Microsoft Outlook for Executive Assistants

Microsoft Outlook for Executive Assistants

Introduction

Email & Productivity

• Checking Email
• Dilutes Your Focus
  • Continuous Partial Attention
  • Emails and Multitasking
• Turn off your Email Alert – Stay Focused
  • Email Alert by Exception

Customising Your Views

• Remove unwanted inbox columns/fields
• Remove message preview
• Focused Inbox
• Conversation View
• Display Your ‘To Do Bar’

Managing My Boss’s Inbox

Open/Edit the email

Use Next Actions Folder

Using Categories

Customising your Categories

• Applying Categories to Emails
• Tracking your Categorised Emails
• Tracking Categorised Email with a Search Folder

Using Email Flags and Comments

• Flagging emails for your boss
• Flag emails you send/forward to your boss
• Flag emails in boss’s inbox (as delegate)
• Tracking your Email Flags
• Use a Search Folder

Use a Customised ‘Comments Column’

• Create View with New Column on your Device
• Create View with New Column on your Boss’s device

Create Email Rules to Focus Your Inbox

• Rule to Move Meeting Acceptances to Folder

Calendar Tips for EAs

• Calendar Viewing Techniques
• Copy Appointments/Meetings to Different Days
• Search in Your Calendar
  • Shared Calendar – Overlay Mode
• Include Different Time Zones
• Insert Email to Existing Meeting or Appointment
• Reply with Meeting directly from an email
• Managing Meetings using Outlook