TECHNOLOGY WORKSHOP

MICROSOFT OUTLOOK:Your Key to

Personal Productivity!

Presented by: Shainy Blau

BENEFITS OF OUTLOOK

Make the Move: Change Your

Outlook on Productivity

BEFORE:1. To Do Lists

2. Scribbled Calendar with Limited Capabilities

3. Piles of Random Notes

4. Online Email Program (i.e. gmail)

5. An array of “don’t forget” items on your mind

6. Cell phone for calls & contacts

7. Wasted time!

AFTER:1. MICROSOFT OUTLOOK

It will GET you organized and KEEP you that way!

2. A smartphone that keeps outlook with you!

BENEFITS OF OUTLOOK

BEFORE:1. To Do Lists

2. Scribbled Calendar with Limited Capabilities

3. Piles of Random Notes

4. Online Email Program (i.e. gmail)

5. An array of “don’t forget” items on your mind

6. Cell phone for calls & contacts

7. Wasted time!

(1) tasks

BENEFITS OF OUTLOOK

BEFORE:1. To Do Lists

2. Scribbled Calendar with Limited Capabilities

3. Piles of Random Notes

4. Online Email Program (i.e. gmail)

5. An array of “don’t forget” items on your mind

6. Cell phone for calls & contacts

7. Wasted time!

(2) calendar

BENEFITS OF OUTLOOK

BEFORE:1. To Do Lists

2. Scribbled Calendar with Limited Capabilities

3. Piles of Random Notes

4. Online Email Program (i.e. gmail)

5. An array of “don’t forget” items on your mind

6. Cell phone for calls & contacts

7. Wasted time!

(3) notes

BENEFITS OF OUTLOOK

BEFORE:1. To Do Lists

2. Scribbled Calendar with Limited Capabilities

3. Piles of Random Notes

4. Online Email Program (i.e. gmail)

5. An array of “don’t forget” items on your mind

6. Cell phone for calls & contacts

7. Wasted time!

(4) mail

BENEFITS OF OUTLOOK

BEFORE:1. To Do Lists

2. Scribbled Calendar with Limited Capabilities

3. Piles of Random Notes

4. Online Email Program (i.e. gmail)

5. An array of “don’t forget” items on your mind

6. Cell phone for calls & contacts

7. Wasted time!

(5) outlook

BENEFITS OF OUTLOOK

MICROSOFT OUTLOOK

Organization & Productivity• Save Time – it has ALL the tools you need + more!• Set up as approved collecting point and free Your

Mind!• Master Information Management• Complete the Cycle of Productivity• Simply set actionable items• Take control of your operation

Tools & Technology• Easily share & access calendars of others on your

team• Send emails from your own domain!• Automate Tasks• Seamlessly manage the work of others

Informationmanagement

• The Collecting System

• The Reference System

• The Action System

The Cycle of Productivity

• Identify Meaningful Objectives

• Supporting Projects• Create Strategic

Next Actions• Tasks & Subtasks• Schedule &

Complete Strategic Next Actions

• Review & Acknowledge Progress

THE CYCLE OF PRODUCTIVITY

real-life application: PURIM @ CHABAD

Identify Meaningful Objective

• Bring Awareness, Observance & Joy of Purim to the community

Supporting Projects• Megillah Reading & Purim Bash• Themed Purim Seudah• Shalach Monos Campaign

The Cycle of Productivity

• Identify Meaningful Objectives

• Supporting Projects

• Create Strategic Next Actions

• Tasks & Subtasks

• Schedule & Complete Strategic Next Actions

• Review & Acknowledge Progress

THE CYCLE OF PRODUCTIVITY

real-life application: PURIM @ CHABAD

Create Strategic Next Actions

• Plan

• Delegate

• Promote

• Recruit

• Execute

• Assessment

Make it actionable!

The Cycle of Productivity

• Identify Meaningful Objectives

• Supporting Projects

• Create Strategic Next Actions

• Tasks & Subtasks

• Schedule & Complete Strategic Next Actions

• Review & Acknowledge Progress

THE CYCLE OF PRODUCTIVITY

real-life application: PURIM @ CHABAD

Strategic Next Actions: Tasks & Subtasks

Planning:• Review venue options & reserve

location

• Schedule entertainer

• Menu-check SN for menu ideas -browse cookbooks for ideas-create menu-create corresponding shopping list-call volunteers to assist with

cooking-prepare the food

• Book musician

• Order papergoods & props

etc........

The Cycle of Productivity

• Identify Meaningful Objectives

• Supporting Projects

• Create Strategic Next Actions

• Tasks & Subtasks

• Schedule & Complete Strategic Next Actions

• Review & Acknowledge Progress

THE CYCLE OF PRODUCTIVITY

real-life application: PURIM @ CHABAD

Strategic Next Actions: Tasks & Subtasks

Planning:• Venue options & reserve location

• Schedule entertainer

• Menu-check SN for menu ideas -browse cookbooks for ideas-create menu-create corresponding shopping list -call volunteers to assist with

cooking -prepare the food

• Book musician

• Order papergoods & props

The Cycle of Productivity

• Identify Meaningful Objectives

• Supporting Projects

• Create Strategic Next Actions

• Tasks & Subtasks

• Schedule & Complete Strategic Next Actions

• Review & Acknowledge Progress

task

task

task (online) task (home)

task / note task / notes

task (calls) calendar – schedule time

task / contacts

task

task (errands)

READY?

