Microsoft outlook 2013 best practices free download

 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
Issued a best practices guide for deploying office proplus, the subscription based version of its microsoft office desktop productivity suite You could buy lead Microsoft Outlook Problems And Solutions or get it as soon as feasible. Includes downloadable practice files and a companion eBook. Next Microsoft’s Cyber Defense Operations Center shares best practices You can download the Cyber Defense Operations Center strategy brief to gain more
 
 

Microsoft outlook 2013 best practices free download

Reasons to defer a message:. When you decide that you don’t have time to deal with a message right away, you can flag it:. If you will need to refer to the message more than once and you want easy access to it, drag it to the Later group in the To-Do Bar. In addition to flagging a message, you can:. If you find that you are repeatedly applying the same categories and flags, create a new Quick Step that flags, categorizes, and files. Once an item has been flagged, it will appear in the To-Do Bar.

By flagging it and filing it into your reference folder, you have processed it, and now you can move it out of your view. Change the name of the task by selecting it in the To-Do Bar or right clicking on it and selecting Rename Task. You can also add a category to help you see at a glance where your next action is. A quick glance at your To-Do Bar with categorized tasks lets you know what is immediately actionable Office , which tasks you are waiting on other people for Waiting , and what you will be meeting about Meeting.

After you process your messages, you can tackle your task list. This is when you respond to those messages that you have deferred. A good example is a message with instructions. File these messages in your reference folder 1-Reference by selecting your Reference Quick Step. Adding a category will make the message easier to find later if you need it for example, Project. Do this before filing with your Quick Step. After you finish processing your messages, you should have a clean Inbox and can switch your focus to your calendar and tasks.

This includes:. As you review your calendar and your task list, be realistic about what you can accomplish. Sometimes that means saying no. Here are some ways to gain back time by saying no:.

Send messages to let people know that you are working on a response and make sure to flag it for yourself on send. The reality is that if you have a day filled with meetings, you have less time to complete tasks and write messages, so move tasks to other days.

As you go through your calendar and tasks, inevitably you will start thinking of more things you need to do. Here are some ways to create tasks in Outlook:. If you are in a meeting, take notes in OneNote. Flagged items in OneNote appear in the Outlook task list. Here are ways you can help yourself deal with your tasks:. Add tasks as they come to you by typing in the Type a new task box in the To-Do Bar or in the top of Task list, in a blank space in the Daily Task List, or by selecting New Task in the ribbon.

Clean out tasks that you don’t need to do. For flagged messages that you want to keep, select Remove from List , otherwise, just Delete. Make tasks more actionable by changing the task subject of a flagged message. To change the task subject, select the item in the To-Do Bar and type a new subject or right click, and then select Rename Task.

Only the subject you see in your task list changes. Create and assign color categories to help you identify where you need to be to take the next step and to make some tasks stand out.

Rearrange your tasks to group together similar tasks, such as tasks with the same category. To move a task, select the task in the task list and drag it. In this way, you can work on similar tasks together. For tasks that will take some time, drag the tasks onto the calendar to set aside time to get these tasks done. The process of managing your task list shouldn’t take over your life!

Remember: There is always more to do than time to do it. As part of good time management, you need time to deal with your messages, manage your appointments and tasks, and reflect on what you have to do. You can schedule this time for yourself with regular appointments and meetings on your calendar. Your calendar should be treated as your real plan for your time — if you have scheduled it, then that is what you are committed to doing at that time.

Set aside time to:. Deal with your messages. Setting aside time to deal with messages is especially important if you receive a lot of messages.

Even if you have rules set up so that only the important messages appear in your Inbox, you still need time to deal with those messages. Tip: When processing and reading your messages, remove visual clutter by minimizing the Navigation Pane and To-Do Bar by selecting the Reading button in the status bar. To go back to everything open, select Normal just to the left of Reading.

Do a daily and weekly review of your tasks and appointments. Look at your calendar and tasks, and evaluate your appointments and tasks against your priorities. If you have a busy calendar, this is the time for:. Reflecting on what you’re doing, whether it’s a valuable use of your time, and whether you’re setting the right priorities.

Meet regularly with your manager. Regular meetings with your manager can help you explain what you are working on and reset priorities where needed.

To set up a regular or recurring meeting, select Recurrence. Looking at the whole picture of your time and your tasks will help you to prioritize important work over less urgent tasks. Reviewing your past week and upcoming week is also a useful way to help you prepare for a weekly meeting with your manager or help you prepare a status email message.

After you have processed your messages, the best place to do work in Outlook reply to messages and so on is in Tasks. As you go through your task list and your calendar, do similar tasks together. For example, if you have only a few minutes, make all of your phone calls if you have just a few. Tackle energy-intensive tasks for some, that might be responding to messages when you have more energy. Deal with your low-energy tasks, such as reading status messages, later in the day or whenever your energy is lower.

