EmailSurvivalSkills

Doyouhavetherighttoolsinyourbackpack?

AllSurvivalTipsCompatiblewithMicrosoftOutlook2010&2013By

KarlaBrandauPresident,TimeforResultsRegisteredCorporateCoach

Findarticlesandmoretipsatwww.TimeForResults.comWhileatthesite,signupfortheupcomingInstructionalWebinars.

CopyrightNoticeAllRightsReserved©2015KarlaBrandau.Noportionofthisbookmaybecopied,retransmitted,reposted,duplicated,orotherwiseusedwithouttheexpresswrittenapprovaloftheauthor,exceptbyreviewerswhomayquotebriefexcerptsinconnectionwithareview.

UnitedStateslawsandregulationsarepublicdomainandnotsubjecttocopyright.Anyunauthorizedcopying,reproduction,translation,ordistributionofanypartofthismaterialwithoutpermissionbytheauthorisprohibitedandagainstthelaw.DisclaimerandTermsofUse:Noinformationcontainedinthisbookshouldbeconsideredasfinancial,tax,

orlegaladvice.Yourrelianceuponinformationandcontentobtainedbyyouatorthroughthispublicationissolelyatyourownrisk.Theauthor,KarlaBrandau,assumesnoliabilityorresponsibilityfordamageorinjurytoyou,otherpersons,orpropertyarisingfromanyuseofanyproduct,information,idea,orinstructioncontainedinthecontentorservicesprovidedtoyouthroughthisbook.

Relianceuponinformationcontainedinthismaterialissolelyatthereader'sownrisk.Theauthorshavenofinancialinterestinandreceivenocompensationfrommanufacturersofproductsorwebsitesmentionedinthisbook.Seeallofourarticlesandbooksathttp://www.TimeForResults.com

TableofContentsIntroductionEmailisaMajorFactorSurvivalEquipmentforOutdoorAdventuresEmailSurvivalEquipmentTheRightTool:TheBackpack–MicrosoftOutlookEmailisSturdyFootwearforYourBusinessDay

FillYourMind,JustlikeYouFilltheBackpackBand-AidsandSalveforYourMind(orFirstAidSupplies)StayTruetoYourPriorities:CarryNavigationToolsStopEmail:SunProtectionScanYourInbox:BinocularsEmailEtiquette:RepairKitandToolsClickandDrag:SharpKnifeCustomizeColumnHeadings:

Multi-ToolKnifeInlineComments:SignalingEquipmentOtherHumans:HydrationTohydrateothers,useemailto:WritingClearEmails:IlluminationThereare4stepstoilluminationinyouremail:Don’tHideBehindtheTerminal:FireSearchFunctions:Nylon

CordVotingButtons:InsulationKeyboardShortcuts:NutritionE-ZKeyboardshortcutsfortheOutlookInboxarefeaturedinthetablebelow:StoptheDelugeofEmails:WaterproofOuterwearJointheConversation

IntroductionThenatureofemailhasdramaticallychangedsince1971whenitfirstcameonthescene.Itwentfromanovelwayofcorrespondingtoavarietyofpeopletoamajortoolforcommunicationineverycompanyaroundtheworld.Physicallettersusedtobea

waytokeepintouchwithfamilyandfriendswholivedfaraway,likemyparents.IlefttheminIdahoandmademywaysouthtoAtlanta,Georgiatoseekmyfortune.Unfortunately,emailhasreplacedsendinglettersthroughthemailtolovedones,whichcouldbereadandreread,andthencarefullyfoldedandtuckedawaytobereadagainatafuturedate.

Evenifanemailcontainedsomethingpersonalthatwouldbeappealingtokeep,thethoughtofcuttingdowntreestoprintouttheemailkeepsmostemailsinthecomputerandstoredinanarchivedplacethatisnevertobefoundagain.Ifyouhavelovedoneswhodon’tlikeemailordon’tuseemail,communicationwiththemmaybelimitedtoan

annualChristmascard.However,evenChristmascardsarebeingreplacedbyemailsandelectronicholidaycards.OnaflighttoLosAngeleslastweek,Ioverheardaconversationbetweentwowomen.Thefirstwomansaidshewouldratherhavebeenbornahomesteaderonaranchinthe1800’sthanhavetoopenandansweremail

messages.Thiswomandidnotunderstandthemarvelouspointsaboutemail.Youuseitbecauseyouwant:

1. Speed,notsnailmail.2. Tocommunicatewith

acolleague,employeeorcustomerinacountryontheoppositesideoftheworldduringyourownwakinghours.

3. Tosendamessageto

manydifferentpeoplesimultaneously.Withemail,youcansendanemailtooneor1,000peopleanddeliverthesamemessagetothem.

4. Instantandconstantaccessibilityfromanydeviceyouown.

5. Whenonatightdeadline,youcanworktheweekendand

emailyourfinishedproducttoyourmanagerorteamleaderonSundaynight,andtheywillneverknowbecausetheyhaveitfirstthingMondaymorning;unlessMurphy’sLawprevailsandyourinternetisdown.

Eventhoughthesearevalidreasonsforhavingemail,if

youaretherecipientofhundredsofemailsperday,thenitcantakeonanoppressivenaturethatcausesminordepressionandmajoremotionalblues.Whenyouopenyourinboxandemailsstartdumpingin,questionsracethroughyourmind:HowcanIstoptheavalanche,orthedeluge?HowcanIsurvivethevolumeofworkcontainedinsimple

emails?Can’tSPAMbestopped?HowcanIgetthroughthesebytheendoftheday?HowcanIorganizethem?HowcanIgetthroughtheworkloadwhenseveralemailscontainrequeststhatrequire2-3hoursofwork?Thisbookiswrittentohelpyousurvive21stcenturyemail.Enjoy!

