Effective Outlook

Email is the most widely used form of business communication, but also one of the main causes of lost productivity in the workplace. Managing tasks and meetings is crucial to working effectively and professionally, so proficiency with emails and email-management systems has a powerful impact on the day-to-day productivity, efficiency, punctuality and success of businesses.

This course will help you to improve the organisation and productivity of your staff by optimising their use of Microsoft Outlook. It will teach them principles and techniques that ensure an efficient and effective use of emails, contacts, calendars and notes throughout the business. 

Highlights

Through the use of videos summaries, screencast examples and practice tasks from an Microsoft Outlook expert you will be able to:

  • Utilise the Outlook interface to ensure that desired functionality is easy to access
  • Compose and send emails that create the right impression more quickly and with fewer errors
  • Improve productivity and save valuable time by preventing a build-up of junk mail
  • Find desired emails in an instant, and quickly review core material from past emails
  • Automate email management and presentation
  • Manage appointments, meetings and tasks efficiently
  • Keep all notes in one easily accessible location
  • Ensure access to all required information from anywhere in the world

Preview

Course Content

Course Content

Course Content

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Syllabus

Section 1: Introduction

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Unit 1.1 - Introduction

Introduction Video

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Unit 1.2 - Personal Productivity

This short unit outlines why it’s worth spending time on understanding how to use Outlook better.Before you invest time on a training course, you need to be sure that you will achieve something useful and practical for your efforts. The unit outlines some of the personal productivity issues that Outlook can help address and introduces the main components of Outlook: Email,Appointments and meetings, People and contacts, Tasks and To Do lists and Notes.

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Unit 1.3 - Outlook Structure

This unit provides more detail on the different Outlook components and how to access them as quickly as possible. It also explains how the Outlook interface works, introducing the main interface components such as: The Ribbon, The Navigation pane, The To Do Bar and Item views. The unit also covers some practical ways to get at what you need as quickly as possible such as adding frequently used commands to the Quick Access Toolbar.

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Unit 1.4 - Categories

One of the quickest ways to bring some structure to hundreds, or even thousands, of different Outlook items is to use Outlook categories. In this unit we see how to set up and use categories and how, once we have allocated items to categories, they can be used to show us the information we need with just a few clicks of the mouse button.

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Unit 1.5 - Section 1 Plenary

Section 1 Plenary Video

Section 2: Email

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Unit 2.1 - Dealing with Basic Emails

Most of us send, receive and reply to many emails each day. We probably do it without even thinking about it most of the time. However, even something as apparently straightforward as email can cause significant problems when mistakes occur. This unit looks at a range of ways to avoid common pitfalls and improve efficiency by getting emails right first time.

directright

Unit 2.2 - Making Email better

Understanding some of the less obvious Outlook email features can help email do more for you and make your emails create a better impression, without taking any more time to produce.If you don’t manage the way in which email interrupts you, frequent disruptions could significantly reduce your productivity. This unit helps you control your email rather than letting it control you.

directright

Unit 2.3 - Email Management

A wealth of important information can end up buried in old emails. Effective email management can help you find what you need as quickly as possible. Viewing your emails as whole conversations can be much quicker than searching for individual emails scattered throughout different email folders. Email folders have their place though, and the unit shows how to create new email folders and move and copy emails between folders. Managing email also involves dealing efficiently with email you don’t want, so the unit includes a section on dealing with junk email.

directright

Unit 2.4 - Searching for Emails

Finding the information you need wherever it lurks in your email management system can waste a lot of time if you don’t use the right tools. In this unit you learn how to conduct immediate searches just by typing in a search term as well as how to set up more advanced searches that are based on multiple email properties. If you need to run the same search frequently, the unit shows you how to save a search as a virtual search folder that can display the results of a complex set of conditions with a single click.

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Unit 2.5 - Process Emails Manually

Outlook includes a range of features that you can help you manage your emails. In this unit we see how Flags and Reminders can ensure that there is nothing lurking unseen in your inbox that you should have dealt with but haven’t. The unit then looks at how Outlook Quick Steps can run several email management processes with just a single click.

