I n t e g r i t y - S e r v i c e - E x c e l l e n c e

59th Medical Wing

1

Work Nerdier, Not Harder

Maj G. Shane Hendricks59th Laboratory Squadron

25 March 2010Version #1

I n t e g r i t y - S e r v i c e - E x c e l l e n c e

Work Nerdier, Not Harder

2

2

I n t e g r i t y - S e r v i c e - E x c e l l e n c e

Foreword

3

Throw out the manual?

Going beyond email

Your “virtual” office

Organize your office

Find stuff in your office

5I n t e g r i t y - S e r v i c e - E x c e l l e n c e

Matrix Runs on Windows

6I n t e g r i t y - S e r v i c e - E x c e l l e n c e

Matrix Runs on Windows

I n t e g r i t y - S e r v i c e - E x c e l l e n c e

Office Paperclip Guy

4

I n t e g r i t y - S e r v i c e - E x c e l l e n c e

It Looks Like You’re Trying To...

5

I n t e g r i t y - S e r v i c e - E x c e l l e n c e

Email Clients

What’s a client?

TRILAB

CHCS

Other examples: FTP, Facebook, Myspace, Twitter, etc.

6

I n t e g r i t y - S e r v i c e - E x c e l l e n c e

MS Outlook

More than a client

Few get full benefit

Electronic “Day Planner”

Virtual office desktop

7

I n t e g r i t y - S e r v i c e - E x c e l l e n c e 8

What Version?

8

I n t e g r i t y - S e r v i c e - E x c e l l e n c e

Here vs. There

Microsoft Exchange Server (MES)

INBOX – where is it?

“Mailbox exceeded size limit!”

Change “where” mail goes?

9

9

I n t e g r i t y - S e r v i c e - E x c e l l e n c e

Stuff in your “Office”

14

Real Office MS Outlook

Mail Mail

Rolodex Contacts

Calendar Calendar

To-Do List Tasks

Notebook Journal

Sticky notes Notes

Files Folders

21I n t e g r i t y - S e r v i c e - E x c e l l e n c e

Contacts

Virtual business cards

Global vs. Local

Advantages: Easy Import/Export Multiple

addresses/numbers Distribution Lists Easy search Multiple views Email your vCard

Disadvantages: Not many

23I n t e g r i t y - S e r v i c e - E x c e l l e n c e

Calendar

Most important after email

Advantages: Set appointments Invite others Set alarms/reminders Multiple views Archive appointments

DMHRSi/MEPRS

Disadvantages: Tough to transport Difficult to export

26I n t e g r i t y - S e r v i c e - E x c e l l e n c e

Reminder Window

28I n t e g r i t y - S e r v i c e - E x c e l l e n c e

Custom Flag Window

33I n t e g r i t y - S e r v i c e - E x c e l l e n c e

Tasks

To-Do Lists

Flag Items/Set Priorities

Categorize

Set Due Dates/Reminders

35I n t e g r i t y - S e r v i c e - E x c e l l e n c e

Journal

Outlook strength: “Paper trail”

Phone calls, conversations?

Drag items to journal icon Emails Notes Calendar Events Etc.

Make annotations

38I n t e g r i t y - S e r v i c e - E x c e l l e n c e

Notes

Digital “Sticky Pads”

Avoid clutter/misplacement

Generate Emails, Appointments, Tasks, etc.

Use Categories

Archivable

Little tidbits to remember

Print quickly/easily

41I n t e g r i t y - S e r v i c e - E x c e l l e n c e

Getting Organized

Set up “filing cabinets” Backing up

Set up your “desk” Navigation Pane

Categories

Groups

Favorites

Follow-up Flags

Advanced Out-of-Office

I n t e g r i t y - S e r v i c e - E x c e l l e n c e

Filing Cabinets

Deliver mail to “Default”

10

10

I n t e g r i t y - S e r v i c e - E x c e l l e n c e

PST Files

“Filing cabinets”

“Personal Storage Table” “MyOffice.pst”

Database files on hard drive

Same as on MES

12

I n t e g r i t y - S e r v i c e - E x c e l l e n c e

Advantages/Disadvantages

PST Advantages Deliver here, not there Speed Size > MES allotment Backup

PST Disadvantages Not remotely available Size limitations You lose it, you lose it

13

I n t e g r i t y - S e r v i c e - E x c e l l e n c e

Filing Cabinets

10

How to organize PST contents: Create folders Hierarchy makes sense?

47I n t e g r i t y - S e r v i c e - E x c e l l e n c e

When PSTs Get Too Big...

Old versus New Format

Archive, if necessary

Create new PST file

48I n t e g r i t y - S e r v i c e - E x c e l l e n c e

Old vs. New

Select top option <= 20 GB

Avoid “97-2002” <= 2 GB

I n t e g r i t y - S e r v i c e - E x c e l l e n c e

Take Me With You

Burning PST files

Need to: Clean up Compact Close Outlook Burn

11

54I n t e g r i t y - S e r v i c e - E x c e l l e n c e

Clean Up First

58I n t e g r i t y - S e r v i c e - E x c e l l e n c e

Compacting PST

Compaction = reclamation

Right-click on PST in folder list Properties

Click Advanced

59I n t e g r i t y - S e r v i c e - E x c e l l e n c e

Compacting PST

“Compact Now”

Be patient

11

61I n t e g r i t y - S e r v i c e - E x c e l l e n c e

Set Up Your “Desk”

63I n t e g r i t y - S e r v i c e - E x c e l l e n c e

Categories

66I n t e g r i t y - S e r v i c e - E x c e l l e n c e

Favorite Folders

Shortcuts to “buried” folders

Link to several PSTs

Drag to Favorites

68I n t e g r i t y - S e r v i c e - E x c e l l e n c e

Advanced Out-of-Office

I n t e g r i t y - S e r v i c e - E x c e l l e n c e

Finding Stuff

15

Multiple PSTs Search essential

Old-fashioned “folder” method

Group-by field

Search/Query Builds

Advanced search

I n t e g r i t y - S e r v i c e - E x c e l l e n c e

Conclusion

17

Documentation

More than Email

Outlook Components

Organization Tips

Searching Tips

Questions?