Most corporations these days use Microsoft Outlook as their email platform. With this, there are many tools you can use to help not only organize your emails, but also organize you time (calendar), and daily tasks. Here are a few tools I use to help you maximize your time and minimize the clutter with Microsoft Outlook:
- Manage Email– You can keep your email managed with the creation of folders to organize your emails in by subject or any other method, and flags to remind you of items that need immediate attention or can wait.
- Contacts- This is where you store names and contact information in individual info windows, which have fields for all pertinent information, and a window for recording personal notes. As with your Inbox folder list, you can also create separate folders for different types of contacts. I have separate folders for family, friends, business contacts, and specific groups.
- Calendar– By keeping track of what you have planned for today, tomorrow, next week, and next month is critical to planning what you need to focus on and when. Outlook’s calendar is a great way to do this and it can even be synced up with your smart phone so that you can have your calendar handy any where you go.
- Tasks– By keeping your to-do list in Office Outlook, you can view and work with the list right next to your email and calendar, and you can tie tasks to your calendar, contacts, and email. For example, you can configure a task to send you recurring reminders, or you can assign tasks to others on your contact list.
- Distribution lists– If you have groups of contacts to whom you often send email messages or meeting requests, rather than retype each email address every time, you can group the addresses in a distribution list. For example, you could create a distribution list named Budget Team. Then, when you send email messages or invitations to all of the budget team, just type Budget Team in the To line.
- Notes in Office OneNote– A quick way to take notes and save information after meetings. If Office OneNote and Office Outlook are both installed on your computer, you can access OneNote from within Outlook. For example, after you read an email message, click Send to OneNote to save the message in your notes. In OneNote, you can add notes to the message, along with other items, like files and links. You can also access OneNote from a Contact or an Appointment and from the Outlook toolbar.
These few tools should help you on your way to be more efficient in your endeavors, and to developing a useful skill that can ease a bit of stress in your life. Stay focused and put your attention where it is most important, even if what is the most important is YOU!
If you have any questions, comments, or suggestions of topics that you would like me to discuss in the future, please use the comment section below! 🙂