Managing Your Email040312
Download as PPTX, PDF1 like191 views
This document discusses best practices for managing email. It provides tips on processing emails efficiently such as setting up folders and rules to organize emails. It discusses techniques for handling large volumes of emails like using conversation view. It also covers topics like file sharing, backups, and disaster recovery. CMIT Solutions is introduced as an IT services provider that can assist with email and other technology needs for small businesses.
Managing Your Email040312
- 1. Confidential – © CMIT Solutions, Inc. Managing Your E-mail Or will it manage you!
- 2. Confidential – © CMIT Solutions, Inc.Confidential – © CMIT Solutions, Inc. Agenda • CMIT Solutions • Email Processing Best Practices • Techniques for managing large volumes of email • Tips for filing and finding your saved emails • File Sharing • Disaster Recovery
- 3. Confidential – © CMIT Solutions, Inc.Confidential – © CMIT Solutions, Inc. CMIT Solutions • Technology Department for Hire • IT with some IS • Small Business Specialists • 140 Offices; 800+ employees • Centers of Competency • 24/7/365 services
- 4. Confidential – © CMIT Solutions, Inc.Confidential – © CMIT Solutions, Inc. The Email Processing Process
- 5. Confidential – © CMIT Solutions, Inc.Confidential – © CMIT Solutions, Inc. E-mail Flow • Checking email vs responding to email • Inbox -> working folders -> final destination
- 6. Confidential – © CMIT Solutions, Inc.Confidential – © CMIT Solutions, Inc. Getting Started • Inbox -> working folder or final destination • Checking/Sorting/Triaging vs. Processing • Schedule time for processing email • Delete, Delegate, File, Do • Leave your inbox empty each time
- 7. Confidential – © CMIT Solutions, Inc.Confidential – © CMIT Solutions, Inc. Linda’s Outlook
- 8. Confidential – © CMIT Solutions, Inc.Confidential – © CMIT Solutions, Inc. Inbox -> Working Folders • Outlook Rules • Sort • Conversation View / Ignore • Categories • Follow-up flags • Quick Steps • Delete, Delegate, Do
- 9. Confidential – © CMIT Solutions, Inc.Confidential – © CMIT Solutions, Inc. Working Folders • Later today • Reading • By Friday • Waiting for Response Final Destination • General Archive • On file for 2011 • For Reference - Keep Always • Receipts – Travel • Delete
- 10. Confidential – © CMIT Solutions, Inc.Confidential – © CMIT Solutions, Inc. Managing emails that aren’t deleted • Folders vs. Categories • Follow-up flags • Email -> Task • Email -> Appointment • Archiving • Search Folders • Filters and Views • Search • Template emails • QuickParts
- 11. Confidential – © CMIT Solutions, Inc.Confidential – © CMIT Solutions, Inc. Smartphones
- 12. Confidential – © CMIT Solutions, Inc.Confidential – © CMIT Solutions, Inc. Techniques for managing large volumes of incoming email • Outlook Rules • Conversation View / Ignore • Quick Steps • Signatures • Delegate access • Working with multiple email addresses
- 13. Confidential – © CMIT Solutions, Inc.Confidential – © CMIT Solutions, Inc. Email Processing Best Practices • Viruses • Attachment sizes • Guarding against Hackers • E-mails vs. other media • SPAM • Protection against
- 14. Confidential – © CMIT Solutions, Inc.Confidential – © CMIT Solutions, Inc. Finding Emails • Search • Search Folders • Categories, tags, keywords
- 15. Confidential – © CMIT Solutions, Inc.Confidential – © CMIT Solutions, Inc. Calendars
- 16. Confidential – © CMIT Solutions, Inc.Confidential – © CMIT Solutions, Inc.
- 17. Confidential – © CMIT Solutions, Inc.Confidential – © CMIT Solutions, Inc.