Forwebinarsandin-

housetrainingontimemanagement,goalsetting,procrastination,survivingemailandbalancelifeissues,Visit:http://www.TimeForResults.com

EmailisaMajorFactorEmailisamajorfactorinconductingbusinessincompaniesallovertheworld.Inthisageofinstantaneouselectroniccommunications,businesssimplycouldnotkeepupwiththepaceofinformationthatisexchangedwithoutemail.Thankheavens

itreplacedbusinessletterwritingandfaxes,whichwereheavilyusedinthe20thcentury.Whenyouconsiderreadingandrespondingtoemailsonadailybasis,emailtakesamajorinvestmentofyourtime.Infact,currentstudiesfindthatuptohalfofyourworkinghoursmaybespentplowingthroughemailsorotherformsofelectronic

communicationsuchasinstantmessaging(IM),texts,andcontributingtoconversationsonsocialnetworks.Theprocessoverwhelmsmostpeopleandquitefranklyitputstheminabadmooddaily.Survivalrequiresaparadigmshift,touseawordpopularfordecades.Itrequiresashiftfromrollingyoureyesand

shuttingyourearstothesuckingsoundoflosttimeandtherealizationthatemailSAVESyoutime.Somebusinesstransactionsarecompletedentirelybyemail,eliminatingtheneedforpersonalvisits,savingtimeandgasoline.Emailreducestheirritatinggameoftelephonetagandthetimespentinsocialnicetiesrequiredbyone-on-oneor

face-to-faceinteractions.Notthatbeingpoliteandfriendlyisnotrequiredinanemail,butemailismuchmorestraight-forwardandbottom-lineorientedthanpersonalvisitsorphoneconversations.Emailisatimesaversochangeyourattitudeandusethesurvivaltipsinthisbook.You’llbepleasantlypleasedwiththeresultsifyoudo.Togetherwe’llexamineemail

fromitsupsanddowns,insandouts,andround-abouts.We’llexaminehowcorporatecultureaffectsemailandwhatyoucandotoquicklyprocesstheentireinboxwhileenablingyourselftoreduceyourstressfromthedailydelugeofemail.Moreimportantly,theprinciplesinthisbookwillhelpyousavetimewhenprocessingyourinbox.

SurvivalEquipmentforOutdoorAdventuresAnyoutdooractivity,evenifit’sjusthikingdownaforestpath,requiressafetysteps.Thatwayyoudon’tgetlost,twistanankle,getbittenbyaninsect,orworseasnake.Irememberwalkingdowna

well-troddenpathinawoodedpublicparkonthesouthsideoftheChattahoocheeRiverinAtlanta,Georgia.Iturnedaroundtosaysomethingtomyfriendandwonderedwhyhereyesweresobig.Ihadjustmissedsteppingonawatermoccasinthatwasslitheringaway.Outdooractivitiesareinvigoratingandtheexercise

helpsusburnextrapounds.Seriousoutdooractivitiessuchasbackpacking,biking,kayaking,rafting,andrappellinginadditiontosafetystepsallneedspecialequipmentandgearforsurvival.Forthepurposesofthisemailsurvivalbook,let’ssticktohiking.TosurviveaseveraldayhikeonanymountainousterrainfromtheAppalachian

TrailtotheWesternRockies,youneed:

BackpackSturdyfootwearFirst-aidsuppliesNavigation(mapandcompass)GPSsystemSunprotectionBinocularsRepairkitandtoolsKnifeMulti-toolknifeor

SwissArmyKnifeSignalingequipmentHydrationIllumination(headlamp/flashlight)FireNyloncordInsulationNutritionWaterproofouterwear

EmailSurvivalEquipmentJustasyouneedabackpackloadedwiththerightgearforyourhighadventuresinthewilderness,tosurvivethedelugeofemailyougeteverydayyouwillneedtopackyourbrainwithtechnicalsavvyandtimemanagementprinciples.Thisbookwilldo

both,soIinviteyoutoreadon.

TheRightTool:TheBackpack–MicrosoftOutlookDifferentformsofbackpackshavebeenusedforcenturiestohelphumanscarryheavyloadsofweight.Thebackpackoftodayhasevolvedintoasophisticatedbagwithlimitlesschoicesincolor,fabric,weight,andpockets.Withallofthechoices,itis

importanttoevaluatetheoptionsandpicktherightbackpackforyouroutdooradventurewithcompartmentsforeverypieceofsurvivalgearyouneed.Inasimilarmanner,itisimportanttopicktherighttechnologicaltool,orbackpack,withallthefeaturesyouneedtoquicklyprocessemail.Therearemanyexcellent

choices,butthisinstructionusesMicrosoftOutlookasthetool.Ithasmany‘compartments’forsavingyoutimeandhelpingyoubecomemoreproductive.Thisbookisaboutemail,buttheotherOutlookfolders,Tasks,Contacts,andtheCalendar,arecomplimentarytotheInboxandsimplyaddtoyourproductivity.

EmailisSturdyFootwearforYourBusinessDayAfterpickingtherightbackpackforyouroutdooradventure,thenextpurchaseshouldbesturdyfootwear.Youneedapairofshoesthatarestrong,durable,andbrokenin–notbrandnew.

