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.
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:
Here’s How To Create a Quick Step:
Now go and create new Quick Steps!
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.
As efficiency gurus, we’re all about saving time. One way is by being more efficient with your email.
Email is the #1 problem almost every business person deals with daily. It’s too easy to become so engrossed in email that you ignore today’s must-do list. We recommend using a timer or your phone to keep track of time. How do you manage the time you spend on email? Let us know.
Leslie Walden is quoted in The Atlanta Journal-Constitution on November 28, 2010, about how to manage e-mail efficiently. She provides tips on how to reduce the number of e-mails in your inbox, how to write an effective e-mail, and how often to check e-mail.
Liz White, the publisher of Atlanta Parent Magazine and Leslie Walden’s client, was interviewed for the article. She spoke about how Leslie helped her make decisions about e-mail and the ways to reduce the number of e-mails in her in-box. To learn more about how It’s Time To Get Organized can help you be more productive, go to http://www.itstimetogetorganized.com/be-more-productive-at-your-desk/.