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Unit 2.6 - Processing Email Automatically

Processing emails quickly is good, but processing emails automatically can be even better. This unit looks at what email rules can do and how to set them up and use them. It also includes details of how to set up the Outlook email rule that could save your career or relationship.

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Unit 2.7 - Section 2 Plenary

Section 2 Plenary Video

Section 3: Other Outlook Options

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Unit 3.1 - Appointment

The Outlook Calendar holds details of appointments but can also handle recurring appointments and manage meetings. This unit goes from creating a simple meeting to viewing multiple calendars and sharing calendar information with others.

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Unit 3.2 - Meetings

Outlook can help you manage the whole process of setting up meetings from finding a suitable time to inviting attendees and managing their responses. The unit also covers the creation of calendars for resources such as meeting rooms and data projectors and including them in meeting bookings.

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Unit 3.3 - Contacts

Outlook can hold details of your contacts. This unit shows you how to enter contact details from scratch and also how to link Outlook to your social network to include all of your online contacts’ details in Outlook.

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Unit 3.4 - Tasks and To-do List

Failing to have a clear idea of what you need to do and when you need to do it by can significantly reduce your productivity as you have to abandon current tasks to complete more urgent ones. Failing to deliver on time can also have an adverse impact on those you work with who have their own work disrupted. The unit shows how Outlook can help you keep track of all your tasks from the simplest to the more involved, and how you can even delegate tasks to others and monitor their progress.

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Unit 3.5 - Section 3 Plenary

Section 3 Plenary Video

Section 4: Outlook Advanced

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Unit 4.1 - Linking

It wastes time to re-enter information that you already have available. In this unit we look at how to link different items to each other within Outlook and also how to use Outlook contact details in a Word mail merge. The unit also covers exchanging information with other applications using Outlooks Import and Export features.

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Unit 4.2 - Synchronisation

To operate as efficiently as possible, you will often need to access and update your Outlook information when you’re away from your main computer, maybe using a smartphone, tablet or a web browser. This unit covers different methods of linking to your Outlook data remotely.

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Unit 4.3 - Section 4 Plenary

Section 4 Plenary Video

Section 5: Course Plenary

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Unit 5.1 - Course Ending Video

Course Ending Video

Section 1: Introduction

directright

Unit 1.1 - Introduction

Introduction Video

directright

Unit 1.2 - Personal Productivity

This short unit outlines why it’s worth spending time on understanding how to use Outlook better.Before you invest time on a training course, you need to be sure that you will achieve something useful and practical for your efforts. The unit outlines some of the personal productivity issues that Outlook can help address and introduces the main components of Outlook: Email,Appointments and meetings, People and contacts, Tasks and To Do lists and Notes.

directright

Unit 1.3 - Outlook Structure

This unit provides more detail on the different Outlook components and how to access them as quickly as possible. It also explains how the Outlook interface works, introducing the main interface components such as: The Ribbon, The Navigation pane, The To Do Bar and Item views. The unit also covers some practical ways to get at what you need as quickly as possible such as adding frequently used commands to the Quick Access Toolbar.

directright

Unit 1.4 - Categories

One of the quickest ways to bring some structure to hundreds, or even thousands, of different Outlook items is to use Outlook categories. In this unit we see how to set up and use categories and how, once we have allocated items to categories, they can be used to show us the information we need with just a few clicks of the mouse button.

directright

Unit 1.5 - Section Plenary

Section 1 Plenary Video

Section 2: Email

directright

Unit 2.1 - Dealing with Basic Emails

Most of us send, receive and reply to many emails each day. We probably do it without even thinking about it most of the time. However, even something as apparently straightforward as email can cause significant problems when mistakes occur. This unit looks at a range of ways to avoid common pitfalls and improve efficiency by getting emails right first time.

directright

Unit 2.2 - Making Email Better

Understanding some of the less obvious Outlook email features can help email do more for you and make your emails create a better impression, without taking any more time to produce.If you don’t manage the way in which email interrupts you, frequent disruptions could significantly reduce your productivity. This unit helps you control your email rather than letting it control you.

