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This workshop will look at many of the challenges that cause time management issues, ways to change our own patterns, as well as the advantages and techniques of using MS Outlook to manage the diverse nature of our work life.

  • Course Start Date: Feb. 8
  • Location: Edmonton (Map)
  • Time: 9:00 am - 4:00 pm (Note on end times)
  • Please Note: End Times are approximate and depend
    on the number or students and pace of the class.
    It is important to allow for the class to run a little bit longer,
    or finish a little sooner, than expected.
  • Duration: 1 Day
  • Delivery Method(s):Instructor Led
  • Mentored training is a revolutionary training method
    that provides you with the quality training that
    you have come to expect, and combines it with
    flexible learning and a self paced environment.
    For more information click here.
  • Seats Available: YES
  • Category:Microsoft Outlook training seminars

Course Outline
We all have the same amount of time every day. Using that time well is fundamental to effective work practice. This workshop will look at many of the challenges that cause time management issues, ways to change our own patterns, as well as the advantages and techniques of using MS Outlook to manage the diverse nature of our work life.

Course Content The Best Practices of Task and E-mail Management
  • Best Practices
    • Best Practices Defined
    • Best Practices in Task and E-Mail Management
  • Eight Best Practices
1: Tracking All Tasks in Outlook Tasks System
2: Using a Master Tasks List Kept Separate from Your Daily Tasks
3: Using a Simple Prioritization System That Emphasizes Must-Do-Today Tasks
4: Writing Only Next Actions on Your Daily List
5: Doing Daily and Weekly Planning to Keep Your Task List Up to Date
6: Converting E-Mails to Tasks
7: Filing E-Mails Using Outlook Categories
8: Delegating Tasks in an Effective Manner
Configuring Outlook for Task Management
  • Why Most Users Are Unsuccessful with Outlook Task Management
    • Ineffective Initial Configuration
  • Some Outlook Task Basics
    • Outlook 2002 and 2003 Have Nearly Identical Capabilities
    • Navigating Through Outlook
    • Choosing Between the Major Folders
    • Viewing the TaskPad
  • Beyond Outlook Basics
    • Tasks Folder
    • Tasks Folder View
    • Choosing Between Optional Task Views
    • More about the TaskPad
    • Summary of TaskPad versus Tasks Folder
  • Entering Tasks
    • Two Methods of Task Entry
  • Configuring Outlook for the First Five Best Practices
    • Creating the Master Tasks Custom View in Outlook 2002 and 2003
    • Configure the TaskPad
    • Creating the All Daily Tasks View
Applying Task Management Best Practices in Outlook
1: Tracking All Tasks in Outlook Tasks System
  • Why Track Tasks in One Location?
  • Mobile Strategies: Meetings
  • Getting Started: Collecting Your Scattered Tasks
  • Collecting versus Working Tasks
2: Using a Master Tasks List Kept Separate from Your Daily Tasks List
  • Implementing in Outlook
  • Distinguishing Between Daily and Master Tasks
  • Enter Tasks
  • Using Date Fields
  • Other Fields in the Task Dialog Box
3: Using a Simple Prioritization System That Emphasizes
  • Must-Do-Today Tasks
    • We All Prioritize
    • How the Set Priorities in Outlook
    • Other Ways to Represent Priority
    • Sorting on Priority
    • Must-Do-Today Tasks
    • Most Tasks are Medium Priority
    • Prioritizing within the Medium Priority
    • Using Low Priority in Daily List
    • Priorities in the Master List
4: Writing Only Next Actions on Your Daily List
  • Recap on the Next Action Concept
  • Implementing in Outlook
  • Identify Miniprojects and Place Them on Your Master List
  • Labeling Miniprojects
  • Using the Text Box to Brainstorm Next Actions and Final Outcomes
  • Generating Additional Next Actions
  • Managing Larger Projects
Planning and Working Your Tasks in Outlook
  • Working Your Tasks
    • The Value of the System
    • Planning Your Tasks So You Can Work Them Well