Whenwewerefirstmarried,myhusbandandIwentonaonedayhikeintheUintaMountains.Beingconcernedaboutmygear,hepurchasedasturdypairofshoesformetowear.Theshoeswerewonderful,buttheywerenotbrokenin.SoonIhadblisters,andwalkingbarefootwasarelief.Afterwearingtheshoesaroundthehouseandgettingthemtomoldtomyfeet,theywereperfectfor

futurehikes.Eventhoughwemaynotliketoadmitit,emailisthebasictoolforbusinesscommunication.Whenitcomestodispensinginformation,itislikesturdyfootwearinyoursurvivalkit.Whileyoumightgroanwhenyouseemessagesfloodingyourinbox,let’srecountthebenefitsthatemailhasprovidedcorporateAmerica.

Beforeemailcommunication,inordertoaskasimplequestionorrequestvacationtime,youhadtoscheduleafewminuteswithyourmanager.Importantdocumentshadtobemailedovernight(costingtimeandmoney)toclientsorotherbranchoffices.Someprojectshadspecificationsthatwerecontinuallychanging.In

somecases,documentswerenotreadytobeshippedbytheovernight-maildeadlineeither.Ifthiswasthecase,thedocumentshadtobefaxed.Sincefaxmachineslackedthelasertechnologythatissoprevalenttoday,thismeantadministrativepersonnelhadtore-typetheinformationfromthefax,formatit,andthensubmitit.Intoday’sworld,allwewouldneedtodoisopenan

emailandattachthedocument.Whileweallknowthatemailtechnologywasnotpresentinthe1970s,manytimesweforgetthatthistechnologywasjustbeginningtocatchonintheearly1990s.Themailandfaxprocesswastimeconsumingandexpensive,butcorporationshadnoalternativeuntilemailcameintothepicture.Nowan

officecanemailanattachment,whichusuallyrequiresnoadditionalformattingortyping.Employeescanfocusonothertasks,ratherthanrework.Someonecansendanimportantpresentationtoaclientwithinafewminutes’timeratherthanovernight.Whenitcomestoemailsurvivaltechniques,emailrepresentssturdyandreliable

footwearforyourbusiness.Itsaveseverypersoninthecompanyprecioustime.

FillYourMind,JustlikeYouFilltheBackpackOnceyouhavepurchasedtherightbackpackandfoundsturdyshoesthatyourfeetlove,youworktofillthebackpackwithjusttherightsuppliesyoupersonallyprefertohelpyousurviveasyouexperienceyourhike.Inasimilarmanner,openingyourdailyemailisanadventure,andyouneedto

fillthebackpackinyourmindwithsurvivaltoolsandtechniques;startingwithfirstaidsupplies.

Band-AidsandSalveforYourMind(orFirstAidSupplies)Oneofthefirstthingstogoinyourbackpackshouldbeafirstaidkit.YouwillneedointmentandBand-Aidsforscratchesandcuts.Howdoesthisrelatetoemail?Emailcandeliverscratchesand

smallcutsalldaylong,whichleaveyouneedingmentalandemotionalband-aids.Whenyoureceiveacryptic,sarcasticordownrightuglyemail,youneedtoapplyagooddoseofmentalandemotionalsuaveandBand-Aids.Thedownsidetoemailistone.Youcan’thearthetoneofsomeone’svoiceandyoucan’tseetheirbodylanguage.

Thismeansyoumayinterpretastatementashurtfulwhenthesendermeantittobefunny.Youmissthehumoroussarcasmbecauseyoudon’thearthetoneandseethebodylanguage.ApplysalveandBand-Aids,andgivethesenderthebenefitofthedoubt.Don’tlettoday’sproductivitybestoppedbynegativethoughtsaboutthesenderanddon’t

spendtimecalculatinghowtogetevenwiththem.

StayTruetoYourPriorities:CarryNavigationToolsYoumaynotmakeitbacktoyourstartingpointunlessyoucarrywithyouandknowhowtousenavigationtools;amap,compassand/orGPSsystem.Thisgraphrepresentsyour

navigationsystemormapthroughemail.Thenextpointswilldiscussthesesteps.

Tip:‘Easy–Doit’meansemailsyoucananswerwithin5minutes.Thecompassyoucarrywithyouisconsideredanavigationtool,butithasanotherpurpose.Acompasspointstotruenorth.Whenitcomestoemail,thecompassrepresentssavvyprioritizingoftheworkcontainedinthe

message.Truenorthmeansthatasyouprioritize,youstaytruetoyourcommitmentsandtheplansyouhavemadefortheday,weekandmonth.

StopEmail:SunProtectionUnlessyouplanonhikingindenseforestryeveryhouroftheday,you’llneedsunburnandeventuallyskincancerprevention;sunglasses,sunscreenandahatwithawidebrimareallrecommended.

Protectionfromthebrightlightofthesun,orprevention,inemailtermsmeansyoukeepemailfromeverenteringyourinboxinthefirstplace.Herearesometips:

1. InstallSPAMfilters.Ifyouworkinalargecorporation,theyprobablyhaveagoodfirewall.Googlehasgoodfiltersontheir

Gmailaccounts.MicrosoftOutlookhasatrustcenterwithafewsettingsthathelpdissuadespam.Ifyouareanentrepreneurorworkinasmallstartup,thenwebhostingservicesofferSPAMfiltersatextremelyreasonablerates.