By “bulk processing” your tasks, you will make progress on all of your projects simultaneously. To do this, select the Arranged By heading, and then select Categories. Note: If you have tasks that are blocking other people from getting their work done, do those tasks first. As you finish your tasks, mark them complete. Outlook keeps the list of your completed tasks automatically.

This can be a useful summary of what you’ve accomplished. If you don’t need to keep a record of the task or the message, delete it or clear the flag.

If you have a lot of work to do, consider going offline to stem the tide of incoming message distractions. When you switch between working online and offline, all email accounts within your Outlook profile are changed. The Work Offline command is highlighted when you’re working offline. Select the highlighted Work Offline to return to Online mode. If you want to find a message from a particular person, select the Search box in any folder, and then on the Search tab, select From.

Or, start by typing the name in the Search box, and then press the down arrow key to select From to narrow the results. To find a message with an attachment, select the Search box and on the Search tab, select Has Attachments.

All search terms are additive, so if you want to find a message from someone with attachments, select the commands on the ribbon From , Has Attachments to build your search. In these cases, start by searching in any folder Inbox , 1-Reference , etc.

You can also select Current Mailbox on the Search tab. If you suspect that what you are looking for might be in an accepted meeting request and therefore is on your calendar , try selecting All Outlook Items. If you find that you are often performing searches across your whole mailbox, you can set the default search scope to always search across all folders by going to the Backstage view.

Select the File tab, then select Options. Once you have found the item that you are looking for and are ready to move on to your next task, select the close icon next to the Instant Search box or on the Search tab, in the Close group, select Close Search.

The following rules will help you look professional and get your message across. Make your subject descriptive and action-oriented.

Bold people’s names when asking questions. Use a signature when appropriate, but keep your signature simple, short, professional, and if possible, free of graphics. If you are on an email conversation that has more than ten messages without a resolution, consider setting up a meeting to discuss the issue. With the message selected, on the Home tab, in the Respond group, select Meeting.

Acknowledge messages that require a more extensive response. If you are too busy to respond with a full answer right away, let the sender know that you are looking into the issue and will respond by a certain time or date. Flag it for yourself to do later. Use High Importance sparingly. If you are asking a question and there are several people who could respond, choose just one person rather than sending your question to a group.

When you are sending a message to someone from whom you need a response, do the following:. When you take these three steps, you know that your next action is to send another message or watch for a response.

Tip: Reminding yourself to send another message is often more effective than flagging the message for your recipient. Similarly, when you promise to do something in a message, flag it for yourself so that you have a task in your To-Do Bar to remind you.

Don’t send a message when you are angry. Better to write it, save it to your drafts folder, and come back to it later. Don’t send a follow-up message less than a day after the first message.

If you don’t hear back in a timely manner, try using the phone or a messaging app such as Microsoft Teams. Don’t use read receipts or delivery receipts on every message you send. Use them only if you are unsure whether your recipients will receive the message. Don’t attach flags or high importance to every message you send. Your recipients will learn to ignore them.

Don’t send attachments — send links instead. This rule applies especially to meeting requests, where attachments can contribute significantly to server quotas. Don’t expand distribution lists. Expanding distribution lists makes messages harder to read and causes them to go into the wrong mail folders for people using rules.

Don’t write something you wouldn’t want everyone in your company to read. You never know where your message might end up. If you need more information or are investigating the issue separately, respond to the whole Contact Group to let everyone know that you are responding and then reply to the individual separately.

Make sure to respond to the Contact Group after the issue is resolved with the resolution. In this way, the resolution can be referenced by other people on the Contact Group. If someone sends a message to a Contact Group that you are a member of and the message would be better answered by someone else or another Contact Group, do the following:.

Rather, leave the Contact Group on the To or Cc line. If you are transitioning to a new role and find that you are redirecting people regularly, set up a Quick Step. Adding inline comments to a message that you receive is a convenient way to answer questions and respond directly to issues. In your message, mention that you are commenting inline.

For example, include “See additional comments below. If you only want to comment on a small part of a longer message, copy that section of your message into your response, using a different color and prefixing the quote with quotes, and then type your response. Use the Bcc feature to remove extra people from an email conversation when you deem that they no longer need the extra email or if the conversation topic has changed.

For example, if you are one of five people who receive a question and you want to answer it, move the other four people to the Bcc line and write something such as ” Bcc’ing Joe, Jeff, James, and Jennifer. Here’s the answer… ” Future messages will then be between only you and the original sender. The Bcc recipient might not realize that he or she has received a Bcc and might respond to everyone, exposing that he or she received a Bcc message. This might come across as sneaky behavior on your part.

