Favorite short-cuts to save time!

Here are my favorite short-cuts:

1.  Drag & Drop - Highlight any email and drag it to feature in Outlook  - Calendar, Contacts, Note, or Tasks.   You can also highlight text and drag it to another location.  This works in Word & Excel too!

2.  Right-Click - This will always bring up a menu with more choices.

3.  CTRL + Z -  Hold down the Control Key (CTRL) on your keyboard and the Z Key. This will un-do you last move.  Works in Outlook, Word, Excel, etc.

4.  CTRL + B - Hold down the Control Key (CTRL) on your keyboard and the B key.  This will bold your text.

5.  CTRL + U - Hold down the Control Key (CTRL) on your keyboard and the U key.  This will underline your text.

6.  CTRL + I - Hold down the Control Key (CTRL) on your keyboard and the I key.  This will italicize  your text.

Start your day with Outlook Today!

OUTLOOK TODAY gives the ability to see the “big picture” of your day - messages, calendar, and tasks.  These are the three areas where time is spent. 

To locate this feature, look for the folder right above the Inbox.  It might be your name, email address, or be called Personal Folder.   This is your MAILBOX and all your Outlook folders (Inbox, Calendar, Contacts, Notes, Tasks, etc.) are under this folder.

To customize OUTLOOK TODAY:

Ø  Highlight MAILBOX – (your name)

Ø  Choose CUSTOMIZE OUTLOOK TODAY

 
These options can be customized:

Ø  START UP - It is recommended that this box is checked (Note: to turn this feature off, simply uncheck the box)

Ø  MESSAGES – Select CHOOSE FOLERS (In addition to default folders, others can be added.)

Ø   CALENDAR – Select the number of days

Ø  TASKS – Show TODAY’S TASKS ONLY sorted by DUE DATE, then IMPORTANCE (Uncheck INCLUDE

    TASKS WITH NO DUE DATE.)

Ø   STYLES – Several styles are available to choose from

Ø  Select SAVE CHANGES

This is a great way to start the day!  It can help you be proactive & easily prioritize.

 

Delegate a task using Assign Task Feature

Use this feature to efficiently delegate tasks!

Ø  In TASKS, select NEW TASK icon

Ø  In SUBJECT, type your request and be sure to include the due date

Ø  Select the ASSIGN TASK icon in the MENU RIBBON

Ø  Choose TO and select the recipient

Ø  Note:  You can assign task to multiple people, but you will lose the tracking ability.

Ø  In the body of the task you can add more detail or attach documents/emails using the INSERT tab

Ø  Select SEND

This task will show your list with and ASSIGN TASK icon.  You will not be able to change or update after you give this task away.

The recipient will receive an invitation to ACCEPT or DECLINE this task.   Once it is accepted, any changes or updates will be sent to you via email.  

Important!  Only use this for people who use their Outlook Tasks Feature. 

Delay the Delivery of Email!

You can create an email and then tell Outlook when to send it. Follow these steps:

• Create & address the email
• Choose the OPTIONS tab
• Select the DELAY DELIVERY icon
• Under DELIVERY OPTIONS, check the box DO NOT DELIVER BEFORE
• Use the pull-down arrows to choose a date & time

Email will stay in the Outbox and will send automatically at the selected time.

How to use Voting Buttons in an email

Do you need to collect a Yes or No response regarding an event or certain topic?  You can use the VOTING BUTTON feature in Outlook to collect this information.

For this example, we will be posing a question.  The question is "Should we add a vending machine to the break room?"

Follow these steps:

• Open up a new email
• In SUBJECT, type the question you want to ask.  We will type the question posed above.
• Choose the recipients for the email
• Select the OPTIONS tab
• Locate the USE VOTING BUTTONS icon
• Use pull-down arrow to choose from these options: ACCEPT;REJECT, YES;NO,YES;NO;MAYBE

In the body of the email, type these instructions:

Voting Buttons do not work on your iPhone, iPad, or DROID

Respond only from your Outlook Inbox

Open up the email

Locate the VOTE icon in the RESPOND section of the menu ribbon

Use the pull-down arrow and choose your response - YES or NO

• Choose SEND

At DJC we teach you how to create folders to hold information until you are ready to review.

• Create a folder to hold these responses
• As emails are received, move them to the folder
• When you are ready to review all of the answers, it will be easy to go back & sort by SUBJECT to see the results of the voting.

Using the Activities feature in Contacts

I had a client who was having trouble with a vendor who never returned email requests. Using the Activities feature in Contacts, we were able to provide a record of all emails sent and answered from this vendor.  The client was able to share this real-time information in order to confirm the communication issues. 

