Category Archives: Mail

Office Politics: How to ensure your mail is noticed and acted upon?

  1. How to ensure your mail is noticed and read in the first place and
  2. It is read fully and acted upon in a timely manner

This is not an article about email marketing.
Here, the assumption is that the recipient already knows you and your mails will land in the inbox rather than junk mail Smile

How to ensure your mail is noticed and acted upon

Continue reading Office Politics: How to ensure your mail is noticed and acted upon?

A new outlook towards Outlook!

Life Log

Wrote this article at Matheran, a beautiful hill station near Mumbai. Everything there was so picturesque that I thought of writing a blog only with visuals -with minimal text. Then I remembered a great feature in Word called Stylistic sets – which allows you to create the artistic text shown below. Read this article to find out how.

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Here is a summary of what we learnt in these articles about Outlook management.

  1. The Outlook paradox: Are you helping others at the cost of your own work?
  2. Tasks folder is your best friend!
  3. Stop New Mail popup interruptions
  4. Never delegate work using email: Use Outlook Tasks
  5. How to identify important mails automatically?
  6. How NOT to handle Inbox
  7. DO NOT flag mails for follow up. There is a better way…
  8. Arrange meetings with yourself = Time Management
  9. How to identify important mails automatically?

 

new outlook

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How to identify important mails automatically?

Please read the previous article, How NOT to handle Inbox, before reading this article.

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Create a rule – Check if the mail is Sent Only To Me

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Apply color category

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Choose any color and rename it as “High Priority”

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Click Next.
We don’t have any exceptions right now.
Click Next again…

In the final step… Run the rule on existing mails as well

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How to important mails?

 


In the next article, we will summarize the Task, Time and Mail management best practices.

 


Stop New Mail popup interruptions

Life Log

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Recently went to see the India-NZ match one day match at Wellington – thanks to my good friend Murray Beer. Although India lost miserably, it was great fun to be there.

Now back to business …


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Older Windows

how to stop new mail popup irritation

Windows 8

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File – Options – Mail

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Windows 8 – Change PC Settings – Notifications

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Windows 8 notification does not provide Flag and Delete options.


 

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Home tab – Rules and Alerts – New Rule

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Specify what Outlook should look for (the condition)

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Specify the Action (show popup)

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In some versions of Outlook, this option may not be available. In that case, choose the option display a specific message …

With Windows 8, remember to turn the notifications for Outlook 2013 ON (Settings – Change PC settings – Notifications)

Create as many rules as required for displaying alerts for only those messages which are important to you.

Manage Other Distractions

New Mail notification is just ONE of the distractions. But that is just one of many!

Colleagues, bosses, visitors, phone calls, meetings, chat notifications, SMS / Text messages, FB / Twitter updates, the list is endless.

Distractions are only going to increase. Which ones to suppress is entirely up to you!

Next article

We will see how to prioritize messages…

Busy responding to emails? When do you do your work?

Yes I am serious. That is the simplest best practice you can follow in order to manage Outlook better.

When you send a mail – you are doing your work. When you reply to others mails – you are helping them do their work. Agreed?

Similarly, if you attend a meeting called for by others – you are helping them get their job done.

The Outlook Paradox: Busy responding to emails?

Now to be fair – you should do your work first and then help others do theirs. Right?

So the number of mails you send must be more than the number of mails you reply to. The same concept goes with meetings.

UNFORTUNATELY

… that is not so. The ratio is always against you.

That is why we waste so much time responding to emails in Outlook and there is no outcome at the end of it.  Just take a look at your Inbox and see how many unread emails you have? How many meetings you must attend in the next 5 days?

It is no wonder that many people brag about aving cleared all their mails.  Having zero unread email has become a rare achievement in the modern workplace itself.

Altruism??

You wasted time but did the other people benefit? Not really. Because from their point of view also the same imbalance exists!

In short, we are just hampering each others life and we call it TEAMWORK Sad smile

The net result?

You spend so much time helping others that your own work (KRA, Responsibilities, Dashboard) suffers. You are capable of doing everything you have signed up for. But you simply don’t have the time.

Solution?

Don’t blame Outlook. In fact, Outlook has a perfect solution for these issues. It is just that we have never utilized Outlook to our advantage.

In the next article, I will give you a simple and practical way of handling this modern day dilemma called email management.

Till tomorrow, I will give you a hint. Look at all the folders in Outlook and see which one is fully under your control.