Get Organized in 2007 with Microsoft Outlook!

Tips for Creating a Customized Management Solution in Outlook

Article provided by DJ Consultants

We will take you step by step on how to create a customized time and information management system for the electronic workplace using Outlook. Let's face it – things have changed! Information is coming at us faster than ever and traditional time management systems are no longer valid. So what are you waiting for – let's get started!

Using Outlook as a time and information management system

Outlook is the best time-management system on the market today. It has all you need – Calendar, Contacts, Tasks and Notes. A greater understanding of the features will improve your productivity and efficiency.

Let the Calendar feature help you prepare for meetings

Are you guilty of this? You receive an email regarding an upcoming appointment or meeting and it contains information you will need. So you print it and put it on your desk. When it comes time for the meeting, you scramble to find the information you printed and end up being late or unprepared for your meeting.

Inserting documents and emails into an email appointment

Outlook's Calendar feature can hold documents you need for an upcoming meeting such as agenda or directions. The appointment entry can also hold multiple emails that contain information you may need.

To insert a document into an existing appointment:

• Open up the appointment
• From the toolbar choose INSERT then choose FILE
• Locate the document you wish to insert and highlight it
• Choose Document you wish to add and choose INSERT
• Document will be in the notes section of your appointment

To insert an email into an existing appointment:

• Open up appointment
• From the toolbar choose INSERT then choose ITEM
• Highlight email you wish to insert and choose OK
• The email will be in the notes section of your appointment

Use the reminder feature to let Outlook “think” for you.

Most people allow Outlook to use the default reminder that is set for 15 minutes before your meeting. You can change the default settings for an appointment and allow Outlook to “think” for you.

• Using the pull down menu, you have more selections on when you wish to be reminded. We recommend the day before. This will give you time to print or prepare for you meeting.
• Print items needed and then set the alarm to remind you of the meeting.

By using these steps you have allowed Outlook to work for you! Outlook can hold the information you need, prompt you to prepare and then remind you of your appointment!

Need more Outlook tips? To explore DJ Consultants, Inc. and the services they offer to improve personal productivity and efficiency go to www.djconsultants.com. They offer one-on-one coaching, workshops and e-learning.

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