GUIDED TOURof the program’s key

functions, plus all the bells &

whistles!

Discover the neat tools and actions you’ll wonder how you ever got by without!

KEY FEATURES:

• Mail• Calendar• Tasks• Contacts• Notes• (Journal)

ADVANCED:• Options• Integrating

Google• Accessories• References &

Resources

GUIDED TOURmail

TECHNICAL:–Skipping Basics: attaching, signatures, forwarding, drafts…–Preview pane–Setting up shlucha@mydomain.com –Flags: Prioritizing, Categorizing, Reminding–Rules to automate mail processing–Saving messages as files–Including your name with remarks in replies–Schedule emails to automatically send later–Sending files to mail recipient from anywhere on your PC

ORGANIZATIONAL:

–The Four D’s: Delete It, Do It, Delegate It, Defer It–Organizing: Folders & Sorting –Auto-notify for incoming mail, to use or not to use?

BONUS TIP:–Advantage of Wireless Mouse with custom buttons

KEY FEATURES:

• Mail• Calendar• Tasks• Contacts• Notes• (Journal)

ADVANCED:• Options• Integrating

Google• Accessories• References &

Resources

GUIDED TOUR: mail

TECHNICAL: The Basics

GUIDED TOUR: mail

TECHNICAL: Preview Pane

GUIDED TOUR: mail

TECHNICAL: Setting up shlucha@mydomain.com

Tools > Email Accounts > Add a new email account > POP3:

Shlucha pop.gmail.com

smtp.gmail.comshlucha@chabad.com

chabad@gmail.com

•••••••

Mail Servers for popular Internet Service Providers

pop.1and1.com smtp.1and1.com

mail.bellsouth.net mail.bellsouth.net

mail.comcast.net smtp.comcast.net

pop.earthlink.net mail.earthlink.net,

pop.gmail.com smtp.gmail.com

pop.juno.com smtp.juno.com

pop3.email.msn.com smtp.email.msn.com

pop3.isp.netscape.comsmtp.isp.netscape.com

pop.optonline.net smtp.optonline.net

postoffice.pacbell.net mail.pacbell.net

pop.pacbell.yahoo.comsmtp.pacbell.yahoo.com

pop.sbcglobal.yahoo.comsmtp.sbcglobal.yahoo.com

pop.sprintpcs.com smtp.sprintpcs.com

incoming.verizon.net outgoing.verizon.net

pop.mail.yahoo.com smtp.mail.yahoo.com

GOOGLE SEARCH: POP list for popular ISP

GUIDED TOUR: mail

TECHNICAL: Flags: Prioritizing, Categorizing, Reminding

GUIDED TOUR: mail

TECHNICAL: Rules to automate mail processing | Alerts for special emails

GUIDED TOUR: mail

TECHNICAL: Saving messages as filesTECHNICAL: Including your name with remarks in repliesTOOLS > OPTIONS > PREFERENCES > EMAIL OPTIONS

GUIDED TOUR: mail

TECHNICAL: Schedule emailsTECHNICAL: Sending files to mail recipient

from anywhere on your PC1

2

GUIDED TOUR: mail

mail

ORGANIZATIONAL:–The Four D’s: Delete It, Do It, Delegate It, Defer It–Organizing: Folders & Sorting –Auto-notify for incoming mail, to use or not to use?

BONUS TIP:–Advantage of Wireless Mouse with custom buttons

GUIDED TOUR

calendarTECHNICAL:

–One-Click Hebrew Calendar & Yomim Tovim Integration–Easily add, change, delete, reschedule appts. and reminders–Schedule meetings & track meeting responses–Recurring Items (ability to schedule according to Hebrew)–Viewing & printing options

ORGANIZATIONAL:–Color-code for easy identification

BONUS TIP:–SHARING calendar access, i.e. Husband/Wife, Shlucha/Assistant

KEY FEATURES:

• Mail• Calendar• Tasks• Contacts• Notes• (Journal)

ADVANCED:• Options• Integrating

Google• Accessories• References &

Resources

GUIDED TOUR: calendar

TECHNICAL: One-Click Hebrew Calendar & Yomim Tovim Integration

Easily Add, Change, Delete, Reschedule Appointments & Reminders

GUIDED TOUR: calendar

TECHNICAL: Schedule Meetings & Track Meeting Responses

Recurring Items, with ability to schedule according to Hebrew Calendar

GUIDED TOUR: calendar

TECHNICAL: Viewing & Printing Options

GUIDED TOUR: calendar

BONUS TIP: Sharing Calendar Access between Husband/Wife or Shlucha/Assistant

1. Set up Gmail account

2. Sync your outlook with Google Calendar

3. Choose whom to share your calendar with

Google Calendar SyncGoogle Calendar Sync

GUIDED TOURtasksTECHNICAL:

–Create, categorize and sort your own tasks–Completing Tasks (what a concept!)–Viewing Options–Convert an email to a task

ORGANIZATIONAL:–Managing the work of others has never been easier!–Choosing appropriate categories for maximum productivity

BONUS TIP:–Due dates = “Cry Wolf” Phenomenon… Opt for Start Dates instead!

