Post on 18-Oct-2014
description
Optimizing Outlook Through View ManagementTips for Getting More Done With Microsoft Outlook
By Nate Justwww.N8tip.com
This presentation will cover:
• Why using “views” is so important.• Which views are recommended for “working”
and which are best for “planning.”• How to set up views.• Other tips for optimizing views.
©2007 All Rights Reserved by Nate Just - www.N8tip.com
Optimizing Outlook
The Importance of View Management
• We think about & process whatever’s “in our face”
• If we’re not purposeful about setting up our environment (physical or electronic) we can be more susceptible to distraction
• Distraction = Productivity Losses!
©2007 All Rights Reserved by Nate Just - www.N8tip.com
Working View
• What’s a “working” view?– The primary view you use to prioritize your work.– The view that is opened most often– The screen you use to help you decide what’s next
after completing the previous activity.– Can be thought of as your “target” for getting
things done.
©2007 All Rights Reserved by Nate Just - www.N8tip.com
Optimized Working View
©2007 All Rights Reserved by Nate Just - www.N8tip.com
The Calendar is best reserved for
“timed” activities and events.
The Task Pad drives activity in-between
meetings
Recommended working view for OL 2003 “5 day work week” with “Task Pad”
Working View Set UpSelect “View”, then “Task Pad” to add it to 5 Day Calendar View
©2007 All Rights Reserved by Nate Just - www.N8tip.com
Working View Set Up
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Task Pad will then appear on the right hand side of screen
Working View Set Up
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Drag border to widen the task pad for better visibility
Optimized Working View
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Working View Set Up
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Right click in the empty area shown to update settings
Working View Set Up
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Select “Task Pad View”, then select “Today’s Tasks” & “Include Tasks With No Due Date”
Optimized Working View
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Now the Task Pad shows only tasks with a Start Date that has already arrived
(not tasks with start date’s in the future)
Planning View
• What’s a “Planning” view?– It’s the “big list” of every single active task.– Usually used at the beginning or end of each day
to readjust priorities.– Great view for project planning.
©2007 All Rights Reserved by Nate Just - www.N8tip.com
Planning View
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You can navigate to the “Planning View” from the “Working View” by selecting “Tasks”
Planning View
©2007 All Rights Reserved by Nate Just - www.N8tip.com
Here is the recommended Task Planning View – Notice all task’s grouped by “Start Date”
This view is best used at the beginning or end of each day to adjust tasks using
“Start Date”
Planning View
Why use the “start date” model? Outlook is most useful when proactively managed
by Start Date. Trying to prioritize by Due Date promotes the bad
habit of procrastination. Adjusting tasks based on start date breaks your
work into bite sized pieces. It optimizes the “working view” by only showing
today’s tasks in the task pad (looking at a list too large can be overwhelming)
©2007 All Rights Reserved by Nate Just - www.N8tip.com
Planning View Set Up
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Select “Simple View” from the task menu.
Planning View Set Up
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Right click on “Due Date” sort field to select “Customize Current View”
Planning View Set Up
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That will open the Customize View dialogue box. Now, select “Fields”
Planning View Set Up
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Then select “Due Date” from list and click “Remove”.
Planning View Set Up
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Next select “Start Date” from the available fields list, then select “Add”
Planning View Set Up
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Select “OK”.
Planning View
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Now, lets “group” the tasks by Start Date
Planning View Set Up
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Select “View”, then “Arrange By”, then “Show in Groups.”
Optimized Planning View
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Now you’ve optimized your task planning view
Setting Start Date
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To open a task from the Working View, double click it
Setting Start Date
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To set Start Date for an opened task click the “drop down”
Setting Start Date
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This opens a mini-calendar … select the desired start date by clicking on it
Setting Start Date
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This opens a mini-calendar … select the desired start date by clicking on it
Setting Start Date
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You’ve just set the Start Date
Notice that the Due Date is also
automatically set for the same day
Setting Start Date
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Now, select “Save And Close”.
Start Date Trick
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You can type words like “tomorrow”, “now”, “2 Weeks” etc. directly into the Start Date field
Type your desired start date directly
into the field.
Outlook Start Up View
Next, lets optimize your Outlook “Start Up” view.
What’s the Outlook “Start Up” view? It’s the first screen you see after launching Outlook
(usually your email inbox)Why change the Start Up view?
Because you think about whatever’s in your face. To take full advantage of outlook as a prioritization tool, its best to start in the “working View”.
©2007 All Rights Reserved by Nate Just - www.N8tip.com
Other Optimization Settings
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Select “Tools”, then “Options.”
Changing the Start Up View
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Now, select “Advanced Options”
Changing the Start Up View
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This will opens the “Options” dialogue box … Select the “Other” tab.
Changing the Start Up View
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Now Select “Browse”.
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This will open a folder list … select “Calendar”, then “OK.”
Optimized Working View
©2007 All Rights Reserved by Nate Just - www.N8tip.com
Now when launching Outlook, you will be directed to your “Working View” instead of the email inbox.
By launching your “working view” first, you can quickly glance at your day before
processing email.
This more proactive approach will make you much more
productive.
When you begin your day by checking email first, you’re just
asking to get side tracked
N8tip
For more productivity tips check out:www.N8tip.com ©2007 All Rights Reserved by Nate
Just - www.N8tip.com