The Productivity Pro® Blog by Laura Stack - Time Management, Getting Things Done, How to Be More Productive

When I think of productivity tools for the modern business professional, one of the first that comes to mind is Outlook, Microsoft’s insanely useful personal management program. Outlook began life as an email client, and it’s still a great one; but in the past decade, it’s grown into so much more. These days, Outlook is also one of the chief ways that savvy business professionals manage their time and maximize their accessibility, from scheduling their meetings to keeping track of their personal contacts.

This past year we were blessed with a new version, the inventively-named Microsoft Outlook 2010. It’s chockfull of interesting and practical features–some of them completely new, and others refinements of features introduced in earlier versions. In this article, I’ll show you how to best take advantage of a few.

The Ribbon Interface
In Outlook 2007, Microsoft introduced the Ribbon Interface on some Outlook windows, primarily those associated with message views. Now it’s all over the place, including the Inbox itself. As part of the Microsoft Office Fluent User Interface, it’s designed to help you quickly find the commands you need.

As with Word and other Office programs (into which the Ribbon has been integrated long since), related tasks are grouped under tabs; with minor exceptions, menus are history. And here’s something exciting: you can also add customized tabs to your ribbons to enhance your personal work style and thus maximize your productivity.

See the rest of the article here.

Sign up today for Laura’s brand new webinar series for Microsoft Outlook 2010: http://theproductivitypro.com/s_outlook-virtual-training_1210.html

Join Laura Stack, The Productivity Pro(R), and Day-Timer on Monday, March 29 for a one-hour webinar on using Tasks in Microsoft Outlook. We have sessions for both Outlook 2007 and Outlook 2003. The Tasks module is third in a ten-part series on using Outlook effectively.

The classes on March 29 will cover:

Tasks—the Daily To-Do List, Create a New Task, Recurring Tasks, Regenerating Tasks, Remove Completed Tasks from the List, Change the Sort in Your To-Do Bar, Change Preferences, Capture an Email as a Task on the Task Pad, Collapse Your Tasks, Assigning Tasks, View by Person Responsible, Status Updates, Master Categories Lists, Tag with Category, Project Management, View Tasks for by Category/Project, Filter the View, Sort Tasks, Task Options, Paper To-Do Lists, Finding Tasks, Task Folders, Schedule Tasks from Your Calendar.

Sign up for the webinar.

Announcing a public seminar sponsored by the Colorado Human Resources Association (CHRA) and Jobing.com! On March 5, 2010, attend a half day of training on Advanced Tips and Tricks for Microsoft Outlook: Discover Little-Known Tips and Tricks for Managing Your Workflow (morning session 2003, afternoon session 2007). Are you buried by hundreds (or thousands!) of email messages? Do you spend hours every day in your inbox? If you have a hard time keeping up with your email, attend this training with Laura Stack, The Productivity Pro®, a Microsoft Certified Application Specialist (MCAS) in Outlook. She will demonstrate ADVANCED Outlook methods with her actual Outlook software and an LCD projector. This is not simple computer training—it is workflow processing—where you’ll learn to use Outlook to get more work done and increase your performance. Even Outlook “power users” will be amazed by how much they learn. To reduce frustration for all, please do NOT attend if you don’t consider yourself an intermediate to advanced user. We will not learn to create folders, schedule meetings, create email, or do any task that is considered a beginner-level skill. For more information or to register, visit https://m360.chra.org/event.aspx?eventID=14604&instance=0. Register as a Prospective Member if you’re a guest.

 Monthly productivity webinar: February 22, 2010, 1:00 PM Pacific/2:00 PM Mountain/3:00 PM Central/4:00 PM Eastern. “Organizing the Home Office: Setting up Your Space and Systems for Success.” Are you slowly drowning in a sea of paper? Does the sight of your messy office frustrate you? If you’re disorganized, your daily activities won’t run smoothly, and you won’t operate efficiently. Entrepreneurs are so excited by the “fun” activities of their businesses that they dread doing the important foundational work, like setting up systems. You will learn what you’ll need to succeed in business:
• Purchase the right software, hardware, equipment, and accessories.
• Set up your client files, reference files, subject files, and records.
• Organize electronic information, internet, and research data.
• File and retrieve active work-in-progress.

