Download - Managing Emails using MS Office Outlook
Managing Emails using MS Outlook 2007
By: Jaiveer Singh Chandwww.singhjaiveer.blogspot.com
Emails – When it all started
• Computer engineer, Ray Tomlinson invented internet based email in late 1971. Under ARPAnet several major innovations occurred: email (or electronic mail), the ability to send simple messages to another person across the network (1971). Ray Tomlinson worked as a computer engineer for Bolt Beranek and Newman (BBN), the company hired by the United States Defense Department to build the first Internet in 1968.
• Ray Tomlinson chose the @ symbol to tell which user was "at" what computer. The @ goes in between the user's login name and the name of his/her host computer.
Which software is being used to read emails
Mails Processing See & Classify/ Group • By Person• By Place• BY Topic
Read/ Mark action• Forward• Delegate• Flag for later
action• Reply• Ignore/ Delete• Spam/ Junk
Goal: To keep inbox clear/ No urgent response pending
Few relevant terms while managing emails
Efficient emails management will allow you to better utilize your time and energy.
Urgent:
Urgent tasks are deadline based. This is usually independent of yourself and is often driven by others. The sooner the task needs completion the more urgent it is. This has no relation to importance. It is a simple matter to rank any jobs that you have in terms of their deadlines.
Important:
Important tasks are jobs that provide significant value. Even if they will yield long-term benefits, without an immediate deadline your approach to completing them may be somewhat relaxed.
Overview - MS Outlook software
MS Outlook 2007 software was released by Microsoft in Jan 2007. It is a personal information manager from Microsoft, available both as a separate application as well as a part of the Microsoft Office suite.
It is often used mainly as an e-mail application, it also includes a Calendar, Task Manager, Contact Manager, note taking, a journal and web browsing.
Outlook Mails
Mail Box Default Structure
All Incoming Message
arrive in Inbox
WIP Messages are kept in Draft
Box
Messages ready to be
sent are kept in Outbox
MS Outlook 2007 Interface
Drafting a new email
Email copy (cc- Carbon Copy) to
others
Click on New Button for
drafting a new message
Click send to send message to
Outbox
Managing Mails Views– sorting, grouping
Group By Date
Managing Mails Scanning- Categorization
Auto Preview Sample
Classifying Mails by Topics
•One can change names of color category e.g. Team, Client, Vendors, 3rd parties etc
•Search Folders are dynamic in nature and will show new mails matching their definition
Marking different follow up actions
Add Reminder to incoming mails
Searching for related emails
Open Message for which you want to find related messages
Click on Related
Managing Inbox space
Setting up Folders at serverSetting up folders on local disk
Applying auto filtering rules
Tools-> Rules & Alerts
How to forward multiple emails in one go
Sample View once Forward button pressed after selecting multiple mails
How to follow actions for outgoing mails
Reminder for yourself or for recipient
Tracking Delivery of your emails
New Message Window - > Click Options
Request Delivery or read receipt
Scheduling Delivery of your emails
New Message Window - > Click Options
Delays Delivery time of email
Seeking group opinion by voting
New Message Window - > Click Options
Seek Opinion/ Voting
Managing mails text size of your email
New Message Window - > Click Spelling Button
How to secure email contents
Click Options button from new message window
Securer Message Content Delivery
Options
Setting Auto Reply – when out of office
Tools-> Out of Office Assistant
Set applicable duration
MS Outlook 2007 Software Configuration
Click Tools -> Options
Set mail accounts
Click New to add new mails accounts
Accessing internet email accounts from MS Outlook
If automatic setup doesn’t work for you, pl. try manual configure option as shown here ->
Tools-> Account Settings - > Emails Tab || Press New Button
MS Outlook 2007 Software Configuration
Click Tools -> Options
Set email signature, select email stationary
MS Outlook 2007 Software Configuration
Click Tools -> Options
Delay Emails delivery from outbox
Set time interval to send/ receive
mails
Contacts
Managing Contacts
Add a new contact
Send a contact detail to others
Go to contact
Right Click on contact which you want to send to others
Add a new group/ distribution list
Click on New -> Distribution List
Calendars
Working with Calendars
Using multiple calendars of different mail boxes attached to MS Outlook mail
Working with Calendars- Meeting Requests
Add Attendees
Used for sending
meeting room booking request
Using Meeting Scheduling Assistant
One can view attendees calendar appointments to send meeting requests accordingly
Working with Calendars- Meeting Time zone
Sharing your calendars with others
Click this
Request others to share their calendars
Click this
To access others calendar information, you need to send a request to them to share their calendars with you or accept your sharing request.
Notes
Managing Notes using Outlook
Click Go-> Notes
Managing Notes using Outlook
Click Go-> Tasks
Tasks
Tasks
Click New to create a new
task
Tasks
Assign Task to others
Adding RSS Feeds
Really Simple Syndication (RSS) is a way for content publishers to make news, blogs, and other content available to subscribers. You can add your favorite RSS Feeds as subscriptions in Microsoft Outlook.
Most important email etiquette tips:
Make it personal – Avoid passive statements Write Perfect Subject Lines Use proper spelling, grammar & punctuation- Keep spelling option ON Take Another Look Before You Send a Message – or Delay outbox sending by 10 mins Think twice before hitting "reply to all."
Before forwarding emails- Say Why You Think What You Forward Will Interest the Recipient
Mailings > use the bcc: field specially when adding people having internet mail IDs When in Doubt, Send Plain Text Email, Not HTML
Use Current Antivirus Software, Keep it Up to Date, Scan for Free Do not attach unnecessary files Add disclaimers to your emails
Reference/ Books
www.businessemailetiquette.com
www.101emailetiquettetips.com
http://www.time-management-basics.com
www.singhjaiveer.blogspot.com