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Transcript of I n t e g r i t y - S e r v i c e - E x c e l l e n c e 59th Medical Wing 1 Work Nerdier, Not Harder...
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I n t e g r i t y - S e r v i c e - E x c e l l e n c e
59th Medical Wing
1
Work Nerdier, Not Harder
Maj G. Shane Hendricks59th Laboratory Squadron
25 March 2010Version #1
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I n t e g r i t y - S e r v i c e - E x c e l l e n c e
Work Nerdier, Not Harder
2
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I n t e g r i t y - S e r v i c e - E x c e l l e n c e
Foreword
3
Throw out the manual?
Going beyond email
Your “virtual” office
Organize your office
Find stuff in your office
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5I n t e g r i t y - S e r v i c e - E x c e l l e n c e
Matrix Runs on Windows
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6I n t e g r i t y - S e r v i c e - E x c e l l e n c e
Matrix Runs on Windows
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I n t e g r i t y - S e r v i c e - E x c e l l e n c e
Office Paperclip Guy
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I n t e g r i t y - S e r v i c e - E x c e l l e n c e
It Looks Like You’re Trying To...
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I n t e g r i t y - S e r v i c e - E x c e l l e n c e
Email Clients
What’s a client?
TRILAB
CHCS
Other examples: FTP, Facebook, Myspace, Twitter, etc.
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I n t e g r i t y - S e r v i c e - E x c e l l e n c e
MS Outlook
More than a client
Few get full benefit
Electronic “Day Planner”
Virtual office desktop
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I n t e g r i t y - S e r v i c e - E x c e l l e n c e 8
What Version?
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I n t e g r i t y - S e r v i c e - E x c e l l e n c e
Here vs. There
Microsoft Exchange Server (MES)
INBOX – where is it?
“Mailbox exceeded size limit!”
Change “where” mail goes?
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I n t e g r i t y - S e r v i c e - E x c e l l e n c e
Stuff in your “Office”
14
Real Office MS Outlook
Mail Mail
Rolodex Contacts
Calendar Calendar
To-Do List Tasks
Notebook Journal
Sticky notes Notes
Files Folders
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21I n t e g r i t y - S e r v i c e - E x c e l l e n c e
Contacts
Virtual business cards
Global vs. Local
Advantages: Easy Import/Export Multiple
addresses/numbers Distribution Lists Easy search Multiple views Email your vCard
Disadvantages: Not many
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23I n t e g r i t y - S e r v i c e - E x c e l l e n c e
Calendar
Most important after email
Advantages: Set appointments Invite others Set alarms/reminders Multiple views Archive appointments
DMHRSi/MEPRS
Disadvantages: Tough to transport Difficult to export
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26I n t e g r i t y - S e r v i c e - E x c e l l e n c e
Reminder Window
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28I n t e g r i t y - S e r v i c e - E x c e l l e n c e
Custom Flag Window
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33I n t e g r i t y - S e r v i c e - E x c e l l e n c e
Tasks
To-Do Lists
Flag Items/Set Priorities
Categorize
Set Due Dates/Reminders
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35I n t e g r i t y - S e r v i c e - E x c e l l e n c e
Journal
Outlook strength: “Paper trail”
Phone calls, conversations?
Drag items to journal icon Emails Notes Calendar Events Etc.
Make annotations
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38I n t e g r i t y - S e r v i c e - E x c e l l e n c e
Notes
Digital “Sticky Pads”
Avoid clutter/misplacement
Generate Emails, Appointments, Tasks, etc.
Use Categories
Archivable
Little tidbits to remember
Print quickly/easily
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41I n t e g r i t y - S e r v i c e - E x c e l l e n c e
Getting Organized
Set up “filing cabinets” Backing up
Set up your “desk” Navigation Pane
Categories
Groups
Favorites
Follow-up Flags
Advanced Out-of-Office
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I n t e g r i t y - S e r v i c e - E x c e l l e n c e
Filing Cabinets
Deliver mail to “Default”
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I n t e g r i t y - S e r v i c e - E x c e l l e n c e
PST Files
“Filing cabinets”
“Personal Storage Table” “MyOffice.pst”
Database files on hard drive
Same as on MES
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I n t e g r i t y - S e r v i c e - E x c e l l e n c e
Advantages/Disadvantages
PST Advantages Deliver here, not there Speed Size > MES allotment Backup
PST Disadvantages Not remotely available Size limitations You lose it, you lose it
13
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I n t e g r i t y - S e r v i c e - E x c e l l e n c e
Filing Cabinets
10
How to organize PST contents: Create folders Hierarchy makes sense?
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47I n t e g r i t y - S e r v i c e - E x c e l l e n c e
When PSTs Get Too Big...
Old versus New Format
Archive, if necessary
Create new PST file
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48I n t e g r i t y - S e r v i c e - E x c e l l e n c e
Old vs. New
Select top option <= 20 GB
Avoid “97-2002” <= 2 GB
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I n t e g r i t y - S e r v i c e - E x c e l l e n c e
Take Me With You
Burning PST files
Need to: Clean up Compact Close Outlook Burn
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54I n t e g r i t y - S e r v i c e - E x c e l l e n c e
Clean Up First
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58I n t e g r i t y - S e r v i c e - E x c e l l e n c e
Compacting PST
Compaction = reclamation
Right-click on PST in folder list Properties
Click Advanced
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59I n t e g r i t y - S e r v i c e - E x c e l l e n c e
Compacting PST
“Compact Now”
Be patient
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61I n t e g r i t y - S e r v i c e - E x c e l l e n c e
Set Up Your “Desk”
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63I n t e g r i t y - S e r v i c e - E x c e l l e n c e
Categories
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66I n t e g r i t y - S e r v i c e - E x c e l l e n c e
Favorite Folders
Shortcuts to “buried” folders
Link to several PSTs
Drag to Favorites
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68I n t e g r i t y - S e r v i c e - E x c e l l e n c e
Advanced Out-of-Office
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I n t e g r i t y - S e r v i c e - E x c e l l e n c e
Finding Stuff
15
Multiple PSTs Search essential
Old-fashioned “folder” method
Group-by field
Search/Query Builds
Advanced search
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I n t e g r i t y - S e r v i c e - E x c e l l e n c e
Conclusion
17
Documentation
More than Email
Outlook Components
Organization Tips
Searching Tips
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Questions?