- 18. Confidential – © CMIT Solutions, Inc.Confidential – © CMIT Solutions, Inc. File Sharing
- 19. Confidential – © CMIT Solutions, Inc.Confidential – © CMIT Solutions, Inc. Alternates to email Ways to Share Information • Different kinds of email • Instant Messaging • Tips for discouraging unnecessary email • Out of Office • Transferring large files • Cloud Drives
- 20. Confidential – © CMIT Solutions, Inc.Confidential – © CMIT Solutions, Inc. File Sharing • DropBox • SkyDrive • JungleDisk • iCloud • Picasso • What should you consider before moving data to a cloud drive
- 21. Confidential – © CMIT Solutions, Inc.Confidential – © CMIT Solutions, Inc. Disaster Recovery
- 22. Confidential – © CMIT Solutions, Inc.Confidential – © CMIT Solutions, Inc. Backups • Choose a reputable product • Install by someone that know what they are doing • Monitor for errors daily • Restore test every 6 months or so • Onsite, offsite, disk image
- 23. Confidential – © CMIT Solutions, Inc.Confidential – © CMIT Solutions, Inc. What else besides your electronic information is critical to running your business?
- 24. Confidential – © CMIT Solutions, Inc.Confidential – © CMIT Solutions, Inc. What events do you need a contingency plan for?
- 25. Confidential – © CMIT Solutions, Inc.Confidential – © CMIT Solutions, Inc. Email Clients
- 26. Confidential – © CMIT Solutions, Inc.Confidential – © CMIT Solutions, Inc. Outlook vs. Entourage vs. MacMail • Outlook – all in one program • Entourage calendar, notes, task are separate. Not a bad thing, just different • MacMail good consumer option
- 27. Confidential – © CMIT Solutions, Inc.Confidential – © CMIT Solutions, Inc. Outlook Version Comparison Feature Feature Description Outlook 2010 OWA 2010 SP1 Outlook 2011 Address Book Defaults Allows a default address list (such as Contacts, GAL) to be chosen Yes Yes (Limited) No Autodiscover Compatibility Automatic setup of Exchange account Yes N/A Yes Auto Archive Automatically moves older items to a local PST Yes N/A No Calendar Preview in Meeting Requests Meeting requests show a preview of adjacent or conflicting appointments Yes No Yes Conversation Actions Ignore and Clean Up/Delete buttons Yes Yes No CSV Contacts Import/Export Import/ Export CSV files in a standard format Yes No Yes Distribution Group Management Management of memberships of Exchange Distribution Groups Yes Yes No Distribution Group Expansion Expand DGs before sending to see all members Yes No No Export PST Allow PST files to be created and data exported Yes No No Group Schedule View Combine Multiple Calendars in One View Yes No Yes Import PST Allow PST files to be imported to the mailbox Yes No Yes Integrated E-Mail Archive Online Archive Access Yes Yes No Internet Calendar Sharing/Subscription iCal Calendar Sharing/Server Side Subscription Yes Yes No MailTips Server side mail tips for OOF, Large DG, permissions to send or comments Yes Yes No Feature Feature Description Outlook 2010 OWA 2010 SP1 Outlook 2011 Multiple Exchange Accounts Multiple accounts with different servers or domains Yes No Yes Offline Address Book OAB access and download Yes N/A Yes Outlook Contact Card Photo and Voice Description GAL Photos and UM Name along with availability Yes No No Outlook Social Connector Plugins for Facebook, LinkedIn Yes No No Quick Actions Macros to perform multiple or common actions at once Yes No No Resend Message Resend button allows you to resend an email Yes No Yes (with SP1) Ribbon Interface Office Fluent User Interface Yes No Yes Right-Hand Preview Pane Message preview shown to the right of messages Yes Yes No RSS Aggregator Subscribe to RSS Feeds from Outlook Yes No No Server-side Junk E- mail List Modification of server side junk email allow/block list Yes Yes No Text Messaging through ActiveSync Access and Send Text Messages via compatible WinMo 6.5 Device Yes Yes No Unified Inbox Combined view of Inbox across multiple email accounts. No N/A Yes Voicemail Play On Phone UM play voicemail on phone Yes Yes No Voting Buttons Allows approval of moderated messages or voting on user generated emails. Yes No No
- 28. Confidential – © CMIT Solutions, Inc.Confidential – © CMIT Solutions, Inc. Outlook vs.Gmail • Outlook more robust and flexible for business environments • Outlook easier to manage multiple accounts and signatures • Outlook integrates task, calendars and notes
- 29. Confidential – © CMIT Solutions, Inc.Confidential – © CMIT Solutions, Inc. Resources
- 30. Confidential – © CMIT Solutions, Inc.Confidential – © CMIT Solutions, Inc. Resources • Safari Books • Books – E-Mail Management: Keep Your Inbox Under Control by Nancy Flynn – Dealing with E-Mail by David Brake – Getting Things Done by David Alan • Videos – Control Your Email Inbox by Lars Pind • Internet Sites – www.davidco.com – www.cmitsolutions.com/blog [email protected] www.cmitsolutions.com/stamford
- 31. Confidential – © CMIT Solutions, Inc.Confidential – © CMIT Solutions, Inc. Questions?
