1. original email 1:11 pm
DESCRIPTION
One great way to keep your mailbox size down is to remove duplicates using Outlook’s Clean-up conversation feature. The basic idea is to keep only the last email in a thread and delete all the individual emails that made up the thread and are completely contained within the thread. For example: - PowerPoint PPT PresentationTRANSCRIPT
Organization of Email and Tasks
Ways to declutter
• Creating Rules• Clean up tool• Adobe PDF plug-in• Tasks• Not To Do Lists
Rules
Rules
Rules
Rules – Easy version
• Right Clicking on an email– Rules– Create Rule
Will get you to the same place as the ribbon
Clean Up Folder
Clean Up Conversation
• Use the Adobe PDF add-on• Choose either messages or folders
Clean-up conversation feature:
• You can also right click on a folder to clean up all duplicates in that folder• Clean Up Folder option shows up in the menu after you right click • Will scan entire folder and clean up per the settings you have established
Clean-up conversation feature:
• Adjust your settings to make sure you are only deleting the things you want• Hit the “File” tab at the top of your Outlook screen• Then select “Options” and “Mail”• Scroll down to find Conversation Clean Up• Select the rules you wish to apply
Clean-up using Adobe Acrobat Pro:
• Another great way to keep the size of your mailbox down in Outlook is to PDF your emails and save them to a secure drive• You will need Adobe Acrobat Pro to do this • It will be an add-on at the top of your Outlook screen• Right click a folder to convert the entire contents (including SubFolders)
to a PDF portfolio
Clean-up using Adobe Acrobat Pro:
• After hitting the “Convert to Adobe PDF” option, the folder conversion begins• First it asks where you want to save the PDF portfolio• Then a Progress Box pops up• When complete, your PDF file opens
Clean-up using Adobe Acrobat Pro:• Attachments are easy to find and open• Arrows make navigation between emails within the portfolio easy• Each email is a stand-alone PDF and can be opened as such
Option to show all items no matter
which folder they are in or show just the items in the folder
you choose.
Clean-up conversation feature benefits:
• Keeps mail size lower (by removing duplicates)• Improves speed when performing a search in Outlook (fewer items for Outlook
to have to search through to find your search terms)• If you are required to produce documents for a subpoena or MN Data Practice
Act request, there is less for you to have to provide plus the recipient isn’t stuck reading multiple duplicate emails just to get the entire conversation
Adobe Acrobat portfolio benefits:
• Keeps mail size lower (by saving emails to a new location)• Improves speed when performing a search in Outlook (fewer items for Outlook
to have to search through to find your search terms)• Allows you to keep items you may wish to reference at a later date without
bogging down your email space• Search feature in portfolio makes it easy to find the email you are looking for• Ability to open each email as a stand-alone PDF makes for ease in printing or
attaching to a new email at a later date if needed
Not To Do List
• Traditional To Do List• How Do You Prioritize?• Create a Not To Do List• Reasons?• Feel Better at end of day• Sort large list into important/later
Questions or Comments?
• PowerPoint Slides and Handouts can be found• http://web.stcloudstate.edu/gcschrubbe/• HR Training Tuesday• http://
www.stcloudstate.edu/humanresources/training/default.aspx