This is the third in a series of articles by guest columnist Jacqui Hinchliffe from Positive Connexions – West Auckland Computer Training. Jacqui’s previous articles were featured in our April and June 2012 newsletters.
In her April article she discussed how to clean up your Outlook email inbox by creating a ‘01 Read’ folder and moving all your inbox mail to it. Then in the June article Jacqui looked at the email quick win called ‘Delete’. This month we look at D for Diarise.
How’s the email slavery going for you? Remember the Inbox Four D Rules?
Here are some practical steps to Diarise items in your Outlook inbox.
When an email needs a little of your time and attention before you can respond, but you just don’t have the time ‘right now’, turn it into a Task on your ‘To-do’ list.
1. Right Click
2. Select Move then Tasks
The email will move from the Inbox to the Task window, complete with subject line.
A copy of the email will display in the Task window, complete with subject line.
3. Complete the due date
If you need to consult with colleagues, or spend time considering the implications of a proposal or the work to be done on a project before you can respond to an email, make an appointment in your calendar to set aside specific time to deal with it.
1. Right Click the email
2. Select Move then Calendar
The email will move from the Inbox to the Calendar window, complete with subject line.
A copy of the email will display in the Calendar window, complete with subject line
3. Complete the date and time
4. If you’re going to need a quiet place to work, book it now with the Location function.
5. If you need colleagues to join you, send the appointment invite(s) now, complete with venue.
The quickest way to diarise an item for one day next week (let’s says Wednesday), is to type ‘next Wednesday’ in the start field of an Outlook task or calendar view. The correct date will display in the start field.
If an Email contains important information that you want to keep permanently, drag it to the Tasks or Calendar Windows to create a copy and leave you with the Email in your Inbox to file.