2. Thinktwicebefore

yousignupfornewsletterscontaining“Can’tlivewithoutinformation”whenyouareresearching,learningorjusthavingfunonline.Myexperienceisthatgivingupyouremailaddressmakesemailsproliferatelikebreedinggerbils.Oneoptionistohaveanemaildesignated

specificallyforonlineinformation.Keepitseparateanddistinctfromyourprofessionalorpersonalemail.Forinstance,youcouldhaveaGmailaccountthatisanonymous,suchasSillyFrog@gmail.com.Usethisforalldownloadsofnon-pertinentinformation.

3. AtechnicalwaytostopemailsfromenteringyourInboxrelatestothephilosophythatyouhaveaboutyourInbox.Isitalibrary?Meaning,youhavenoproblemwithacouplethousandormoreemailsinyourInbox.Or,doyougethivesifyouquitworkandstillhave10or20emails

toprocess?Ifyouarethelatter,IrecommendusingtheOutlookRulesWizardtoautomaticallyrouteemailstospecificfolders.

UsingtheRulesWizard,youcanrouteemailsforprojects,fromspecificpeopleorfromcompanydepartmentstofolderswheretheysafelywaitforyoutoopenandprocess

them.AperfectexampleisaroutineemailfromHumanResources.Youneedtheinformation,butnotinyourproductivemode,whichishoursduringyourworkdaythatyouarefocusingandpushingoutwork.SettheRulesWizardtoautomaticallyroutetheHRemailstoafolderthatyoucancheckatyourownleisure.

Thesetipswillhelpyoupreventtheslowsunburnof

emailsthatmayhavesomevalue,butarenotimportanttoyourdailyproductivity.

ScanYourInbox:BinocularsBinocularshelpyouseewhatisonthenexthillordowninthevalley,orhowclosethatbigbrownbearistoyou.Theyscanthehorizonforpotentialdangersandhelpyouchooseasafertrail.Whenitcomestoemail,

binocularsstandforscanningtheinboxfortheeasystufftocompleteorignore,likethepleasantgoodnewsemailsandthepotentialtimebombsthatareabouttogooff.Scanningyourinboxisthefirstthingyoushoulddobeforeyoustartprocessingemailsbecauseyoucouldspendtwohourshandlingthemostrecentemailsthathaveenteredyourinboxandthen

shutyourcomputerdownbeforediscoveringanurgentemailfromyourmanagerthatwasthefirstinyourInboxat7:00A.M.,whichreads,“Needreplyby8:30A.M.”Oops…Emailsthatcatchourattentionandweopenfirstoftenhavenothingtodowiththeworkweneedtocompletefortheday.Forinstance,youhadahealthcheckupwith

yourdoctorandyouseeanemailfromhernursewiththesubjectline“BloodWork.”Howfarwouldthisemailthrowyourdayoff?Wejustreceivedtheresultsonyourbloodworkfromyourappointmentyesterdayafternoonandeverythingseemstocheckoutasnormal.However,insteadofgivingyouyourroutinetetanusshot,weinjectedyouwithradioactivespiderblood.

Now,youshouldbejustfine.Thisisaprettycommonmistakeamongsthospitals.However,justtobeonthesafeside,ifyounoticeanynewabilities(beingabletoclimbwalls,beingabletoshootspiderwebs,havinganewspideysense)thengoaheadandgiveusacallbacksowecansetupanappointmentforyou.Thanks,DaisyRichardson,ChiefExecutiveNurse

Thisnonsenseemailmakesthepointthatyouopenmessagesthatraiseemotionsandthrowyourfocusoffinmanyways.Ifthiswerealegitimateemailaboutyourbloodwork,youwouldnaturallybedistractedforgoodreason.However,wespendtimeinamyriadofemailsthathavelittletodowithourprioritizedtasklist.Emailsfromfriends–especiallyiftheycontain

officegossip–areprimeculpritsoflostproductivity.Tokeepproductivityhigh,scanthroughyouremailsasifyouarelookingatthemwithbinoculars.Evaluatetheirimportance.Sortthembysenderorbysubjectline.Havethereadingpaneopensoyougetasenseofwhatisneeded.Iftheemailisofhighimportance,markitasunreadorflagitforquickreference.

Onceyouarefinishedscanningyournewemails,youcanbeginprocessing.

EmailEtiquette:RepairKitandToolsWhoknowswhatyouwillneedtorepaironthetrail,sokeepafewtoolsinyourbackpacktofixpuncturesinmattressesorbiketires,tearsinyourbackpackortent,ortosharpenyourknife.Notknowingwhatyouwill

havetorepaironthetrail,Irecommendcarryingducttape.Oneexperiencedcampertoldmehewrapsafewpiecesofducttapearoundhiswaterbottlesoitisimmediatelyreadyincaseofanemergency.Hecallsitpartofhispoorman’srepairkit.Asrepairandtoolsrelatetoemail,itismuchbettertouseproperemailetiquetteasatoolforsuccessthantodo

repairs.Properetiquetteincludes:

Runningaspellcheckbeforeyousendtheemail,anddon’tforgetthesubjectline.Itneedstobespellcheckedaswell.Oneemailsubjectlinewassupposedtoread“PublicHearingat2:00”butread

“PubicHearingat2:00.”Checkingthecontextbeforeyoupush‘send.’AnemailIreceivedhadstated:“Youremailpoopedbacktome”insteadof“Youremailpoppedbacktome.”Besuretoreadthroughyourmessage,analyzing

themeaningconveyedtothereaderandtofindmiscuesthatspellcheckwon’tcatch.Returningaquickemailtothesenderifyoucannotcompletetherequestinatimelymanner.Itwillreducetensionbetweenyouandthesenderif

youletthesenderknowwhenyoucancompletethetask.