Follow these steps:
1.  Locate a contact record to use in your Outlook CONTACTS
2.  From the HOME tab, choose the ACTIVITIES icon in the menu ribbon
3.  In SHOW, use the pull-down arrow to change from ALL ITEMS to E-MAIL
4.  Search will begin and all emails will be listed
5.  Select the GENERAL tab to return to the default view

This is one of those hidden features in Outlook that can be beneficial when looking for needed information!

Translate an email written in another language

It is possible to translate an email written in another language to English. You could also translate an email from English to another language if you needed to send it to another country.  The feature called Translate will allow you do this is in Outlook 2010 & 2013.

If you would like to practice this, copy & paste this phrase written in French into an email:    Libérez votre potentiel pour gérer l'information, le temps et la technologie!  You will need to forward the email to yourself and then follow these steps

Ø  Open the email and highlight the phrase or words written in another language. 

Ø  Click on the TRANSLATE icon in the MESSAGE tab (2013 users will need to choose the REVIEW tab)

Ø  Select CHOOSE TRANSLATION LANGAUGE  

Ø  Under CHOOSE ITEM TRANSLATION LANGUAGES, use pull-down arrow under TRANSLATE FROM to choose language (in this example French)

Ø  In TRANSLATE TO, use pull-down arrow and choose English (US)

Ø  Select OK

Ø  Now the languages are set, click on the TRANSLATE icon again in the MESSAGE tab

Ø  Choose TRANSLATE ITEM FROM FRENCH (FRANCE) TO ENGLISH (US) 

Ø  A message will appear that Word is about to send the document for translation over the Internet, select SEND

Ø  The translation will appear in Microsoft’s Translator Help webpage.  In English, the phrase is our tagline “Release (Unleash) your Potential to Manage Information, Time, and Technology!”

There are many languages to choose from and you can easily change them as needed. This feature is also available in Word under the REVIEW tab. 

Change the Font size and Color of Unread Messages

You can change the font size and color of your unread email messages in Outlook.

Follow these steps from your Inbox.

• Place mouse on SUBJECT and right-click
• From the drop-down menu, choose VIEW SETTINGS or CUSTOMIZE CURRENT VIEW
• Select CONDITIONAL FORMATTING
• Make sure that UNREAD MESSAGES are checked
• Choose FONT - then choose style and size
• Under COLOR, use the pull-down arrow and choose the color
• Select OK, OK, and OK again to exit.

When you receive new unread mail it will be the size and color that you selected.

Windows 7 Tips

Are you using Windows 7?  If so, you may not have noticed a new feature that will allow you to preview a document without actually opening it.  The PREVIEW icon is located between the folder view and Help (?) icon in the upper right-hand corner.   This can save time when looking for documents!

Change the subject of an email

I started receiving emails that had the same subject, but were actually about different clients.  To simplify retrieval, I highlighted the email subject and typed the name of the client.  When I need to find this email, it is much simpler!

Outlook Task's Feature

One tool that I highly recommend is Outlook's task list.  Having one place to record all of my tasks helps me make sure I do not forget deadlines or follow-up.   I would encourage you to learn how to use Outlook's task feature.   Here are my favorite tips:

1.  Drag and drop and email from the Inbox to TASKS!  A copy of the email will be in the notes section.  Just add a good subject and in the due date field use the pull-down arrow to access the calendar to set a date to work on the task.

2.  If I look at my list and I know I will not get all of my tasks completed that day, I pick three and make them a high priority.  At the end of the day, I feel like I accomplished the most important tasks.  The other tasks get a new date.

3.  Reminders are set for really important deadlines.  I do not use a reminder on all of my tasks so when I set one, I pay attention to it. 

If you need help setting up or using Outlook's task list, consider a virtual coaching session with DJC.

Outlook 2010 Quick Steps

Most of my tasks actually begin as emails in my Inbox.  Normally I add these emails to my task list by using "Move to Folder".  Outlook 2010 has given me another option.  There is a new feature called "Quick Steps" and you have the ability to customize a step to meet your needs.  I recently created a step called "Create a task".

Locate the Quick Steps in the main ribbon.

• Use the pull down arrow to find MANAGE QUICK STEPS
• Select NEW and then CUSTOM
• In NAME,  I typed "Create a task "
• In CHOOSE ACTION, scroll until you see CATEGORIES, TASKS, and FLAGS
• Choose CREATE A TASK WITH ATTACHMENT
• Select FINISH and then OK

Now when an email arrives that needs to be added to my task list, I  highlight it and choose my new quick step.  If you find yourself repeating the same action over and over again, such as filing an email into a certain folder, be sure to take a look at Quick Steps.