directright

Unit 2.3 - Email Management

A wealth of important information can end up buried in old emails. Effective email management can help you find what you need as quickly as possible. Viewing your emails as whole conversations can be much quicker than searching for individual emails scattered throughout different email folders. Email folders have their place though, and the unit shows how to create new email folders and move and copy emails between folders. Managing email also involves dealing efficiently with email you don’t want, so the unit includes a section on dealing with junk email.

directright

Unit 2.4 - Searching for Emails

Finding the information you need wherever it lurks in your email management system can waste a lot of time if you don’t use the right tools. In this unit you learn how to conduct immediate searches just by typing in a search term as well as how to set up more advanced searches that are based on multiple email properties. If you need to run the same search frequently, the unit shows you how to save a search as a virtual search folder that can display the results of a complex set of conditions with a single click.

directright

Unit 2.5 - Process Emails Manually

Outlook includes a range of features that you can help you manage your emails. In this unit we see how Flags and Reminders can ensure that there is nothing lurking unseen in your inbox that you should have dealt with but haven’t. The unit then looks at how Outlook Quick Steps can run several email management processes with just a single click.

directright

Unit 2.6 - Processing Email Automatically

Processing emails quickly is good, but processing emails automatically can be even better. This unit looks at what email rules can do and how to set them up and use them. It also includes details of how to set up the Outlook email rule that could save your career or relationship.

directright

Unit 2.7 - Section Plenary

Section 2 Plenary Video

Section 3: Other Outlook Items

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Unit 3.1 - Appointments

The Outlook Calendar holds details of appointments but can also handle recurring appointments and manage meetings. This unit goes from creating a simple meeting to viewing multiple calendars and sharing calendar information with others.

directright

Unit 3.2 - Meetings

Outlook can help you manage the whole process of setting up meetings from finding a suitable time to inviting attendees and managing their responses. The unit also covers the creation of calendars for resources such as meeting rooms and data projectors and including them in meeting bookings.

directright

Unit 3.3 - Contacts

Outlook can hold details of your contacts. This unit shows you how to enter contact details from scratch and also how to link Outlook to your social network to include all of your online contacts’ details in Outlook.

directright

Unit 3.4 - Tasks and To Do List

Failing to have a clear idea of what you need to do and when you need to do it by can significantly reduce your productivity as you have to abandon current tasks to complete more urgent ones. Failing to deliver on time can also have an adverse impact on those you work with who have their own work disrupted. The unit shows how Outlook can help you keep track of all your tasks from the simplest to the more involved, and how you can even delegate tasks to others and monitor their progress.

directright

Unit 3.5 - Section Plenary

Section 3 Plenary Video

Section 4: Outlook Advanced

directright

Unit 4.1 - Linking

It wastes time to re-enter information that you already have available. In this unit we look at how to link different items to each other within Outlook and also how to use Outlook contact details in a Word mail merge. The unit also covers exchanging information with other applications using Outlooks Import and Export features.

directright

Unit 4.2 - Synchronisation

To operate as efficiently as possible, you will often need to access and update your Outlook information when you’re away from your main computer, maybe using a smartphone, tablet or a web browser. This unit covers different methods of linking to your Outlook data remotely.

directright

Unit 4.3 - Section Plenary

Section 4 Plenary Video

Section 5: Course Plenary

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Unit 5.1 - Course Plenary

Course Ending Video

Pricing

Pricing is for 12 months access.

*The AUD price shown above is an estimate. Actual charges are based on the current exchange rate from GBP

Requirements

Software:

  • Required: Microsoft Outlook

Completion Time: 15 hours (average)

About the Author

Simon Hurst

Simon Hurst is a Chartered Accountant and has been involved in computer software for 26 years during which he has provided a wide range of training services to professionals of all levels. His expertise lies in all the main Microsoft applications: Access, Word, PowerPoint, Excel and Outlook about which he speaks frequently at conferences.