Outlook Training

Charlie D. Raywww.broadstreetinteractive.com

MS Outlook: Improving Efficiency and Workflow

Broad Street InteractiveDeclare Inbox Zero


Keep your inbox clean. Use the “Touch it once” method. -Make it a rule that your inbox must be empty before you leave.

Creating folders and rules can help you keep your inbox clean. How you create these folders is up to you. Whether you prefer to save items by Subject or Archive them by date, getting items out of your inbox helps you improve your efficiency.

If you cannot take action on an item when you open it, mark it as unread or create a “task” if action is required.


Keeping your inbox clean should be a goal, but in reality isn’t always possible.

Still, would you tolerate this on your desk?Then why tolerate an overwhelming inbox for email?

Delete, delete, delete… “IN BOX” Delete non-essential and outdated items. Non-essential items should not be stored on the e-mail server. “SENT ITEMS” Delete non-essential and outdated items in the "Sent Items" folder. “DELETED ITEMS” Empty “Deleted Items” folder on a regular basis. Do not use the Deleted Items folder as a storage bin.

Right click “Deleted Items” folder > Left click “Empty Deleted Items Folder” OR Tools > Empty “Deleted Items” folder > Yes


Keeping your inbox clean should be a goal, but in reality isn’t always possible.

Still, would you tolerate this on your desk?Then why tolerate an overwhelming inbox for email?

Sort, sort, sort…Use the Organize and Rules Wizard features to easily manage your incoming messages.

Click Tools > Organize > set your preferences AND/OR Right click a specific message > “Create Rule”> Check items you wish to enable > follow prompts

Sort by date. Delete old or outdated items. Click “Received” on the taskbar above your messages. This will sort messages in date or reverse date order

Sort by Sender. A nice tool for determining what is and isn't important. Delete unimportant messages.

Click “From” on the taskbar above your messages Sort by size. Move or delete large attachments from your e-mail. Note that certain file types are especially large such as PowerPoint, MS Project, and pictures. If these are critical files, they can be saved to your hard drive or other back-up option.

Right click the taskbar immediately above your messages (contains From, Subject, etc.) > Click “Field Chooser”> Click the “Size” bar > Drag to the taskbar > Click the “Size” item on the taskbar


Creating folders is a great way to file emails you really want to keep.

But ask yourself? What do you need to keep? Why are you keeping it?

If you don’t need it…DELETE IT!


Rules create order from chaos. This holds true for MS Outlook as well as for life in general.

Creating rules in Outlook can direct emails to folders and keep your inbox clear from clutter.

Create a rule from a template or from scratchIn the Navigation Pane (Navigation Pane: The column on the left side of the Outlook window that includes panes such as Shortcuts or Mail and the shortcuts or folders within each pane. Click a folder to show the items in the folder.), click Mail.


On the Tools menu, click Rules and Alerts. If you have more than one e-mail account, in the Apply changes to this folder list, click the Inbox you want. Click New Rule.

•Do one of the following: Use a template with pre-specified actions and conditions•Select the template you want.

• Create the rule by specifying your own conditions, actions, and exceptions•Note This option is not available when you create a rule (rule: One or more automatic actions taken on e-mail messages and meeting requests that meet certain conditions, along with any exceptions to those conditions. Rules are also referred to as filters.) for a public folder.

•Click Start from a blank rule, and then click Next. •Under Select when messages should be checked, select Check messages when they arrive or Check messages after sending, and then click Next.

•Follow the rest of the instructions in the Rules Wizard. •If you want to run this rule on messages already in one of your folders, select the Run this rule now on messages already in "folder" check box on the last page of the Rules Wizard.•To have this rule apply to all your e-mail accounts and Inboxes, select the Create this rule on all accounts check box on the last page of the Rules Wizard.


I have nothing to hide!My calendar is available for all staff to view.

Let’s look at it

Use the “Open a Shared Calendar” to see my calendar. Use the “Share My Calendar” to share yours.


I keep the calendars of people I interact with the most available in my page view


I won’t meet with you if it isn’t on my calendar.

Did you know you can print your calendar out on paper sized to fit your planner?

To print your calendar for your planner, Go To > Print > Page Setup > Select Paper Tab > Scroll through “page size” > Print


Schedule a meeting. Schedule a location. Set recurring meetings and appointments

Tip: Block out time for “Office” or “Lead Generation” or “Return Emails/Phone Calls” on your calendar.


Tasks can be yours or assigned to others or others can assign them to you.They should never turn red, though. OOPS!


What needs to go in a task? Make it clear what you need and the deliverable and when you expect it.

If you accept a task. It’s yours, baby!

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