Total Workday Control

with Microsoft Outlook

Based on the book:
“Total Workday Control Using Microsoft Outlook”
by Michael Linenberger

Presented by:
Cheryl Smith
Training & Support Specialist
of Xvand Technology Corporation

“Total Workday Control” Outlook Productivity Training

© 2010 Xvand Technology Corporation
Objective:

Peace of mind at the

end of each day.

“Total Workday Control” Outlook Productivity Training

© 2010 Xvand Technology Corporation
How to do it:
A Every email = controllable action

B Simplify filing

“Total Workday Control” Outlook Productivity Training

© 2010 Xvand Technology Corporation
A Ready, Set…Take Action!
Delete: Unimportant at this time, but don’t wish to block

Junk: Block the sender and delete email from inbox

Reply: If it takes less than 3 min (set your own threshold)

Convert to Appointment: Place in calendar

Convert to a Task: To-do item

File in Management system: (“I-Manage”)

“Total Workday Control” Outlook Productivity Training

© 2010 Xvand Technology Corporation
Outlook Demonstration

Microsoft Outlook.lnk

“Total Workday Control” Outlook Productivity Training

© 2010 Xvand Technology Corporation
Let’s Review…
Appointments:
“When” & “Where”

Tasks: Review frequently

Mark “Done” becomes completed

Delete

Open & Create “New Action”

“Total Workday Control” Outlook Productivity Training

© 2010 Xvand Technology Corporation
B Filing
Q. Why do we create ‘folders’?
A. We’ve always done it this way

No longer necessary with Outlook

“Total Workday Control” Outlook Productivity Training

© 2010 Xvand Technology Corporation
B Use ‘Search’ & Save Time
• Simple Search

• Advanced Search

• Search “Folders” - Views

“Total Workday Control” Outlook Productivity Training

© 2010 Xvand Technology Corporation
Outlook Demonstration

Microsoft Outlook.lnk

“Total Workday Control” Outlook Productivity Training

© 2010 Xvand Technology Corporation
 How do I start?
Create Three Folders
1. “Current quarter” Folder
2. “Last quarter” Folder
3. “Processed email” folder

Configure Outlook
• Startup View (Calendar)
• Tasks View (Prioritize)

Current LARGE Inbox

• Place in a “in process” folder

“Total Workday Control” Outlook Productivity Training

© 2010 Xvand Technology Corporation
Summary – Thank you!
A Every email = controllable action
To Delete
To Junk “block”
To Reply
To Calendar
To Task

B Process email to subfolders

Use ‘Search’ (Advanced & Search Folders)

“Total Workday Control” Outlook Productivity Training

© 2010 Xvand Technology Corporation
Questions? Call the Helpdesk
• Outlook Setup

• Search Questions

• Anything at all, just call

“Total Workday Control” Outlook Productivity Training

© 2010 Xvand Technology Corporation