Only $29 per person! (You can still buy the discounted package of all ten: you’ll get a link to the recording of those that have past. For more information and to register, go to http://www.theproductivitypro.com/s_virtual-webinar.htm 

Monthly Microsoft Outlook webinar: February 22, 2010. Inbox/Outbox/Sent Items/Drafts—Remove Attachments, Automatic Formatting, Notes in Messages, “Out Of Office Assistant,” Add Reminders to Flags, Set Reminders for Others, Distribution Lists, Junk Mail List, AutoName, Tag Your Comments, Stationery, Emailing from Another Office Applications, Message Options, Find Related Messages, View Multiple Folders at the Same Time, Resend a Sent Item, Use Sent Items to Set a Reminder, Attach a Previously Sent Item
Outlook version 2003: 9:00 pacific/12:00 eastern
Outlook version 2007: 11:00 pacific/2:00 eastern

http://www.TheProductivityPro.com/outlooktraining.html

Public Seminar in Denver on Tuesday, February 9 from 9:00 AM – 12:00 PM

Advanced Outlook 2007 Tips and Tricks

Discover Little-Known Tips and Tricks for Managing Your Workflow

Are you buried by hundreds (or thousands!) of email messages? Do you spend hours every day in your inbox? If you have a hard time keeping up with your email, attend this critical half day of training with Laura Stack, The Productivity Pro®, a Microsoft Certified Application Specialist (MCAS) in Outlook. Laura helps Microsoft employees understand Outlook (they don’t get it, either)! She will demonstrate ADVANCED Outlook methods with her actual Outlook software and an LCD projector. This is not simple computer training—it is workflow processing—where you’ll learn to use Outlook to get more work done and increase your performance. Even Outlook “power users” will be amazed by how much they learn. To reduce frustration for all, please do NOT attend if you don’t consider yourself an intermediate/advanced user. Laura moves quickly; you might be seriously lost if you’re a beginner. We will not learn to create folders, schedule meetings, create email, or do any task that is considered a beginner-level skill.

For more details or to sign up visit us online: http://theproductivitypro.com/s_publicworkshops.htm

This is your last chance reminder about the upcoming public seminar to be held next week on November 3. Laura Stack is holding two half-day seminars on Advanced Outlook Tips and Tricks. Outlook 2003 will be covered in the morning, and Outlook 2007 will be in the afternoon. Don’t miss this chance to learn high-level workflow processing with Microsoft Outlook. Sign up today for this valuable Outlook training.

To find details on the seminar, visit us online at http://theproductivitypro.com/s_publicworkshops.htm. The half-day seminar is just $99, or if three or more people from the same office attend it’s just $89 per person. We hope to see you there!

If you are unable to attend the live session in Denver, take a look at our Outlook Virtual Training. We offer ten hours of web based training on Outlook which will make you an Outlook power user!

Please make plans to join me for a public seminar in Denver on November 3 on “Advanced Outlook Tips and Tricks: Discover Little-Known Techniques for Managing Your Workflow.”

 Are you buried by hundreds (or thousands!) of email messages and spend hours every day in your inbox? If you have a hard time keeping up with your email, attend this critical half day of training with me. I’m a Microsoft Certified Application Specialist (MCAS) in Outlook 2003 and 2007. I will demonstrate ADVANCED Outlook methods with my actual Outlook software and an LCD projector. This is not simple computer training—it is workflow processing—where you’ll learn to use Outlook to get more work done and increase your performance. Even Outlook “power users” will be amazed by how much they learn.

NOTE: To reduce frustration for all, please do NOT attend if you don’t consider yourself an intermediate/advanced user. Laura moves quickly; you might be seriously lost if you’re a beginner. We will not learn to create folders, schedule meetings, create email, or do any task that is considered a beginner-level skill.

