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Ways to Manage Your Email Ways to Manage Your Email that Save Time and that Save Time and

HeadachesHeadaches

Presenter: Andrew Presenter: Andrew SanderbeckSanderbeck

Waynesville, North CarolinaWaynesville, North Carolina

Today, From Athens, GeorgiaToday, From Athens, Georgia

Foundation of Foundation of LearningLearning

Share your experiences. They Share your experiences. They provide valuable insight.provide valuable insight.

If you are doing something that If you are doing something that gets the results you want, keep gets the results you want, keep doing it.doing it.

Take the concepts you learn Take the concepts you learn here and put it into your own here and put it into your own stylestyle..

Goals and ObjectivesGoals and Objectives

• Decision Making Processes for Managing Decision Making Processes for Managing EmailsEmails

• Reference and Action Information SystemsReference and Action Information Systems

• Scheduling Uninterrupted Time for EmailsScheduling Uninterrupted Time for Emails

• Processing and Prioritizing EmailsProcessing and Prioritizing Emails

• The Four “D’s” Model for Managing EmailsThe Four “D’s” Model for Managing Emails

• Organizing Log-Ins and PasswordsOrganizing Log-Ins and Passwords

• Tips for Getting the Most Out of Your Email Tips for Getting the Most Out of Your Email ProgramProgram

• Finding Information Faster: Organize Your Finding Information Faster: Organize Your ComputerComputer

Polling Question #1Polling Question #1

I often feel overwhelmed by the I often feel overwhelmed by the amount of email I receive each day.amount of email I receive each day.

AgreeAgree

DisagreeDisagree

Polling Question #2Polling Question #2

I spend at least one hour per day I spend at least one hour per day answering, organizing and managing answering, organizing and managing my email.my email.

AgreeAgree

DisagreeDisagree

Polling Question #3Polling Question #3

Email is one of the greatest Email is one of the greatest interrupters of productivity in my interrupters of productivity in my work day.work day.

AgreeAgree

DisagreeDisagree

Decision Making Process for Decision Making Process for EmailsEmails

•Reference Information is Reference Information is information that is not required to information that is not required to complete an actioncomplete an action

•Action information is information Action information is information that you must have to complete an that you must have to complete an actionaction

Grouping Reference Grouping Reference Emails in Folders Emails in Folders

To group messages in folders:To group messages in folders:In the Outlook Navigation Pane, click In the Outlook Navigation Pane, click MailMail. . In the In the Mail FoldersMail Folders section (called the section (called the All All

MailboxMailbox section in Outlook 2003), right- section in Outlook 2003), right-click one of the folders and click click one of the folders and click New New FolderFolder. .

Type a name for the folder.Type a name for the folder.Select where to place the folder. You can Select where to place the folder. You can

set it apart as its own folder, or list it set it apart as its own folder, or list it among your other Inbox folders.among your other Inbox folders.

Move the desired message into the new Move the desired message into the new folder.folder.

Action Information EmailsAction Information Emails

• Schedule uninterrupted time to process Schedule uninterrupted time to process and organize e-mail and organize e-mail

• Process one item at a time, starting at Process one item at a time, starting at the top the top

• Use the "Four D's for Decision Making" Use the "Four D's for Decision Making" modelmodel

Four D’sFour D’s

• Delete itDelete it

• Do it (2 Minutes or Less)Do it (2 Minutes or Less)

• Delegate itDelegate it

• Defer itDefer it

More Information on More Information on DelegationDelegation

• 9 Steps to Successful Delegation9 Steps to Successful Delegation

• Levels of DelegationLevels of Delegation

• Give Directions that Employees Will Give Directions that Employees Will UnderstandUnderstand

• One Question “not” to Ask EmployeesOne Question “not” to Ask Employees

Organizing Logins and Organizing Logins and PasswordsPasswords

7 Methods to Use7 Methods to Use

Getting the Most Out Getting the Most Out of Your Email Program of Your Email Program

Creating New Folders

Search FoldersSearch Folders

• Creating Search Folders in both Outlook Creating Search Folders in both Outlook 2003 and Outlook 2007 is easy.2003 and Outlook 2007 is easy.

• In In MailMail, on the , on the FileFile menu, point to menu, point to NewNew, and then click , and then click Search FolderSearch Folder. .

• Opt whether you want to use a Opt whether you want to use a predefined Search Folder or create your predefined Search Folder or create your own.own.

• Follow the instructions onscreen.Follow the instructions onscreen.

More Information to More Information to ConsiderConsider

• Sorting Email MessagesSorting Email Messages

• Routing Email Using Mailbox RulesRouting Email Using Mailbox Rules

• Email Junk FiltersEmail Junk Filters

• Using Color (One of My Favorites!)Using Color (One of My Favorites!)

• Flag for Follow-UpFlag for Follow-Up

Questions?Questions?

Chat or VoiceChat or Voice

Thanks for AttendingThanks for Attending