Read Receipts on emails

Have you gotten an email that has a "read receipt" request?  You can manage how Outlook handles these requests.

Outlook 2010
- Select the File tab, then Options
- Choose Mail
- Scoll down to Tracking
- To set tracking options for any message received that includes a read receipt request:
- Choose from Allow, Never, or Ask
- Click OK

Outook 2007
- Select Tools, then Options
- Go to Preferences tab
- Click E-mail Options
- Choose Tracking Options
- Under "Use this Option" you can select "Never send a response"
- Click OK

Automatically File Email into a Folder

When sending an email you can file it in a folder automatically by using this tip.  Open up a new email and the follow these steps.

2007 & 2010 Users

• Select OPTIONS tab
• Choose SAVE SENT ITEMS icon
• Select OTHER FOLDER..and choose the Outlook or Personal folder to save email after sending

2003 Users

• Select OPTIONS
• Check SAVE SENT MESSAGE TO
• CHOOSE BROWSE button and choose folder to save email
• Select CLOSE

When you send email, it will be filed into the folder you selected and will not be in the SENT FOLDER.

I am in the process of customizing a class for a client on how to utilize Outlook® as a time management system.  For this class, I am creating a filing structure based on the job responsibilities of an HR manager.

To share a copy of this foundation for approval,  I used a new feature in Word 2010.   I was able to quickly take a screen shot and share this foundation via email.

First locate what needs to be copied.  You can take pictures of websites, programs such as Outlook, or in my case My Documents. 

I opened up the sample foundation I had created in My Documents.  Then I followed these steps:

Ø  Open up Word 2010

Ø  Select INSERT tab

Ø  Choose SCREEN SHOT

Pictures of all open applications will appear. 

Ø  Highlight the picture you want to insert.

The picture will automatically be added in the Word document.

I was able to email the sample foundation for the client to make changes and approve.

iPhone - Screen Shot

I was working with a client and I needed to show him some settings on my iPhone.  It is easy to take a screen shot!  I opened the settings app and went to the place I wanted to make a picture. 

By pressing the menu key and the on/off button on the top of the phone at the same time, I was able to take a picture!  To access this screen shot, I went to my Photos app and located my screen shot in camera roll.  I was then able to email this to my client.  

iPhone - Battery Life

I just upgraded to an iPhone and I noticed that my battery had to be charged almost every day.  My old phone could last up to a week without a charge.  I went searching for ways to prolong my battery life.  The two most important:

Turn off the Wi-Fi

• Choose Settings, Wi-Fi and then off

Turn all apps off

• Double tap the menu button
• All open apps will appear
• Press an app and you will see a "minus" sign in the top left hand corner
• I turned off all apps except for my phone

My battery is now lasting much longer!

Changing the font color of a hyperlink in PowerPoint

Today I was creating a new PowerPoint and  typed our website address.  The color of the font was too dark to be seen!  You can easily change the color of any hyperlink by following these steps.

• Select the DESIGN tab
• Use the pull down arrow next to COLORS
• Choose CREATE NEW THEME COLORS
• Under THEME COLORS, find HYPERLINK
• Use the pull down arrow to see all the colors available
• Choose a new color
• Select SAVE

The hyperlink will now show with a new color!

Be sure to check out our new website - http://www.djconsultants.com/. See what our clients have to say about our services.

Delete an email address from AutoComplete

When typing an email, do names appear in the autocomplete list that you do not want to see.  Maybe you typed one wrong or they are no longer valid.

Here is how remove names from the AutoComplete list for 2007 users.

Ø   Create a new email message in Outlook

Ø   Start typing the name or address you want to remove (this is for the purpose of displaying your AutoComplete list)

Ø   Use the up or down arrow key to highlight the entry for removal (Note: If the name is already highlighted, simply press the Delete key.)

Ø   Press the Delete key while the name is highlighted and the name will be removed from the AutoComplete list 

Outlook 2010 users - an X will appear the name in the autocomplete list, highlight the contact and select the X.

Welcome to DJ Consultants, Inc. Time Management Tips

Welcome to our new blog!  We will be providing tips to help you manage information, time and technology in today's electronic workplace.  Technology while touting to improve our efficiency can sometimes have the opposite effect.  Knowing how to utilize your existing technology is the answer.  Stay tuned as we post weekly time management tips on how to use Outlook, Blackberry and iPhone as the productivity tools they were meant to be!   Debk