4 simple time saving tips with Outlook

Outlook can help you be more organised and get your time management up and running. Take it that extra step and organise your Outlook to make it work at its maximum capacity! You can easily set up rules that will automatically separate your lower priority emails from your more important ones. You can also set Outlook to colour the incoming emails that you know you should give your attention to ASAP (like the boss!). In this article you can see 4 out of many time management possibilities Outlook provides. Take control over your time!

1. Set up folders & subfolders

One of the best feelings is to have a clear inbox.  However, as it’s necessary to retain emails for future reference, a logical way to do this is with the creation of folders and subfolders.

1. Right-click on Personal Folders, or your mail folder if you are on a network

2. Choose New Folder

3. Enter the name Team

4. Click OK

5. Right click on the new folder Team

6. Choose New Folder

7. Enter the name of a specific team member, for example Amy

8. Click OK

Note:  All items contacted within your Inbox and Folders / Sub-Folders contribute to your mailbox size and may impose on your limit.

When connected to a network environment, storage space provided by servers can be limited as well as automatic settings that purge email messages, tasks, and appointments. To avoid these problems you may have the capability to create your own personal folders on your local hard drive, freeing up space on the network server. To understand policy and restrictions that may be in place by your IT Team, it is recommended that you contact your network administrator for further assistance in this area.

2. Colour code emails

Any Inbox receiving a high volume of emails can be overwhelming.  To define high priority messages, you can colour code all messages from your manager or key customers so that they will stand out.

1. From the Inbox, click on and highlight an email from a sender you want to colour code

2. Click Tools, Organise

3. In the Ways to Organise Inbox section, click Using Colours

4. Select Automatic Formatting (top right hand corner of that window)

5. Click on Add, and rename your rule (Bosses are Red)

6. Click on the Condition box and under on the Messages tab, click the From button and select the person’s name then click OK

7. Click on Font (choose your colour) and then click OK, OK

8. Close the window by using the X in the upper right hand corner,  next to Automatic Formatting.

9. Go to your Inbox and you will only see the person that you selected with that colour

3. Convert email to an appointment

In the same way that emails can be converted into a task, they can also be converted into an appointment that then becomes a time-bound activity.

1. Right click, hold and drag the email to the Calendar folder and release

2. Choose Move Here as Appointment with Attachment

3. A new appointment form will appear with the Subject line populated and the email embedded into the form as an attachment

4. Edit the Subject line if required and select the appropriate date and time

5. Click on Scheduling, add the person/s who are required to attend and your schedule times will be revealed

6. Click on the Appointment tab once again and the Meeting Request form appears with the To: line populated with your meeting partner’s name

7. Enter a note with any needed additional details

8. Click Send

4. Plan to be organised

You should schedule your planning time as a recurring appointment on a daily basis.  This will finalise your day, allowing you to have a clear mind as you walk out the door each night.  It will also save you from getting started the next morning without considering your schedule and plan.

1. Open a New Appointment form

2. In the Subject, type Planning

3. Set the Start Time as one hour before you leave the office

4. Set the Duration for 15 minutes

5. Change the Show Time As field to Tentative

6. Set the Recurrence as Daily, Every Weekday

7. Scroll to the Notes section and enter the following checklist of activities to perform within the allotted time.

• Review calendar for today and tomorrow:

• Review appointments you had today and any action items

• Review tomorrow’s appointments to determine any preparation necessary

• Review tasks for today and tomorrow:

• What are your high priority tasks that need attention before you leave today?

• Do you have any tasks that need to be re-prioritised?

• What new tasks have a due date for tomorrow?

• Schedule time for priority tasks:

• Block time on your calendar by left dragging a priority task to an appropriate time

• Look over your Inbox

• Apply the 4Ds, gauge how much time you need to clear your Inbox, and schedule this time before you leave the office

• Review your accomplishments

• Reflect on what went well today

• Recognise anyone who exceeded your expectations today

• Note these achievements so that you can recall them later

If you are keen to learn more about how to save time by using Outlook effectively, you can take a look inside the free eBook “The 25-Hour Day – Discover an additional hour in your day” written by Jenna Meyerson from Management Consultancy International.