Rather than using Bcc to inform a third party of an issue, forward the message after you send it. Call a meeting when:. Only invite people who need to be involved. Each additional person you invite to a meeting adds to the complexity of the meeting, making it harder to control. On the other hand, if a decision needs to be made, make sure all of the key stakeholders are present, or the meeting will be a waste of time and resources.

Use the Scheduling Assistant to view all meeting attendees availability. A pair of lines and a highlight show the proposed start and end of the meeting. To view the Scheduling Assistant when composing a meeting request, on the Meeting tab, in the Show group, select Scheduling Assistant. The Room Finder pane contains suggested times for the best time for your meeting when most attendees are available.

These groups can also include rooms, which can make it easier to find an available room to meet in. To create a Calendar Group, do the following:. In Calendar, in the navigation pane, scroll down to the list of calendars and right-click My Calendars. Meet in person if:. Not everyone has a phone, an online conferencing app, or the proper electronic meeting software and equipment. Otherwise, consider using an online meeting app such as Microsoft Teams or meeting by phone.

Tip: If you are traveling to the meeting location, schedule travel time on your calendar before and after the meeting. In preparing for a meeting, often there are documents to be shared before or during the meeting. If all of the attendees are connected to your corporate network, put the documents on a SharePoint site or on a shared network drive.

Create a single task, mark it with the Meeting category, and set the Start Date or Due Date to the date of your meeting. As the meeting date approaches and discussion points come up, add comments, bullets, and thoughts to the task as they occur to you. This task will become your agenda for the meeting.

After the meeting, mark the task complete, and create new tasks for your action items. If you want to discuss a set of messages or just one message…. If you have a message you want to discuss at a meeting, flag that message for the day of the meeting and mark it with the Meeting category. If you have more than three messages to discuss, don’t flag each one because they will pollute your task list. Instead, create a new task with the name of the meeting; right-click and drag the messages to the task copying as you go.

Mark this task with the Meeting category. If you are collaborating with other people or just need more room for your thoughts, consider using a OneNote notebook, which can be shared either through a SharePoint site or on a local server. OneNote provides a richer note-taking experience than Outlook tasks. The tool that you use to collaborate during a meeting depends on the location and access of your participants. If you are collaborating on a document and everyone is in the same room, use the Track Changes and Comments features in Word.

If you are presenting and some people are remote, use an online meeting and the chat features of Microsoft Teams or for less formal meetings, join everyone using a Microsoft Teams group chat and share your desktop or a second monitor.

If you want to collaborate in a more ad hoc fashion, you can use OneNote to take notes together in a single notebook. If you are taking notes or minutes for the meeting, you can also use OneNote to insert meeting details from Outlook into your notes. After the meeting, you can send your notes to the attendees as a message. When a series of meetings has run its course, rather than cancel the meeting, which will remove all historical instances of the meeting, change the recurrence pattern to end on the last occurrence of the meeting.

To do this, select the Recurrence button and change the end date. You might not need to share your calendar, because everyone in your organization can see when you are free or busy but not necessarily see the content or subject of the meetings and appointments.

However, you can easily share your calendar with your team if you want them to be able to see all of your meetings and appointments. You might want someone else to manage your calendar on your behalf, for example, an assistant who can accept or decline meetings for you.

In that case, you can delegate your calendar. Having more than one delegate can cause errors in your calendar. Create a SharePoint calendar for group activities that everyone has access to, rather than sharing your calendar. For example, create a calendar on a SharePoint site to keep track of the group’s vacation schedules. Note: Whether your calendar is shared depends on the version of Microsoft Exchange Server your system is running and how your administrator has configured the server.

Even if you work for a company with a Global Address list, there will be occasions when you want to keep a contact in Outlook. Create contacts for:. People for whom you want to remember something or add information to their contact, such as their birthday. Create Contact Groups formerly known as personal distribution lists in Outlook when you want to make it easier to send messages to a group of people outside your corporation.

For all groups inside your corporation, create a public Contact Group ask your IT administrator about how to do this. Note: Quick Steps only apply to mail items for example, items in your Inbox. Reading a longer column of narrow text is easier than reading a shorter, wider section of text. The Navigation Pane folder list should be reserved for folders you use often. If it’s filled with folders you don’t even recognize, move all mail into the reference folder and delete your existing folders.

In the Conditional Formatting dialog box, select Add. In the Name box, type Me , and then select Font. In the Conditional Formatting dialog box, select Condition. In the Filter dialog box, select the Where I am check box next to The only person on the To line , and then select OK on each open dialog box. Note: You can use the drop-down menu to change the Where I am condition.

Conversation view is useful when:. By viewing your messages in conversation view, you can easily see which conversations have had the most back-and-forth discussion. In those cases, you might want to read and respond to only the last message in the conversation. You can also select an entire conversation and act on it. For example, there might be a lengthy series of messages where the last one simply states, “Thanks, that answers my question,” so you can just delete the whole conversation.

