Technology Tips

Handy Microsoft Outlook Tips

Drag and Drop

Of all of the amazing features in Outlook, Drag and Drop is among the very best. It is a very simple way to reduce email volume and a huge time saver for organizing information in your inbox. No longer do you need to scroll through a long email list to find the one that needs to have an answer right away. Some people drag and drop their email into folders but this feature can be used far more widely than that. In the training seminars I give I teach people how to move email from the inbox into the calendar, tasks, contacts and notes.

Here’s how:

  1. Open Outlook and go to your inbox.
  1. Find an email that you want to move to a Folder, Task, Appointment, Contact or Note.
  2. Put your mouse pointer directly on the email you want to move and press left button. Keep holding it while moving the email to the bottom of the Navigation Pane on the left side of the screen.
  3. When you get to the place you want to move the email, release the mouse button.
  4. (Note: you can use the right side of the mouse as well. It will give you a choice to copy or move.)

If you drag and drop the email onto the Calendar icon, the email subject will automatically be the subject of the appointment although you can easily change it. Note that the email will be in the body of the appointment for easy reference. Add a date, start and end time for the appointment and location (if desired) and save.

If you drag and drop the email onto the Contacts icon, just click save and you will have created a new contact.

If you drag and drop the email onto the Tasks icon, the subject will be the same as the email (although it can be changed). Fill in the start and due date. (You can also fill in the status and priority if desired). A reminder can also be added. The original email will be in the section below.

It’s that easy! Give it a try today.

Quick Steps (for 2010)

Introduced in 2010, this feature allows you to quickly manage any email by using shortcuts. You can do in one click what ordinarily might take several clicks. Each Quick Step can be customized and used on a daily basis. For example: you can move an email to a specific folder and mark it as read. Or you can forward an email. My favorite Quick Step is to reply and delete. With one click both steps are accomplished.

Below are handy Quick Steps actions that you may want to explore:

  • Filing: Move to folder, copy to folder, delete message, permanently delete message
  • Change Status: Set as read, set as unread, set importance
  • Categories, Tasks and Flags: Categorize messages, clear categories, flag message, clear flags on messages, mark complete, create a task with attachment, create a task with text of message
  • Respond: New message, Forward, Reply, Reply All, Reply with meeting, forward message with attachment
  • Appointment: New meeting, create an task with attachment, create an appointment with text of message

Here’s How To Create a Quick Step:

  1. In Mail, on the Home tab, in the Quick Steps group, in the Quick Steps gallery, click the Create New Quick Step.
  2. Click an action type from the list or click Custom.
  3. In the Name box, type a name for the new Quick Step.
  4. Click the icon button next to the Name box, click an icon, and then click OK.
  5. Under Actions, choose an action that you want the Quick Step to do. Click Add Action for any additional actions.

Now go and create new Quick Steps!

Computer Screens: The Bigger The Better?

Computer Screen

With less paper in the office, many of us find that we do a lot of reading and work on our computers. Do larger screens or several monitors make it any easier? The consensus seems to be “yes”.  Once you try two monitors, there’s no going back, according to Dave Kinsey, president of Total Networks.  Several studies show that, with two monitors, tasks are completed more quickly with fewer errors compared to using one monitor. How nice to have several screens open at one time without having to switch back and forth!

If two monitors are great, why not five or six? Kinsey cites a paperless law office that does just this. The six monitors are open to calendars, email, the company’s practice management program, documents, a screen for another application and the two end screens in landscape which are perfect for spreadsheets. The monitors cover a lot of screen real estate. When you can read  two documents side by side, the need to print out or keep paper is almost completely eliminated.

While I was mulling over the idea of how many monitors would fit on my desk, I came upon an article posted in The Lawyerist suggesting one BIG screen. Todd Hendrickson posits in his article “In a Paperless Office, A Bigger Monitor is Better” that a jumbo monitor (27” or larger) is better than multi-monitors if you spend most of your time reading and writing. The key advantage? You can see several full-page desktop views with minimal scrolling.  All it takes is a few keyboard shortcuts. In essence, it can do the same thing as multi-monitors and still leave room on your desk. For more details, check out http://lawyerist.com/in-a-paperless-office-a-bigger-monitor-is-better/.

How many monitors do you use?

Do You Unsubscribe?

We all have too much email. It feels endless. But there is an easy way to reduce email volume: Unsubscribe. As email efficiency experts, we highly recommend unsubscribing to as many emails as possible as long as it is a legitimate site. You can always sign up again at a later date.

Then why don’t we make the extra effort and unsubscribe? Why do we leave the emails in our inbox? They waste energy and time because we need to flip through them to get to the email we really want and need.

Some of the reasons we hear for not unsubscribing:

1) I don’t have enough time to scroll to the bottom of the email and click the unsubcribe link.

2) I don’t feel like it.

3) It’s not worth bothering.

