managing your email040312

Confidential – © CMIT Solutions, Inc.

Managing Your E-mailOr will it manage you!

Confidential – © CMIT Solutions, Inc. Confidential – © CMIT Solutions, Inc.

Agenda• CMIT Solutions• Email Processing Best Practices• Techniques for managing large volumes of email• Tips for filing and finding your saved emails• File Sharing• Disaster Recovery


CMIT Solutions• Technology Department for Hire• IT with some IS• Small Business Specialists• 140 Offices; 800+ employees• Centers of Competency• 24/7/365 services


The Email Processing Process


E-mail Flow• Checking email vs responding to email

• Inbox -> working folders -> final destination


Getting Started• Inbox -> working folder or final destination• Checking/Sorting/Triaging vs. Processing• Schedule time for processing email• Delete, Delegate, File, Do• Leave your inbox empty each time


Linda’s Outlook


Inbox -> Working Folders• Outlook Rules• Sort• Conversation View /

Ignore• Categories• Follow-up flags• Quick Steps

• Delete, Delegate, Do


Working Folders• Later today• Reading• By Friday• Waiting for Response

Final Destination• General Archive• On file for 2011• For Reference - Keep

Always• Receipts – Travel • Delete


Managing emails that aren’t deleted

• Folders vs. Categories• Follow-up flags• Email -> Task• Email -> Appointment• Archiving

• Search Folders• Filters and Views• Search• Template emails• QuickParts


Smartphones


Techniques for managing large volumes of incoming email

• Outlook Rules• Conversation View / Ignore• Quick Steps• Signatures• Delegate access• Working with multiple email addresses


Email Processing Best Practices• Viruses• Attachment sizes

• Guarding against Hackers

• E-mails vs. other media• SPAM• Protection against


Finding Emails• Search• Search Folders• Categories, tags, keywords


Calendars


File Sharing


Alternates to emailWays to Share Information

• Different kinds of email• Instant Messaging• Tips for discouraging unnecessary email• Out of Office• Transferring large files• Cloud Drives


File Sharing• DropBox• SkyDrive• JungleDisk• iCloud• Picasso• What should you consider before moving

data to a cloud drive


Disaster Recovery


Backups• Choose a reputable product• Install by someone that know what they are

doing• Monitor for errors daily• Restore test every 6 months or so• Onsite, offsite, disk image


What else besides your electronic information is critical to

running your business?


What events do you need a contingency plan for?


Email Clients


Outlook vs. Entourage vs. MacMail• Outlook – all in one program• Entourage calendar, notes, task are

separate. Not a bad thing, just different• MacMail good consumer option


Outlook Version ComparisonFeature Feature Description Outloo

k 2010OWA 2010 SP1

Outlook 2011

Address Book Defaults

Allows a default address list (such as Contacts, GAL) to be chosen

Yes Yes (Limited) No

Autodiscover Compatibility

Automatic setup of Exchange account Yes N/A Yes

Auto Archive Automatically moves older items to a local PST Yes N/A No

Calendar Preview in Meeting Requests

Meeting requests show a preview of adjacent or conflicting appointments

Yes No Yes

Conversation Actions

Ignore and Clean Up/Delete buttons Yes Yes No

CSV Contacts Import/Export

Import/ Export CSV files in a standard format Yes No Yes

Distribution Group Management

Management of memberships of Exchange Distribution Groups

Yes Yes No

Distribution Group Expansion

Expand DGs before sending to see all members Yes No No

Export PST Allow PST files to be created and data exported Yes No No

Group Schedule View

Combine Multiple Calendars in One View Yes No Yes

Import PST Allow PST files to be imported to the mailbox Yes No Yes

Integrated E-Mail Archive Online Archive Access Yes Yes NoInternet Calendar Sharing/Subscription

iCal Calendar Sharing/Server Side Subscription Yes Yes No

MailTipsServer side mail tips for OOF, Large DG, permissions to send or comments

Yes Yes No

Feature Feature Description Outlook 2010

OWA 2010 SP1

Outlook 2011

Multiple Exchange Accounts

Multiple accounts with different servers or domains Yes No Yes

Offline Address Book OAB access and download Yes N/A YesOutlook Contact Card Photo and Voice Description

GAL Photos and UM Name along with availability Yes No No

Outlook Social Connector Plugins for Facebook, LinkedIn Yes No No

Quick Actions Macros to perform multiple or common actions at once Yes No No

Resend Message Resend button allows you to resend an email Yes No

Yes (with SP1)

Ribbon Interface Office Fluent User Interface Yes No YesRight-Hand Preview Pane

Message preview shown to the right of messages Yes Yes No

RSS Aggregator Subscribe to RSS Feeds from Outlook Yes No No

Server-side Junk E-mail List

Modification of server side junk email allow/block list Yes Yes No

Text Messaging through ActiveSync

Access and Send Text Messages via compatible WinMo 6.5 Device

Yes Yes No

Unified Inbox Combined view of Inbox across multiple email accounts. No N/A Yes

Voicemail Play On Phone UM play voicemail on phone Yes Yes No

Voting ButtonsAllows approval of moderated messages or voting on user generated emails.

Yes No No


Outlook vs.Gmail• Outlook more robust and flexible for

business environments• Outlook easier to manage multiple accounts

and signatures• Outlook integrates task, calendars and

notes


Resources


Resources• Safari Books • Books

– E-Mail Management: Keep Your Inbox Under Control by Nancy Flynn

– Dealing with E-Mail by David Brake– Getting Things Done by David Alan

• Videos– Control Your Email Inbox by Lars Pind

• Internet Sites– www.davidco.com– www.cmitsolutions.com/blog

[email protected] www.cmitsolutions.com/stamford

http://www.davidco.com/

mailto:[email protected]


Questions?

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