Examplesofhardthingstorepairare:

Using‘ReplytoAll’andCCforegoreasons,hopingyouwillgetkudosforwhatyoudid.SendingaBCCtosomeonewhoopensit,butdoesn’t

realizesheisBCCandthenrepliestoall.WritingINALLCAPSUNLESSYOUREALLYMEANTOYELLATTHEPERSON.Usingemoticonsasanattemptforhumorortolightenthemoodinsteadoflookingfor

descriptivewords.Makingeveryemailsubjectlineread:HighPriority!MustRespondImmediately–andthentheyfindoutyouwereonlycryingwolf.Youwilldesensitizethereadersandtheymayroutinelyskipyouremails.

Usetheappropriateemailtoolsandetiquetteandavoidtherepairkit.

ClickandDrag:SharpKnifeEventhoughaknifecouldtechnicallyfallunder‘RepairKitandTools,’Ibelieveitneedsaseparatementionbecauseagoodsharpknifeiscriticalforoutdoorsurvival.Theknifecutsrope,sharpenssmallbranchesintospears(orsticksforroasting

marshmallows),helpscutbranchesformakinganemergencyshelterandprovidesboredomreliefinamyriadofways.Asharpknifeisbetterthanadullknife,sobesuretoaddaknifesharpenertoyourrepairkit.TwospecificMicrosoftOutlookInboxfeaturescansharpenyourproductivityandsaveyoutime.Bothareclick

anddragtechniques,onetotheCalendarandonetoTasks.Thefirstfeatureisclickanddragtothecalendar.WhenyoulookatyourInboxandareinthepre-assessmentorscanningmodewithyourbinocularsandyouseeanemailcontainingataskthatisURGENTandhasadeadlineneedingaquickturnaround,clickonthatemailanddragit

toyourcalendar.Acalendaritemwillopen.Fillintheinformationcompletelywiththedateandtimeslotofwhenyouplanoncompletingthetask.Itnowbecomespartofyourworkflowonaspecificdate.Yourmindisatrestbecauseyouknowthetaskisscheduledandwillnotbeforgotten.Asyouscanthroughyouremails,undoubtedly,youwill

findonethathasaonesentencesimplerequestbutwilltakeyouupto10hourstocomplete.Anexampleis,“Brandon,findahotelfortheannualplanningretreatandmakesuregolfisconvenient.”ClickonthisemailanddragitintotheTasksfolder.IntheTasksfolder,youcanorganizeit,plantheexecution,execute,andsend

thenecessaryinformationbacktotherequester.Thesetwoclick-and-dragtechniquesworklikeasharpknifetohelpyoutakecontrolofthethunderstormofemailenteringyourInboxonadailybasis.Asmentionedabove,asharpknifeisusedforcutting.Cuttingisavaluableemailtoolasyoucan:

Cutthefluff.

Cutthecontentbyaddressingonetopicperemail.Cutthetimethereceivertakestoreadtheemailbyusingbulletpointsandnumberedlists.Cutthenumberofemailsyoureturn.Sometimesareturnemailwithonlya“ThankYou”is

unnecessary.Thesetipswillcutthetimeyouspendperemail.

CustomizeColumnHeadings:Multi-ToolKnifeAnothertoolinyourRepairKitthatneedsaseparatecategoryisthemulti-toolknife.ASwissArmyKnifeisanexcellentexampleofa“musthave”multi-toolknifeforyourbackpack.Withit

youhaveawirestripper,corkscrew,bottleopener,screwdriver,scissors,tweezersandatoothpick–tonamejustsomeofthemostimportantfeaturesofthemulti-toolknife.Inasimilarfashion,likeaSwissArmyKnife,MicrosoftOutlookhasmanyoptionsortoolstohelpyouorganizeandprocessanamazingarrayofinformationifyouknowhow

tomanipulatethetool.Forinstance,thecolumnheadingsareagoodplacetotakeadvantageofthetoolsthattheInboxoffers.StandardInboxheadingsincludetheIcon,From,Subject,ReceivedandFlagStatus.FlagStatusisconstantandcannotberemoved,butyoucanaddmoretoolstothecolumnheadings.Additionalinformational

headingsyoumaylikeorneedareCC,BCC,AttachmentsHighPriority,andSize.ToaddtheadditionalcolumnheadingstotheInbox,followthesesimplesteps:

ClickontheViewTabMovetotheArrangementGroupandchoose“AddColumns.”

Theboxbelowwillappear.Whateverinformationyouneedtosee,highlighttheheadingandclick“Add.”Itwillbeaddedtothecolumnheadingsandinformationwillmagicallyappear.Movethedesiredcolumnheadings

fromtheAvailablecolumnsdialogboxonthelefttothedialogboxontherightthatsays“Showthesecolumnsinthisorder.”

Noticeyoucanhighlightacolumnandmoveitupordowninthelist.Youmayalsoremoveanunwantedcolumn.