You can also see messages from other folders when you are in conversation view, which is very helpful when you receive a new message on a lengthy conversation — you can see the whole history, including your replies. A best practice is to use separate mail accounts for work and personal communications. You should, however, reduce the number of email addresses that you have to deal with.

Fortunately, with Outlook, you can view multiple accounts simultaneously. In addition to your work email account Exchange Server , you can add other accounts such as Outlook. Read and unread states in Outlook help by showing you quickly which messages have been read at least once and which have not. Some people try to use the read and unread states to indicate whether a message is new or a reference item.

Inevitably, messages will be reread, and the mental tax of figuring out what you need to do will be paid again. A far more efficient Inbox plan is to go through your messages and decide what to do with each one.

Then it should leave your Inbox — not remain “unread. By having a limited number of folders to look in 1-Reference and 2-Personal , you don’t have to worry about misfiling a message or needing to copy it into multiple folders if it applies to more than one topic or project.

That’s not to say that there isn’t a need for browsing through messages that are all on a particular topic or project. Outlook provides better tools — such as categories and search folders — so you can search effectively. By having a single folder, you don’t have to think about which folder holds which messages, and you know that everything in this folder is something that you have looked at before and wanted to keep.

Having multiple folders means that each time you file a message, you are forced to decide which folder to use. This becomes even more complicated if there is more than one appropriate folder per message. Since many folders go unused when there are multiple choices, this creates clutter. Although it might seem like a big deal to leave all of your messages in your Inbox, there is a hidden cost you pay every time you look at a message and wonder, “Is this something I have to deal with or is this just here for reference?

Your Inbox is a place that other people can manipulate; what you put in your reference folder is strictly up to you. Different archiving rates You should have different folders for different Contact Groups based on topic and frequency of AutoArchiving. For example, if you are on a carpooling Contact Group, the messages in the Carpool folder should be deleted daily.

A Contact Group covering a work-related topic should be archived less frequently, such as annually. Efficient conversation grouping When you have separate folders for topical Contact Groups, you can see entire conversations grouped together. Should you need to, you can efficiently search within a folder.

Messages sent to large distribution lists and to RSS feeds can easily overwhelm your Inbox. Treat these streams of information much as you would a large newspaper — there might be a useful or interesting article, but reading the whole paper would take considerable time. You can stop sharing your subscription with someone or remove a device they are using at www.

When you use cloud-based services, your IT infrastructure resides off your property off-premises , and is maintained by a third party hosted , instead of residing on a server at your home or business on-premises that you maintain.

With Microsoft , for example, information storage, computation, and software are located and managed remotely on servers owned by Microsoft. Many services you use every day are a part of the cloud—everything from web-based email to mobile banking and online photo storage. Microsoft Outlook with a Microsoft subscription is the latest version of Outlook. Previous versions include Outlook , Outlook , and Outlook Upgrade from Outlook to Microsoft Still using Outlook ?

See options for home. See options for work. Collaborate with ease With 1 TB of OneDrive cloud storage, you can back up, share, and coauthor workbooks from any device. Take Outlook on the go Keep up with email, plus review and edit attachments from anywhere, with powerful mobile apps. Always up to date Get exclusive, new features and security updates available only for Excel in Microsoft Outlook Compare Microsoft Office Product features. Improved calendar features. Check mark to show what is included in Microsoft Better search tools.

Improved conversation view. Not inlcuded. Outlook Groups. Not included. Mobile apps for your devices. Share files from the cloud. Always up to date. Always have the latest Office apps, features, and services.

Swipe to view more plans. Ready for Microsoft ? See options for business. Expand all Collapse all. Microsoft plans include premium versions of these applications plus other services that are enabled over the Internet, including online storage with OneDrive and Skype minutes for home use. Microsoft plans are available as a monthly or annual subscription. How do I know if my computer can run Microsoft ? Is internet access required for Microsoft ? Will I still have control of my documents with Microsoft ?

If you cancel your subscription or it expires, you can still access and download all your files by signing in to OneDrive directly using the Microsoft account you used to set up Microsoft You do lose the additional storage that comes with your subscription, so you must save your files elsewhere or buy more OneDrive storage if your OneDrive account exceeds the free storage quota.

[Microsoft outlook 2013 best practices free download

 
Create a microsoft outlook 2013 best practices free download, top-level folder under your Inbox called Contact Groupsand then create a subfolder for each topic of Contact Groups. Secure Admin Workstations are securely controlled, and provisioned workstations designed for both managing источник статьи production systems and daily activities like email, document editing and development work. You might want someone else to manage your calendar on your behalf, for example, an assistant who can accept or decline meetings for you. get office professionalbest for those who want to install and use word. Create one per flag you use often. Create a SharePoint calendar for group activities that everyone has access to, rather than sharing your calendar. Right-click on Calendar читать полностью the heading My Calendars.