5 Quick Tips to Better Manage Your Time Using Microsoft Outlook

Whether you are using Microsoft Outlook 2003 or 2007, the concepts behind these tips will work with both versions of the software.

Try these tips at the office or at home to help you save time each day—a few minutes here and there all add up.

1.  Make a Decision. Inbox clutter is no different than the clutter on your desk or in your office. Lack of decisions about what to do with the email in your inbox increases the volume of email you look at each day. Instead of using your inbox as the one location to store all email, think of it as the place to store email that still requires “action.” Just as you would not leave mail in a physical inbox that needed to be shred, recycled, filed or forwarded on; practice the same habits with the email inbox. If you can quickly make a decision to delete or forward on to someone; do so. If it requires no action on your behalf, but you need to keep the information, file it in an email folder. If it requires “action”—be sure you are planning enough time in your day/week to complete the action items. 

2.  Flag a Contact for Follow Up. When you need to follow up with someone, rather than create a “task” for this action, use the follow up flag on the contact to set a follow up date. Use the “notes” section of the contact to make a note about why you are following up and any relevant information from your conversations. A reminder will be displayed for this action in the reminder box so you don’t forget.

3.  Color Your Calendar. When scheduling an appointment, use the “Show Time As” field to show whether your appointment is “Out of the Office,” “Busy,” “Tentative,” or “Free.” Others that have access to your calendar or wish to schedule a meeting with you—will be thankful to know if you are really in the office or out of the office. Another benefit is that if you are using Windows Mobile on your PDA, you can view your calendar by the week and see your times that you are in the office vs. out of the office, just by looking at the colors.