KEY FEATURES:

• Mail• Calendar• Tasks• Contacts• Notes• (Journal)

ADVANCED:• Options• Integrating

Google• Accessories• References &

Resources

GUIDED TOUR: tasks

TECHNICAL: Create, Categorize sort & view your tasks

TECHNICAL: Completing Tasks

GUIDED TOUR: tasks

TECHNICAL: Convert an email to a task

GUIDED TOUR: tasks

ORGANIZATIONAL: Managing the work of others has never been easier!

BENEFITS:

• Easily track outstanding tasks

• View progress

• Receive auto notifications by email for each progress update

BENEFITS:

• Easily track outstanding tasks

• View progress

• Receive auto notifications by email for each progress update

GUIDED TOUR: tasks

ORGANIZATIONAL: Choosing appropriate categories for maximum productivity

BONUS TIP: Due Dates = “Cry Wolf” Phenomenon… Opt for Start Dates instead

Recommended Categoriesaccording to Sally McGhee, Productivity Consultant

•Call•Computer•Desk / Office•Errands•Home•Online

Recommended Categoriesaccording to Sally McGhee, Productivity Consultant

•Call•Computer•Desk / Office•Errands•Home•Online

GUIDED TOURcontactsTECHNICAL:

–Manage Contacts–Ctrl-F to email contact’s info to a third party–Groups / Distribution lists (CMS)–Merge to Email

notesTECHNICAL:

–Composing, opening, color-coding, printing–Setting Options

ORGANIZATIONAL:–Simple but brilliant! What to store in notes…

KEY FEATURES:

• Mail• Calendar• Tasks• Contacts• Notes• (Journal)

ADVANCED:• Options• Integrating

Google• Accessories• References &

Resources

GUIDED TOUR: contacts

Technical: Manage Contacts

Technical: Ctrl-F to forward contact’s info to third party

GUIDED TOUR: contacts

Technical: Groups /

Distribution Lists

Technical: Merge to Email

GUIDED TOUR: notes

Technical: Composing, Opening Color-coding, Printing

Technical: Setting Options

Organizational: What to store in notes?

GUIDED TOURKEY

FEATURES:• Mail• Calendar• Tasks• Contacts• Notes• (Journal)

ADVANCED:• Options• Integrating

Google• Accessories• References &

Resources

KEY FEATURES:

• Mail• Calendar• Tasks• Contacts• Notes• (Journal)

ADVANCED:• Options• Integrating

Google• Accessories• References &

Resources

TOOLS > OPTIONS

TOOLS > OPTIONS

GUIDED TOURgoogle

–Google Desktop–Google Calendar Share–Google Apps (alternative to outlook)

accessories–Smartphone–Copytalk.com • talk your task or anything else on outlook–Egrabber.com • address grabber–Office-Addins.com • addl. bells & whistles or automations–ConnectedSW.com • leave AOL & take your mail with you–Chapura.com • convert your Palm Desktop to Outlook–Logmein.com–BACKUP!! (mozy.com)

KEY FEATURES:

• Mail• Calendar• Tasks• Contacts• Notes• (Journal)

ADVANCED:• Options• Integrating

Google• Accessories• References &

Resources

GUIDED TOUR

references–Outlook for Dummies–Total Workday Control using Microsoft

Outlook by Michael Linenberger–Take back your Life – Using Microsoft outlook to get organized and stay organized, by Sally McGhee–Getting Things Done: The Art of Stress-Free Productivity by David Allen (national bestseller)

resources–Outlook Help (F1)–Google query

KEY FEATURES:

• Mail• Calendar• Tasks• Contacts• Notes• (Journal)

ADVANCED:• Options• Integrating

Google• Accessories• References &

Resources

IN CONCLUSION…

7 things to do when you get back to your PC to begin implementing these strategies:

Y’gotta start somewhere…1. Convert all random papers & notes to

outlook2. Transfer your email to outlook3. Customize outlook’s settings to get

comfortable4. Set up folders & categories that suite

your specific style5. Set up shared access for your spouse or

assistant so that you all stay in sync6. Integrate google desktop for speedy

indexed searching7. Resist the temptation to scribble

reminders, notes etc. with pen, type straight into outlook!

KEY FEATURES:

• Mail• Calendar• Tasks• Contacts• Notes• (Journal)

ADVANCED:• Options• Integrating

Google• Accessories• References &

Resources Please, DON’T turn back!