InlineComments:SignalingEquipmentSometimestheunthinkablehappenswhenyouareinthewilderness;yougetdisorientedandwonderwhereyouare.Youmightevengetlost,whichmakessignalingequipmentcriticaltoyoursurvival.Signalingequipmentincludesamirrorthatreflects

sunlightandworkslikeabeaconpointingrighttoyourlocation,orawhistletoaudiblytellsearcherswhereyouarelocated.TheOutlookemailfeaturethatcorrespondstosignalingequipmentisRepliesandForwards,previouslycalledInlineComments.Inmyopinion,Inlinecommentsdescribetheprocess.Inlinecommentsareuseful

whenyoureceiveaproblematicemailthatisseveralparagraphslong,andcontainsmanyquestionsandiswritteninrun-onsentences.Toenableinlinecomments,followtheseinstructions:

GototheFileTabClickonOptionsClickonMailScrolldowntoRepliesandForwards

Clickthecheckboxfor“Prefacecommentswith”TypeyournameintheboxClick‘Ok’

Opentheproblematicemailandhitreply.Moveyourcursortoapointinthereplywhereyoucanintelligentlycomment.Assoonasyoustarttotype,yournamewillbeinsertedwithyour

comments.InlineCommentssendsoutasignalthatyouhaveanopinionorananswerforthepersonaskingforyourexpertiseandtellsthemyourexactlocation.

OtherHumans:HydrationLiveSciencesays,“Youcanlive3minuteswithoutairand3hourswithoutshelterinaharshenvironment,suchasasnowstorm.Butafter3days,you’llneedwateroryou’llperish.”Foryouroutdooradventure,packplentyofwaterorsomekindofwater

purificationtabletsorfilters.Stayhydratedasyouhike.Howdoesthisapplytoemail?Justasyoucan’tlivewithoutwater,youcan’tlivewithoutotherhumans.Thereasonwebandtogetherincompaniesistoshareourstrengthsandexpertisesoeveryonecanbenefit.Notonlydoyousharetheworkloadandproducemoretogether,butteammembers

willkeepyou“hydrated,”meaningtheycanencourageyou,mentoryouandattimescoverforyourlimitations.Encouragementorhydratingothersshouldbeatwo-waystreet.Takeeveryopportunitytoreassureandcheerotherson,coveringfortheirweaknesseswheneverpossible.DaveThomas,founderofWendy’sstated,“Supportis

theboostyoucangivesomeonewhocanhelphimselfbutwhoneedsapartnertoopenawindoworpushasidearoadblock.”

Tohydrateothers,useemailto:

Rememberbirthdayswitha“HappyBirthday”wish.Reassureothers.Ifyourteamisstrugglingtofinishaprojectbythedeadline,youmightsendastimulatingmessagetothemurgingoptimism

thattheycanfinishbythedeadline.Thismessagemaywork:“Apessimistisonewhomakesdifficultiesofhisopportunitiesandanoptimistisonewhomakesopportunitiesofhisdifficulties.”~HarryS.TrumanAddaninspirationalmessagetoyour

signature.Oneofmyfriendsplacedthisimportantquoteafterhersignature:"Leadershipisbasedoninspiration,notdomination;oncooperation,notintimidation."~WilliamArthurWood

Onemoretipabouthydration:Keepthewater

pure.Filteroutdebrisinemailconversationsbecausetherearealwaysstatementsthatcouldbetakenthewrongway.Givethesenderrespectandesteem.Ifyoudo,hydrationwillbeatruetwo-waystreet.

WritingClearEmails:IlluminationExcellentilluminationiscriticalforanovernightouting.Whenthesungoesdownyouwillneednotonlyafire,butalantern,flashlightorheadlamp.Illuminationappliestothewritingaspectsofemail.You

illuminateyourreaderinavarietyofways.Excellentilluminationinyouremailmakesthemessageeasytounderstand,andeasytowritearesponsetoandsendback.

Thereare4stepstoilluminationinyouremail:

1. Writeagreatsubjectlinethatsummarizesthecontentoftheemail.Considerthedifferenceintheseheadlines:

“Urgent–ReadNow”Vs.“EmailAccountsShutDownonthe1stifNoResponsetothis

Email”

Whichwouldyouopenandquicklyreplytowiththerequestedinformation?Thesecondsubjectline,ofcourse.

2. Writeyouremailsothebottomline–yourrequest–ispositionedinthesubjectline

and/orthefirstlineofyouremail.Tocorrespondtothesubjectlineabove,yourfirstlinewouldsay,“Inordertocomplywithnewcompanyemailguidelines,weneedyoutorespondbythe1stwiththefollowinginformation.Failuretodosowillresultinyouraccountbeing

suspended.”

Inyourfollowingparagraphsyoucanlisttheinformationneededandexplainmoreaboutthenewpolicies.

3. Organizeyourmessageinshort,easy-to-readsentences.Norunonsentencesorworse

yet,runonparagraphs!

4. Usebulletpointsornumberedlistswhichmaketheinformationeasytograsp.Forabusypersonscanningthroughahundredemails,easytoreadmeanseasytounderstandandreturn.

Followingthesesimplesuggestionsofillumination

willhelpyourreaderquicklycomprehendwhatyouneedandwillensureafasterresponsefromthem.Peoplewillactuallyreadyouremails.

Needabusiness/emailwritingclassatyourcompany?Clickhereforinformationonbookingoneofthe

“TimeforResults”experts.