Editor's Notes
- #2: make the session interactive; ask the audience before revealing the information Send out a survey ahead to time ask what email software they are running how much time do you spend processing email daily how many average emails do you get daily how many emails do you currently have The information in this presentation is for people that handle 100+ emails a day. It also includes sections on DR Basics and File Sharing. Best to do this with a computer that is running Outlook 2010 and even other email clients to show the audience some of these features.
- #3: Overview (to be used for marketing the event)
- #5: Ask the audience: How many handle less than 100 emails, how many more Ask what email client they are using
- #6: Talking Points The difference between Checking email vs. Processing email vs. Responding to email Checking email glance at it and decide whether you can take quick action (delete) glance at it to see if is needs to be responded to now Processing email Moving from inbox to final destination OR Moving from inbox to a working folder Forward it to someone else (delegate) Responding to email Reply and delete Reply and add to calendar Reply and add a new task for yourself Reply and add move to a working folder
- #7: Checking email steps sorting and deleting (unsubscribe or add a rule) First archive (automate with rules) Act on it if it takes less than 2 minutes File in the Actions folder if takes more than 2 minutes File to Receipt, Tickler, Notes, Reading Materials Folders (add rules)
- #9: Delete – vaporize now vaporize in a week Vaporize in a month Keep on file for a month Keep on file for a year Keep on file forever These are final destination folders Delegate Add a follow-up flag Move to “waiting for a response” folder Outlook Rules for auto processing to working or final folders Use Sort and the new conversation and Ignore view to speed up triage. Use Categories as an alternative to creating final destination folders Quick Steps for repetitive responses, such as “thank you for your resume….”
- #10: More Working Folders that I have Bills to be paid Projects Reference
- #11: Move to less folders, more use of search and catgegories Follow-up flags to schedule when to work on this Option to drag and drop to task but watch that you arent’ letting that get out of control Archiving function and the mailbox and individual folder level
- #12: Smartphones are great for Delete Quick Responses Maybe for moving to working folders Maybe for Filing Maybe for Delegating Anywhere, anytime access to email, calendar, contacts and tasks is a must and is cheep
- #14: Email is discoverable When you must encrypt Hackers-strong passwords Set up time for people you regularly communicate with to avoid emails Checking email is a separate activity from responding Consider Turning off all notifications Use auto-responders to let people know you are changing your email habits Folders Action – things you need to act on Waiting (for) – For other people’s responses Tickler- emails you need at a future date Notes: Things you need to refer to repeatedly Receipts: Online Purchases Archive – all other non-deleted email (consider not adding more folders below this) Reading materials Gmail: use the star instead of an “ACTIONS” folder Use folder names that sort to the top – start with the “@” symbol learn keyboard shortcuts in your email program Gmail Filters = Outlook quicksteps and or rules Outlook – use Categories for ACTIONS,, Use QuickSteps, Favorities to keep you key folder in the order you want to see them Reply if you can’t act in a reasonable amount of time; be honest with yourself
- #20: Different kinds of email – POP3, IMAP, Hosted Exchange
- #25: File corruption Hard drive loss Internet outage Electricity outage Flooding Workstation down Telephone service outage Loss of key staff member Staff is all sick Staff not able to physically get to the office; snow storm Total loss of office Work first on your contingency planning and then move to disaster recovery
- #29: Not a black and white choice: there may be use for both, gmail may be a better choice for personal use Matter of $$ gmail does not require a capital investment or on-going costs but then you have to put up with ads Gmail is harder to integrate with blackberry and other enterprise products http://download.microsoft.com/download/6/8/7/687810D6-76CC-4B7B-AF43-CCEF07CC35D4/Exchange_Google__Email%20Comparison.pdf
- #31: Control Your Email Inbox – Great segment on the phycology behind habitually checking email