Professional Women’s Network of Houston

Best Practices for Getting More Organized Using Microsoft Outlook

Presented By: Misty Khan

Advena Artemis LLC

Tuesday, May 11, 2010

Presentation Outline…best practices by folder

• Inbox• Tasks• Calendar• Contacts• Journal• Outlook Add-in Tools

The Outlook Inbox

• How many emails are currently sitting in your Inbox?

How do you feel when you open up Outlook?

How would you feel if it looked like this?

• How do you use your Inbox?Task management?

Data repository?

Follow-up management?

If you answered “yes,” do you ever lose data or have Outlook performance issues?

The Outlook Tasks Folder

• Do you use the Outlook Tasks Folder?

• Dragging emails to create tasks

• Do you use task alarms?How many alarms are currently sitting in your alerts

window?

Are you still paying attention to them?

• Franklin Task Strategy in Outlook

• Priority setting – most should be Normal/Low

The Outlook Calendar• Do you schedule call backs on your

calendar?What happens when you miss one?

• Scheduling task time

• Use meeting requests

• Color Code your appointments

• Track billable hours

• Track mileage

The Outlook Contacts Folder

• Which view do you use to access your contact information?

• Using table views to manage contact data

• Using categories to filter

• Follow Up Management

• Linking other Outlook items

The Outlook Journal

• Activity tracking

• Document time management

• Track time spent per client

Add-In Tools

• Simply File (organize email)

• HuntressPro (manage follow up activity, forecasting)

• TwinBox (merge Twitter with Outlook)

• NutShell Mail (manage multiple email and social media accounts)

The Outlook Inbox link

Franklin Task Strategy link

Color Coded Appointments

Track Billable Hours

Track Mileage

Follow-up Management

Activity Tracking

Document Time Management

Track Time Spent per Client

Questions