Don’tHideBehindtheTerminal:FireNoonewouldgoonanoutdooradventurewithoutawaytostartacampfire.JusttobeonthesafesideIwouldpackregularmatches,waterproofmatchesinawaterproofcontainer–andsomethingtostrikethematchwith–andanentirepackage

ofcigarettelighters,justincaseweneededabonfire.Withoutrealizingit,emailcanbecomeabonfireifyousendmessageswritteninanger,criticizinganemployee,rejectinganidea,givinganundesirableemployeeperformancerevieworcontainingcountlessothernegativestatementsyoumaynothaveutteredifyouhadbeenface-

to-face.Don’thidebehindtheterminal.Emailbonfiresarealsocausedbecauseofimpreciseinterpretations.Thereadercannotseethetwinkleinyoureyeifyouaregentlyteasingorcatchasarcastictoneofvoice.Ifthesenuancesarenotclear,humannaturemakesusassumetheworst.Toreducethefrustrationyou

feelinside,goaheadandwriteanangryretortyoufeelthesenderdeserves–thendeleteit!Inpastdecadeswewouldsaytowriteitandthrowitinthefire.Toavoidemailbonfires,nevertrytomanageemployeesbyemail.Resolvethisverymomenttonevercommunicatesensitive,emotionladenmessagesbyemail.Pickupthephoneand

havearealconversationormakeanappointmentandwalkintotheiroffice.Neverhaveasensitiveconversationinthehallwayorthebreakroom.Sensitiveandemotionalconversationsneedtobehadface-to-facesoyoucanreadthebodylanguage,listentothetoneofvoiceandlookintotheeyes.Onlyinaperson-to-person

conversationdoyoucomprehendtheentirestory.Whenyoureadtheireyes,youcantellifthereiscriticalinformationtheyhavenotshared.Onceyouhavetheentirestory,youhavetheluxuryofnegotiatingoptionsandworkingforasolutionthatsatisfiesbothparties.StephenR.Coveyisfamousforurgingustolookforwin/windecisions.

Beupfront.Behonest.Betransparentandusethesetipstoavoidemailbonfires.You’llbegladyoudidbecausebonfirescanquicklyuseupallthehydrationandgoodthatyouspentyearscreating.

SearchFunctions:NylonCordLikeDucttape,therearemanyusesforastrongnyloncordonyouroutdooradventure.Itcanhoistfoodupatreetokeepitawayfromwildlife,helpyoubuildanemergencyshelter,lashpolestogetherandevenhelpmakeasplintforbrokenbones.It

tethersyoutosafetyinmanyways.Thesearchfunctionsinemailservethesamepurpose:theytetheryoutoimportantinformationwithoutwhichyoumaybefanaticallycirclingwhilelookingforthereturnpath.Asyoucircle,yourealizethatyou’veseenthatsameoaktreewith“TreylovesJenny”carvedinitatleast5times.Needingvital

informationthatyouknowyoustoredsomewherecansetyourentirebodyincommotion.ThesearchfunctionsinOutlook,likeanyloncord,tetheryoutovitalinformationforquickretrieval.HerearesomewaysyoucansearchinMicrosoftOutlook:

1. Enterasearchtermintothe‘SearchInbox’dialogbox,and

thenanyemailcontainingyoursearchtermwillbefound.

2. SearchtheInboxbyclickingonanycolumnheading:Attachment,From,Subject,ReceivedorFlagStatus.TheInboxwillautomaticallysortbythatcolumnheading.

3. Highlightaperson’s

emailandthenclickthe‘From’columnheading.Allemailsfromthatpersonwillbegroupedtogether.

SubfoldersintheInboxarecriticalforretrievinginformation.Someuserswillsetsubfoldersforeachmonthorperhapseachyear.Othersarchivebythenameofthepersonwhileothersstillarchivebytheprojectnumber

orname.Chooseasystemthatworksbestforyouandyourworkhabits.

TIP:Everwonderwhattodowiththosemiscellaneousemailsthatcanseemtofindahomeinasubfolderbypersonorproject?Createanarchivefolderthenpullall

homelessemailsthathavenotbeendeletedintothisarchivefoldernamed“Miscellaneous”or“Homeless.”ThisisbrilliantbecauseallthesearchfunctionsjustdescribedforyourmainInboxstillwork

perfectlyinthearchivefolderandyouhavenothadtodotheemotionalworkofdecidingwhattodowiththeemailorwheretostoreit.Usethesetipsandyourinformationwillbeforevertetheredtoaplaceeasytofind.

VotingButtons:InsulationYouwillwanttoensurethatyouwillbeinsulatedagainstthecold.Asroominyourbackpackpermits,loaditwithanextrasetofclothing,anextrasweatertoincreasewarmlayers,abeanie,handwarmers,andacozysleepingbag.

AlittleknownfeatureofOutlookprovidesinsulationfromcoldstaresandfrigidattitudesfromco-workers.ThisfeatureisVotingButtons.VotingButtonsmakeiteasytoincludeco-workersinthedecision-makingprocessandinsulatesyouagainstmovingforwardwithoutconsensusormakingadecisionwithouttheproperinformationoranopinionfromeachpersoninvolved.

Whenyouusevotingbuttons,yousendoutanemailthataskstherecipientstovoteontwoormoreoptions.Whentheysendbacktheirresponses,Outlooktalliesthevotesforyouthusallowingyoutomoveforwardinconfidencethatotherpeoplehavehadavoiceandwillsupportthedecision.TouseVotingButtons,followthesedirections:

Openanewemail.Typeyoursubjectlineandmessage.MovetotheOptionsTab.Choose“UseVotingButtons”fromtheTrackingGroup.DecideifyourrequestisApprove;Reject|Yes;No|Yes;No;Maybe.Clickyourchoice

andamessagewillappearatthetopofyouremailthatstates,“Youhaveaddedvotingbuttonstothismessage.”Whentherecipientsreceiveyourmessagetheycanvote.Asthemessagesarereturned,theyare

automaticallytalliedforyou.