  • Daily Planning
    • Rule Number 1: Keep Your Daily List Short
    • Rationalize and Shorten Your Daily List
    • What This Does for You: Perfect Prioritization and Planning
    • Don€(TM)t Skip or Postpone This Daily Planning
    • Balancing Importance
    • Work Your Must-Do-Today Tasks
    • Prioritizing within Your Medium (Normal) Level Tasks
    • Complete Your Planning before Working Your Tasks
  • Weekly Planning
    • How to Do Weekly Planning
    • Review of Projects and Miniprojects during Weekly Planning
    • Review of Separately Managed Projects
    • Individual Tasks Floating in the Master List
    • Review Your Ideas List
    • Review Your Goals
    • Review Daily List
    • Look Ahead on Your All Daily Tasks List
  • Time Management: Finding Time to Work on Tasks
    • Setting General €oeTasks€ Appointments
    • Using Task Time Effectively
    • Time Mapping
    • Giving Yourself Priority
    • Specific Task Appointments
Converting E-Mail to Tasks and Using Workflows
  • Getting Your Inbox Under Control
    • The Problems with an Out-of-Control E-Mail System
    • Most People Know Their E-Mail is Out of Control
    • Best Practices and Workflows
  • Converting E-Mails to Outlook Tasks
    • The Most Important Best Practice
    • Why This Works So Well
    • Methods of Converting E-Mails to Tasks
    • Use of Follow-Up Flag Tool
  • Recommended E-mail Processing Workflow
    • Thoughts about the Workflow
Filing Your E-Mail Using Outlook Categories
  • Filing Your E-Mail
    • Clearing Your Inbox
    • Filing by Topic is Optional
    • Filing in Multiple Folders: Not my Preferred Solution
    • Problem with Filing in Multiple Outlook Folders
    • Better Outlook Filing Solution: Using Outlook Categories
    • Five Steps to Implementing an E-Mail Filing System
  • E-mail Filing Step One: Using Outlook Folders
    • Showing Outlook Folders
    • Showing Folders in Outlook 2002
    • Showing Folders in Outlook 2003
    • Multiple Folder Lists in Outlook 2003
    • Shortcuts in Outlook 2003
  • E-Mail Filing Step Two: Creating a New Personal Folders
    • How to Create a New Personal Folder
    • Create a Saved Sent Mail Folder
    • If Filing in Bulk, Stop Here
  • E-Mail Filing Step Three: Assigning Categories to E-Mail
    • Adding the Categories Column
    • Deciding on the Categories List
    • Creating and Assigning Categories in the E-Mail Inbox List View
    • Assigning Categories by Dragging and Dropping
    • Automatic Assigning of Categories
  • E-Mail Filing Step Four: Finding Your Mail Once Filed, Using Show in Groups
    • In Outlook 2003 You Have a Choice
    • Show in Groups
    • Manually Configuring Show in Groups in Outlook 2003
    • Creating a Saved Show in Groups View in Outlook 2003
    • Creating a Saved Show Groups in Outlook 2002
    • Showing Custom (and Default) E-Mail Views
  • E-Mail Filing Step Five: Finding Your Filed Mail Using Search Folders (Outlook 2003 Only)
    • Creating Search Folders
    • Deleting Search Folder and Mail inside Search Folders
  • Thoughts on Using Show in Groups and Search Folders
    • Show in Groups versus Search Folders
  • Tips on Using Categories
    • Transitioning
    • Should You Categorize Everything
    • Integrating Categorization into Workflow: Batch Processing
    • Speeding Up Category Assignments
Outlook-Based Delegation
  • The Eighth Best Practice
    • Successful Delegation
  • The Task Delegation Approach
    • Identify and Annotate a Task for Delegation
    • Gaining Buy-In for the Task
    • Methods of Follow-Up and Buy-In

Prerequisites & Certificates

Basic computer concepts/skills and knowledge of Windows, and Outlook - Level I or equivalent experience.

Certificates offered

Certificate of completion

Cancellation Policy
10 business days cancellation or full course fee will be charged
Map & Reviews
Technology Training Centre
[ View Provider's Profile ]

TTC, B-11 Cameron Library
11320-89 Avenue,
University of Alberta

Edmonton, Alberta
Canada   T6G 2J8

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