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Sample Advanced Outlook Workshop Objectives:
• Turn off the global email notification options.
• Play a sound when an “important” person emails you.
• Create signatures to use as templates for common replies.
• Use customized Outlook form templates for letters.
• Use Search Folders as permanent Find searches.
• Take a poll and tally group responses.
• Add groups and shortcuts in the folder list.
• Create new floating toolbars.
• Add your own personalized menu of favorite commands.
• Set a reminder on an email for someone else (babysitting).
• Set an email flag with a date follow up and a pop-up reminder box.
• Automatically forward messages to a distribution list.
• Send a previously Sent Item as an attachment to prove you sent it.
• Use Sent Items to set a reminder to follow up with someone.
• Schedule a recurring or regenerating task (what’s the difference?).
• Remove completed tasks from the TaskPad (no strikeout).
• Capture an email as a task on the TaskPad.
• Assign a Task to someone else and track through completion.
• Use Outlook for project management using Category management.
• Create a new personal or kids’ calendar that isn’t shared.
• Capture an email as a calendar item without copying.
• Block time on your Calendar for Tasks from your TaskPad.
• Display Contacts by category and mail to an entire category.
• Display Contact history (meetings, phone calls, conversations, etc.)
• Create a library with links to documents from a Contact.

Click here for more information or to register

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THIS IS A HALF-DAY WORKSHOP. The morning session is for Microsoft Outlook 2003 users. The afternoon session is for Microsoft Outlook 2007 users.

Workshop Details

Date: Tuesday, November 3, 2009

Times:
Microsoft Outlook 2003 session: Registration: 8:30; Seminar: 9:00 a.m. to 12:00 p.m.
Microsoft Outlook 2007 session: Registration: 12:30; Seminar: 1:00 a.m. to 4:00 p.m.

Location: EKS&H Certified Accountants, 7979 E. Tufts Avenue, Denver, CO 80237, 1st floor conference room

Tuition: Your investment for this workshop is $99 per participant (per half day seminar) or $89 when enrolling three or more people from the same company.

Looking forward to seeing you there!

Laura Stack talks about productivity with the Microsoft email program Outlook. Learn how to use signatures and email templates to save time and keystrokes. (C) 2009 Laura Stack. All rights reserved. http://www.TheProductivityPro.com

The August edition of The Productivity Pro(R) Newsletter has been released. In the newsletter you will find tips on office productivity, Laura Stack’s latest article on Greensizing for Productivity and more. To view the latest newsletter, visit The Productivity Pro(R) August 2009 Newsletter, and to have the newsletter delivered to your email inbox each month, subscribe here. This month’s newsletter includes a special coupon code for Laura’s streaming online learning library of Microsoft Outlook videos. Ten one-hour modules available for 2003 or 2007—includes detailed workbook with screen shots and step-by-step instructions. Here’s what some folks had to say about the Microsoft Outlook Training:

I just want to say that Laura was terrific, and I thoroughly enjoyed the hour presentation and learned so much! My schedule is so busy, but this was an excellent use of my time, and I know I will put to use many of the tips and tricks I learned today. I had no idea that there was SO MUCH information for Outlook and so many steps that I know will help me save valuable time! – C.L.

Thank you for providing an affordable training session that did not take me away from the office! I sincerely appreciate your effort. – K.E.

These are some of the best (maybe the only) Outlook training I have had. I am actually effectively implementing some things. – A.P.

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Announcing three new opportunities to take Microsoft Outlook online instructor-led training with Laura Stack LIVE!  Only $39 includes one-hour training webinar and detailed workbook.

August 18, 2009 Sponsored by Day-Timer

August 20, 2009 Sponsored by Five Star Speakers

September 4-November 13 (10-part series on Fridays) Sponsored by the International Association of Administrative Professionals

With email being such a huge productivity drain right now, I created a brand-new online video learning library to conduct Microsoft Outlook training virtually. (I am a Microsoft Certified Application Specialist in Outlook.)  The series includes ten 1-hour modules of online self-paced training. You can watch these streaming videos from the privacy of your own office, from anywhere in the world with an Internet connection. Each flash video includes a detailed workbook with screen shots, so you can repeat on your Outlook.

Microsoft online video learning library with Laura Stack:

Module 1: Customizing Your Outlook
Module 2: Inbox/Outbox/Sent Items/Drafts
Module 3: Tasks
Module 4: Calendar
Module 5: Notes and Journal
Module 6: Contacts
Module 7: Time Savers
Module 8: Advanced E-mail Tricks
Module 9: Email Communication
Module 10: Workflow

Click here for detailed course outlines and to purchase: http://www.theproductivitypro.com/s_outlook-virtual-training-products.html

Each module is regularly $39, but we are offering the entire library of ten videos at a discount for $349 per person.  You will be an expert in Outlook when you’re done with the training series!