
  clicking it, then click the Next button.5. In
  the Your Name box, type your name as you wish it
  to appear on outgoing e-mail.6. In the E-mail
  Address box, type your full AOL or AIM e-mail
  address for example, GabbyGrace_at_aol.com or
  GabbyGrace_at_aim.com.7. In the User Name box,
  type your AOL or AIM screen name, for example,
  GabbyGrace.8. In the Password box, type your
  AOL or AIM password.9. In the Incoming mail
  server (IMAP) box, type imap.aol.com or
  imap.aim.com.10. In the Outgoing mail server
  (SMTP) box, type smtp.aol.com or
  smtp.aim.com.11. Click the More Settings
  button.12. Click the Outgoing Server tab.13.
  Click the My outgoing server requires
  authentication box to place a check mark in
  it.14. Choose the Use same settings as my
  incoming mail server option by clicking it, then
  click the Advanced tab.15. In the Outgoing mail
  (SMTP) box, type 587, then click the OK
  button.16. Click the Next button.17. Click the
  Finish button.

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Enhanced Outlook Search Tool

• Lookout for OutlookThis s a free tool that
  allows you to search through all your email and
  documents on your hard drive for specific
  phrases. Very fast and useful tool plus its
  free!Download it free from my websitehttp//www
  .grq.net/lookout.exe

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Questions ?
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Modified IntegratedManagement System

• Consists of the following three systems
• The Collecting System
• The Reference System
• The Action System

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The Collecting System

• Made up of a series of physical approved
  collecting points where you and others place your
  commitments and communications. You need to keep
  these to a minimum.
• Outlook inbox
• Voice mail
• Physical inbox
• Notebook
• Each day you need to stop and process the
  information from these collecting points.
• Throw it away
• Store it in your Reference System
• Store it in your Action System

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The Reference System

• Enables you to store information that does not
  require action, but that you want to keep to
  access later.
• Outlook Folder list to store e-mails.
• Outlook Contacts to store contacts.
• My Documents store documents.
• File Cabinet stores paper documents.
• Use a Hierarchical filtering system to store
  this information. Create this first!
• Do not use your inbox as a reference system! Its
  part of the Collecting system.

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The Action System

• Tracks information that requires you to take an
  action. For example Meetings, Objectives,
  Strategic Next Actions (SNAs).Actions get
  placed in the following areas
• Outlook Calendar
• Outlook TaskPad

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Four Ds for Decision Making

• Delete it
• If it does not relate to an objective.
• You can find it somewhere else
• You will not refer to in 3 to 6 months.
• Do it (if less than two minutes)
• Respond and/or file
• Delegate it
• Send it off and track it if needed in the taskpad
• Defer it
• Assign it to an action category.

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Time for Outlook
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Set up Outlook Screen

• Tools Options Calendar options Calendar work
  week check all boxes including Sunday/Saturday.
  
• Click Add Holidays if you wish to have
  Outlook load and display them.
• Turn on TaskPad Click on View - TaskPad

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Using ColorsTools Organize Using Colors
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Set up Task Manager

• Change to Category View. View - Arrange by -
  Categories
• Remove Default Outlook Categories and add your
  own. EditCategoriesMaster Category List

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Set up Task Manager
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Outlook Demonstration
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CollaborationOutlook and Exchange

• Requires an Exchange Server to function. Very
  powerful combination.
• Secure centralized database of information.
  Company shared folders, company calendar, shared
  contacts, etc
• Access your Outlook from anywhere using a variety
  of methods. This includes e-mails, contacts,
  folders, tasks, calendar, etc
• Methods of access Web OWA, Outlook, PDA, Cell
  Phone.
• Share your calendar, contacts, folders, assign
  tasks, view free-time of other users to schedule
  meetings, etc..

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CollaborationUnified Messaging

• Reduces the number of collecting points.
• Incoming faxes can be automatically routed to
  your e-mail account.
• Voice mail can be accessed via your e-mail
  account and stored in your clients folder
  permanently.

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Questions ?
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Get Organized With Microsoft Outlook
Anthony Buonaspina GRQ Innovations, Inc. E-mail
Anthony_at_grq.net Website GRQ.NET 631-422-0969 May
23, 2007