TIP:ThedefaultisApprove;Reject|Yes;No|Yes;No;Maybe.Itiseasytoputinyourownvotingcriteria.Forinstance,ifyouwantinputonwheretoholdRalph’s

retirementdinner,clickon“UseVotingButtons”andchooseCustom.Whenthedialogboxopens,Approve;Rejectwillbehighlighted.Merelytypeinyourownchoicessuchas

Chili’s;OutbackSteakhouse;RedLobster.CAUTION:YouMUSTtypeasemicolon(;)betweeneachchoiceortheVotingButtonswillnotwork.

KeyboardShortcuts:NutritionSeasonedhikerspackdehydratedfoodbecauseitdoesn’tweighdownthebackpackandpermitsthemtoprogressonthehikeatamorerapidpacethancarryingheavyfoodwouldpermit.Whenwaterisaddedtodehydratedfood,youget

filledupfaster.Keyboardshortcutsaresimilartodehydratedfood;theyareeasytouseandincreasethespeedatwhichyoucanmovebetweenoptions.Youwon’tgetweigheddownwithwaittimesasyoumoveaboutinyourInbox.

E-ZKeyboardshortcutsfortheOutlookInboxarefeaturedinthetablebelow:

DesiredAction

KeyboardShortcut

Movefromanotherfolder(Calendar,Contacts,Tasks)totheInbox

Ctrl+1

MovebetweenmessageswhileintheInbox

ArrowdownorArrowup,dependingonthedirectionyouwanttomove

CreateanewmessagewhileintheInbox

Ctrl+n

Createanew

Ctrl+Shift+m

messagewheninanotherfolder(Calendar,Contacts,Tasks)GotoInbox(ifinDrafts,Sent,Archive,etc.)

Ctrl+Shift+i

GotoOutbox(ifinInbox,Sent,Archive,etc.)

Ctrl+Shift+o

Returntopreviousview

Alt+ArrowLeft

Wheninthenavigationpane,move

ArrowUporArrowDowndependingonthedirection

upordowntodesiredfolder

youwanttonavigate.Pressspaceorentertoselectthefolder.

AddaCustomReminderFlagtoyourmessage

Ctrl+Shift+g

Inanopen UsetheTAB

message,movebetweentheTO,Cc,SubjectandtheMessageBody

key

Givethematryandseeifyoulikethedehydratedfoodofshortcutsandwhattheycandoforyourproductivity.

StoptheDelugeofEmails:WaterproofOuterwearIhatebeingwetandcold,sowaterproofouterwearisamustformybackpack.Withthestrategiesinthisbook,Ihavegivenyoumanyideasforwaterproofingyourdayfromacontinuousdeluge

ofemails.Ifyouimplementtheseideas,theywillbecomeyourwaterproofouterwear.TheywillkeepyouwarmanddrywhenthestormsofyourworkdayhitintheformofadelugeofrequestsinyourInbox.Let’sreviewyourWaterproofOuterwear.

1. Picktherightbackpackortool.

2. Acceptthefactthat

emailisyoursturdyfootwearorthefoundationofworkcommunication.

3. UsesalveandBand-aidsfromyourfirstaidkittohealyourattitudeaboutemail.TheInboxisaneasyaccesstasklist.

4. Followthegraphprovidedinthisbookbecauseitisyour

navigationsystemforprocessingemail.

5. Justasyoupreventsunburn,preventemailsfromenteringyourInbox.

6. Useyour‘binoculars’andscanyourInboxbeforeyoustarttoprocess.

7. Rememberproperemailetiquette,sothatyoudon’tneeda

repairkit.8. Justlikeaknifein

yourbackpackcutsthroughthetoughstuff,useclick-and-dragtechniquestoputthetoughstuffthatentersyourInboxintherightplace.Ifyoucan’tdoitrightthen,clickonitanddragittotheCalendarorTasks.

9. MakeyourInboxcolumnheadingsamulti-toolknife;customizethemtoshowtheexactinformationyouneeddisplayed.

10. Yoursignalingequipmentinemailis‘InlineComments.’Itdrawsthereader’sattentiontothelocationofyourreply

commentsanddirections.

11. Cultivatinghealthyworkrelationshipsishydrationforyourworkefforts.

12. Writinggoodsubjectlinesprovidesilluminationandencouragespeopletoopen,read,andactonyouremailrequests.

13. Useperson-to-person

communicationtoavoidsettingafirewithanegativeemail.

14. Learntousethesearchfunctionsandyou’llstaytetheredtoyourinformationjustasanyloncordisusedasasafetytooltotetheranythingyouwant.

15. Votingbuttonsprovideinsulationfrom“Nobodyaskedmemy

opinion!”comments.16. Justlikedehydrated

food,keyboardshortcutsareeasy-to-use,whilesatisfyingyourneedforspeed.

Justlikecozyingdowninyoursleepingbagafteralongday,cozyuptothesefeaturesandthenletmeknowhowtheyhavehelpedyousurvivethedailydelugeofemail.Onelastthingyoumight

wanttoinclude:insectrepellant!Usethesetechniquesandyouwon’tbetheinsectthatrepelsothersaway.

JointheConversationOneofthemiraclesofthisdecadeistheamazingamountoflearningthatcantakeplaceinconversationsontheweb.Joinintheconversationinyourchoiceofcommunicationtools:Twitter:@theoutlooklady

Website:http://www.TimeForResults.comEmail:mailto:Karla@karlabrandau.com