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You can turn any Outlook task into a status update. Creating a meeting request template is similar to creating a meeting invitation template in your Outlook Calendar.
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Save it in your Outlook Template folder. Work happens.
If you routinely change meetings from their scheduled times, you may need an email template that can accommodate these shifts—and notify the relevant people before they waste valuable time on a phantom meeting. Use the template-creating process described above to produce a generic email that you can send out ahead of the inevitable reschedule. You can easily create a customized email template to send out such responses quickly and effortlessly. Again, the process for creating this template is the same as that described above.
Be sure to word the email in a generic, professional manner that appeals to all client personas. Note that you can also create and save an email template using any received email.
If possible, open your Outlook program and follow along as we outline each of the features in the following four chapters. While some themes might be challenging, this section will help you harness the full power of Outlook in your workday routine. What if there was a way to combine multiple email tasks into a single automated action? With Quick Steps, there is—and it could save you a lot of time and effort. Simply put, Quick Steps lets you combine multiple tasks into one automated action.
Think of each Quick Step as a one-click solution to a function that normally takes multiple steps to address. As email management guru David Allen notes, your email inbox needs to be free of clutter to achieve maximal function. Rather, it means making an efficient decision about each email or the information contained therein in a timely fashion.
Quick Steps is critical to this process. By reducing the number of discrete steps you need to take to get email-related functions done, Quick Steps reduces decision fatigue and frees up time and energy to focus on the more important—and enjoyable—aspects of your workday. First introduced for Outlook , Quick Steps is now an indispensable feature of the platform. Here are four Quick Steps that you might not have considered before. We find them extremely useful and believe you will as well:. This Quick Step helps you convert the email to a task quickly, send out an acknowledgement, and then store the email itself for posterity.
Used properly, it can mean the difference between a flurry of reminder emails and a satisfied coworker or boss. For instance, you might need to copy your support team every time a customer account comes to you with a bug or problem.
You can create multiple email templates to use with this Quick Step. This is great for routine status checks or reports that you need to send to a regular cast of recipients. For instance, you might need to send a daily or weekly sales update to your direct boss, the VP above her and other members of your sales team. For instance, if all the email you get from a specific sender has the same theme, you can create a rule that sends it to a given folder—and eliminates the need to manually check it first.
Otherwise, you could get duplicate emails or deal with other annoyances. Automatic filtering is another powerful concept that can dramatically simplify your Outlook experience. You can use filters to separate nonessential emails from messages that demand your immediate attention, reducing the need to slog through your rapidly expanding inbox in search of relevant material.
You can also filter by sender. Finally, you can create Rules that function as automatic filters for your email, making certain messages stand out in your inbox or folders. Can a few simple shortcuts save you almost an hour each workweek? We ran a basic simulation and found that—on average—you can save nearly 10 minutes per day by leveraging the potential of these shortcuts. That translates to dramatically improved efficiency and even less exposure to decision fatigue.
In particular, this chapter will focus on leveraging standard Outlook shortcuts. Do you want to be able to display blocked external content in an email message? Call up the download menu? Show multiple days in your Outlook Calendar? In fact, there are literally hundreds of standard shortcuts for simple Outlook tasks. The table below contains many of the most common. Write it down, and then time how long it takes with the shortcuts above.
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When you think about how many simple tasks you perform on a daily basis, it quickly becomes clear that standard shortcuts can add precious minutes to your day. Since every Outlook user is unique, custom shortcuts can be even more powerful than standard shortcuts. Keep in mind that you can add and remove keyboard shortcuts as your needs change. How can you keep track of it all? With advanced search techniques, you can easily find and —not hours after the fact.
Thankfully, advanced search techniques are a lot like keyboard shortcuts, reducing the number of inputs you need to make to achieve a desired results. You just have to know where to find them.
In the table below, we outline some of the most important. There are a few that demand special attention due to their usefulness or frequency of use. This has the effect of narrowing a search. Leave a Reply Cancel reply Your email address will not be published. The Ultimate Help Guide to Using Outlook When used properly, Outlook can dramatically improve your productivity by reducing the number of small decisions you have to make and streamlining the repetitive tasks that can eat up huge chunks of your day. The Ribbon — What Is It? This removes most of the icons from the Ribbon view, leaving only the tabs above it.
To perform a function with the Ribbon minimized, click the tab that houses the function, and then select the appropriate command.
Creating and Using Outlook 2007 Quick Parts
Here you can quickly add or remove the most used commands in Outlook. Scroll the list to find the appropriate command you would like to add. To save a Custom View, these steps: Choose the view type you want to customize. Make your desired changes using the menus provided. Close the dialog box.
You now have a saved Outlook view that you can use at will. To create and define a new category, follow these steps: On your Calendar, click a calendar appointment, meeting, or event. The click Categorize. To enter these times on your calendar and share them with your coworkers and clients, follow these steps: Create a Meeting Request in your Outlook Calendar. This allows you to easily schedule your own tasks still in this time. Write any additional notes or information in the appropriate field. Send the event to any colleagues, clients and others who need to know.
To block off time on your own calendar, follow these steps: Create a new appointment. Define start and end dates.
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Again, this is a quirk of the system. Save the event to your calendar. If you want to an already created meeting or event to recur at a chosen interval in the future, follow these steps: Highlight the event in the calendar. Set the length, time and date of the appointment. Set the frequency of its recurrence—daily, weekly, monthly or yearly. Choose when you want the event to stop recurring. These instructions can apply to any meetings you create through Outlook. Choose the calendar you want to send.
Choose the date ranges to show to the recipients. Quick Source reference guides also include the software program s NEW features and give you quick access to time saving shortcuts. The Outlook Advanced Quick Source guide is a clear and concise tool for learning the Advanced features in Outlook Get A Copy. Supplies , 6 pages.
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