Confidential – © CMIT Solutions, Inc.
Managing Your E-mailOr will it manage you!
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
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
Confidential – © CMIT Solutions, Inc. Confidential – © CMIT Solutions, Inc.
The Email Processing Process
Confidential – © CMIT Solutions, Inc. Confidential – © CMIT Solutions, Inc.
E-mail Flow• Checking email vs responding to email
• Inbox -> working folders -> final destination
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
Confidential – © CMIT Solutions, Inc. Confidential – © CMIT Solutions, Inc.
Linda’s Outlook
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
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
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
Confidential – © CMIT Solutions, Inc. Confidential – © CMIT Solutions, Inc.
Smartphones
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
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
Confidential – © CMIT Solutions, Inc. Confidential – © CMIT Solutions, Inc.
Finding Emails• Search• Search Folders• Categories, tags, keywords
Confidential – © CMIT Solutions, Inc. Confidential – © CMIT Solutions, Inc.
Calendars
Confidential – © CMIT Solutions, Inc. Confidential – © CMIT Solutions, Inc.
Confidential – © CMIT Solutions, Inc. Confidential – © CMIT Solutions, Inc.
Confidential – © CMIT Solutions, Inc. Confidential – © CMIT Solutions, Inc.
File Sharing
Confidential – © CMIT Solutions, Inc. Confidential – © CMIT Solutions, Inc.
Alternates to emailWays to Share Information
• Different kinds of email• Instant Messaging• Tips for discouraging unnecessary email• Out of Office• Transferring large files• Cloud Drives
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
Confidential – © CMIT Solutions, Inc. Confidential – © CMIT Solutions, Inc.
Disaster Recovery
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
Confidential – © CMIT Solutions, Inc. Confidential – © CMIT Solutions, Inc.
What else besides your electronic information is critical to
running your business?
Confidential – © CMIT Solutions, Inc. Confidential – © CMIT Solutions, Inc.
What events do you need a contingency plan for?
Confidential – © CMIT Solutions, Inc. Confidential – © CMIT Solutions, Inc.
Email Clients
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
Confidential – © CMIT Solutions, Inc. Confidential – © CMIT Solutions, Inc.
Outlook Version ComparisonFeature Feature Description Outloo
k 2010OWA 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 NoInternet Calendar Sharing/Subscription
iCal Calendar Sharing/Server Side Subscription Yes Yes No
MailTipsServer 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 YesOutlook 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 YesRight-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 ButtonsAllows approval of moderated messages or voting on user generated emails.
Yes No No
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
Confidential – © CMIT Solutions, Inc. Confidential – © CMIT Solutions, Inc.
Resources
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
Confidential – © CMIT Solutions, Inc. Confidential – © CMIT Solutions, Inc.
Questions?
Top Related