Time and Task Management Using Microsoft Office Outlook 2003
(Microsoft Training Course: 4006) - 0.5 day - £600 exc VAT

This course will provide experienced business professionals with a better hands-on understanding of how to effectively manage their time, accurately define tasks, and process incoming information efficiently. It is designed for people who rely on Outlook for communication and who already use it for basic information workflow tasks such as e-mail, appointments and managing task lists.

1. Introduction to Microsoft Outlook
2. Effective Use of E-Mail
3. Managing Your Calendar
4. Effective Use of Tasks
5. Setting Up the Outlook Dashboard

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Module 1: Introduction to Microsoft Outlook

• Outlook Is An Information Processor
• Walkthrough: Panes and Views in Outlook
• Walkthrough: Configuring the Navigation Pane
• Discussion: Challenges to be Addressed

Skills

• Know how to use Outlook as an information processor.
  
• Navigate Outlook quickly and easily.
  
• Understand the purpose of each Outlook tool.
  
• Customize Outlook for everyday use.
  

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Module 2: Effective Use of E-Mail

• Two Approaches for Two Kinds of Mail
• E-Mail: Process, Then Take Action
• Exercise 1: Creating an Effective Filing System
• Exercise 2: How to Process E-Mail
• Discussion: How to Process Task-Oriented E-Mail

Skills

• Describe the difference between processing e-mail and taking action on the tasks contained in those messages, and also explain the importance of keeping these two activities separate.
  
• Create an efficient filing system for processed e-mail.
  
• Perform a first-pass scan of Inbox e-mail by subject line to immediately file or delete items that do not require an action on your part.
  
• Decide how to act on each remaining message using the 3D Filter.
  

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Module 3: Managing Your Calendar

• Keyboard Shortcuts in the Outlook Calendar
• Walkthrough 1: Creating an Effective Appointment
• Exercise 1: Cleaning Up Your Calendar
• Walkthrough 2: Creating Appointments from E-Mail
• Exercise 2: Using Labels and Customizing Labels
• Discussion: A Well-Organized Calendar

Skills

• Use navigational and functional keyboard shortcuts to work more efficiently in Outlook.
  
• Create effective meeting requests and announcements.
  
• Describe the difference between items that do and do not belong on the calendar.
  
• Describe the purpose of appointments that you make with yourself.
  
• Describe how e-mail, meetings, and tasks interrelate.
  
• Create and maintain an efficient calendar organization system using categories and labels.
  

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Module 4: Effective Use of Tasks

• How to Use Tasks
• Walkthrough 1: Creating a Custom View
• Exercise: Creating and Applying Categories
• Dated vs. Undated Tasks
• Walkthrough 2: Creating Tasks
• Discussion: The Role of Tasks

Skills

• Describe the difference between a task and a project.
  
• Define and use custom views.
  
• Assign categories to tasks and attach contacts.
  
• Create task actions by including necessary information.
  
• Understand when to use dated and undated tasks.
  
• Create tasks.
  
• Describe how e-mail messages, calendar items, and tasks flow together in a time- and task-management system.
  

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Module 5: Setting Up the Outlook Dashboard

• Introduction to the Dashboard
• Walkthrough: Creating the Dashboard
• Exercise 1: Using the TaskPad
• Exercise 2: Configuring the TaskPad
• Discussion: Outlook as a Time Management Tool

Skills

• Create a custom calendar view.
  
• Organize access to multiple Outlook resources.
  
• Use the TaskPad to create new tasks.
  
• Configure the TaskPad display.
  
• Use the Outlook Dashboard to access all of your commitments.
  

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Before attending this course, students must have the following pre-requisites:

• Experience as business professionals who work within Outlook and Microsoft Office regularly.
• A working familiarity with Outlook as a communications platform; specifically through e-mails, appointments and reminders, and tasks.
• A general awareness of time management principles, and a desire to take control of their day.

After completing the course, students will be able to use dated and undated tasks, combined with context and categorization to make an informed decision about priority; effectively customize and manage the Task Pad and Task window; make e-mail more useful and get faster, more accurate responses by creating meaningful subject lines; use drag-and-drop techniques to instantly convert e-mail into calendar events or tasks; attach the e-mail (including any file attachments) or convert the e-mail body to a text note in the new appointment or task; use custom views to create the “Outlook Dashboard” to bring all of the information necessary to properly manage time and tasks into one central location.