4) It’s too complicated. I am redirected to the website where I have to hunt for the unsubscribe page and often can’t find it. (That happens to us and it’s frustrating!)

The next time you receive an email you do not need, take the 1-2 minutes to unsubscribe. Do it immediately. Think of it as eliminating not just that current email but future unwanted emails that will automatically show up in your inbox every day or week or month.

If you feel overwhelmed by the huge number of emails in your inbox, try one of these tips:

1) Create a folder called “Unsubscribe” and drag the emails from which you need to unsubscribe to that folder; Set up a 1/2 hour every week to unsubscribe. What a great feeling to reduce the email in your inbox!

2) Unsubscribe to one email each day.

3) Make it a game. Set aside 10 minutes daily and challenge yourself to see how many emails you can eliminate by unsubscribing. A timer is an excellent tool for this activity.

Are you inundated with email? Call Leslie or Barbara at 404.303.8431 or email: Info@ItsTimeToGetOrganized.com. We can help reduce your email volume and your stress.

 

 

 

 

Zero Emails In Your Inbox. Is It Possible?

Have you ever considered what it would be like to have zero emails in your inbox? Most of us have a comfort level and stick with that number. For some it may be 20 while others are happy if they can keep the number to 60. Then there are those who aspire to less than 500. Each one of us has a number. What’s yours?

David Allen from Getting Things Done suggests that the number should be zero. While Allen blogs that zero emails in your inbox will require a definite change in thinking, he thinks it is worth the effort. It is possible to make this change only when you decide that the number you are currently comfortable with is no longer acceptable.

If you are wondering why Allen suggests that we take our inbox from our comfort number to zero, he gives several good reasons. Even though you may flag them and know what emails are already in your inbox, Allen points out that:

1) it takes time — and energy — to go through them every time. This is valuable energy that takes us away from important tasks.

2) the email is still there because you haven’t taken the time to decide how to handle it.

If  you are stressed out by the the number of emails in your inbox, we can teach you the techniques to make decisions on how to handle each email, how to sort quickly and where to put the ones needing further action. Call us at 404-303-8431 or email info@ItsTimeToGetOrganized.com for a free consultation.

 

 

 

Vacation Without Your Tech Stuff

It’s Memorial Day weekend and many of us have made plans for relaxation away from the office. Can you switch off your your smart phone, Ipad, and laptop? Or are they going too? Study after study shows that we return to work energized after a clean break from technology and the day-to-day routine. Not being encumbered with work-related problems leaves our mind free to enjoy new experiences and the people around us.

What can you do to ease the transition so you can enjoy a care-free vacation? Here are some tips:

1) Tackle projects that need attending to weeks in advance. This is definitely not the time to procrastinate.

2) Allow plenty of time just before you leave to finish tasks that are on your mind.

3) Cancel or reschedule meetings and appointments. That alone will help put your mind at ease.

4) Leave time for “re-entry” into the business world when you return from your getaway. Put off appointments and meetings for a day or so until you have had a chance to get your bearings.

Now are you ready to leave your technology aids behind and bring back wonderful memories that will make you smile   every time you remember them?

Need help getting organized before you leave for vacation? Email Leslie and Barbara at: nfo@ItsTimeToGetOrganized.com or call 404-250-9600 to speak to us directly.

 

 

Spring: The Ideal Time To Attack Office Clutter

Most of us think of springtime as the perfect time to get rid of clutter in our homes. We envision coats bulging from the closet and drawers filled with things you don’t need any longer. But the same problem exists in many offices and home  offices; piles of paper, files strewn about and random items taking over good real estate on the desk or credenza. If this describes your work area, here are a few ways to clear your space (and your head).

Ask yourself:

1) Are you honestly going to read those papers and magazines? If the answer is no, then give yourself permission to toss them out without feeling guilty.

2) If I change my mind after I’ve thrown out a paper, then what? In many companies the person who sent the document originally keeps a copy. Or, the information may be easy to pull up on the web. Then again it might be available through a professional group such as the local bar association.

Clutter may not just be physical. It comes in other forms as well. How many times has a thought popped into your head and then disappears? No matter how often you push it aside, it keeps returning. Write it down. Often, you need to act on it. Once you add it to your to-do list or assign it to your calendar, then you no longer have to keep remembering it. The best part: your head is now clear to focus on important things.

Clutter can also be technological. Your computer, smart phone, iPad or Kindle can be loaded down with documents and apps that you do not use. They’re in the way when you are searching, making it difficult to find what you are looking for. It prevents you from being creative and saps your energy and focus.

Make the clutter disappear. It sounds easy enough but, unfortunately, will not happen without you taking action. Set aside time to deal with it, even though you prefer to be working on something else. It could easily take a few hours which you may want to do all at once or in small increments. As long as the time is blocked out on the calendar, you can feel confident that the job will get done. Before you know it you’ll be back in control of your desk and technology tools.