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MS4006 Time and Task Management Using Microsoft Office Outlook 2003

Module 1: Introduction to Microsoft Outlook

This module provides a basic understanding of how Outlook functions within the concepts of time and task management. Because each individual brings different levels of experience with Outlook with them, this module will help to create a common basis of understanding on which the remainder of the course will be based.

Topics and Activities

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    Outlook Is An Information Processor

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    Walkthrough: Panes and Views in Outlook

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    Walkthrough: Configuring the Navigation Pane

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    Discussion: Challenges to be Addressed

    After completing this module, students will be able to:

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    Know how to use Outlook as an information processor.

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    Navigate Outlook quickly and easily.

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    Understand the purpose of each Outlook tool

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    Customize Outlook for everyday use.

    Module 2: Effective Use of E-Mail

    This module introduces the core concepts of the value of an empty Inbox, processing and action as discrete activities, creating a filing system in Outlook, filing and retrieving e-mail, and applying a three-criteria model called the 3D Filter (Do, Delegate, Defer) to each message in the Inbox to decide on its disposition. These concepts will prepare you for the time and task management modules that follow. Microsoft Office Outlook 2003 provides a unique integrated environment for managing these three information objects and converting e-mail into actionable tasks and calendar entries.

    Topics and Activities

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    Two Approaches for Two Kinds of Mail

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    E-Mail: Process, Then Take Action

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    Exercise 1: Creating an Effective Filing System

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    Exercise 2: How to Process E-Mail

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    Discussion: How to Process Task-Oriented E-Mail

    After completing this module, students will be able to:

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    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.

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    Create an efficient filing system for processed e-mail.

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    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.

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    Decide how to act on each remaining message using the 3D Filter.

    Module 3: Managing Your Calendar

    This module teaches you how to make effective use of your time by using the Outlook Calendar. As an extension of the information flow of e-mail into tasks and appointments, the Calendar is a key component in effective workflow management. In this module, we will look at how to properly use the Calendar and when appointments should (and should not) be used.

    Topics and Activities

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    Keyboard Shortcuts in the Outlook Calendar

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    Walkthrough 1: Creating an Effective Appointment

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    Exercise 1: Cleaning Up Your Calendar

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    Walkthrough 2: Creating Appointments from E-Mail

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    Exercise 2: Using Labels and Customizing Labels

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    Discussion: A Well-Organized Calendar

    After completing this module, students will be able to:

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    Use navigational and functional keyboard shortcuts to work more efficiently in Outlook.

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    Create effective meeting requests and announcements.

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    Describe the difference between items that do and do not belong on the calendar.

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    Describe the purpose of appointments that you make with yourself.

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    Describe how e-mail, meetings, and tasks interrelate.

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    Create and maintain an efficient calendar organization system using categories and labels.

    Module 4: Effective Use of Tasks

    This module is based on the recognition that task management is a complex activity about which many schools of thought exist. In the context of Outlook and the approach this course takes focusing on “next actions”, the emphasis will be on generating tasks from incoming e-mail, understanding how to use Outlook categories and contacts as a filtering mechanism. The use of dated and undated tasks to achieve focus on the most important thing that needs to be done to move a particular project forward will be emphasized.

    Topics and Activities

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    How to Use Tasks

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    Walkthrough 1: Creating a Custom View

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    Exercise: Creating and Applying Categories

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    Dated vs. Undated Tasks

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    Walkthrough 2: Creating Tasks

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    Discussion: The Role of Tasks

    After completing this module, students will be able to:

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    Describe the difference between a task and a project.

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    Define and use custom views.

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    Assign categories to tasks and attach contacts.

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    Create task actions by including necessary information.

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    Understand when to use dated and undated tasks.

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    Create tasks.

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    Describe how e-mail messages, calendar items, and tasks flow together in a time- and task-management system.

    Module 5: Setting Up the Outlook Dashboard

    This module shows you how to set up the Outlook Dashboard. The Outlook Dashboard is a custom view, created in Outlook’s Calendar module, which provides immediate access to the calendar, the Task Pad (set to display the day’s tasks) and a view of the mail and folder hierarchy. This module will show you how to construct and customize an Outlook Dashboard that can be adapted to your unique needs and work style.

    Topics and Activities

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    Introduction to the Dashboard

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    Walkthrough: Creating the Dashboard

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    Exercise 1: Using the TaskPad

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    Exercise 2: Configuring the TaskPad

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    Discussion: Outlook as a Time Management Tool

    After completing this module, students will be able to:

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    Create a custom calendar view.

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    Organize access to multiple Outlook resources.

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    Use the TaskPad to create new tasks.

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    Configure the TaskPad display.

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    Use the Outlook Dashboard to access all of your commitments.