EMAIL TIP: I use my iPhone to MONITOR email. I MANAGE it on my computer.

When someone responds to an email message that “yes” they’re going to do something and I see it comes from their phone, I have just about zero confidence that they’re going to remember to do it. Here’s why.

At my computer, I’m inside Outlook, and a new message arrives. I immediately drag it to my calendar or tasks with a reminder or an appointment. And depending on the situation, I might flag that message for follow-up. On the other hand, when I check email on my iPhone, I’m not going to do all that. Neither will you. You most likely look at the email, respond with a quick “yes,” and make no effort to put anything in place to help you remember.

When I MONITOR email, I’m just checking for anything I need to respond to right away (e.g., an inquiry from a reporter on a deadline, a cancelled meeting, etc.). Otherwise, I’ll deal with everything else when I’m in front of my computer because I can MANAGE better and easier.

For more tips on managing email, here’s a series of low-cost, how-to videos I recorded called “12 Fast Ways to Answer Email in Outlook.”

Also, check out my article on managing #emailoverload on NYTimes.com, “Room for Debate: Reduce Bad E-mail Habits.”

PEACE.

Turn Off New Feature in Google Plus–Don’t Want Gmail from Everyone

Google recently announced that Gmail users can email anyone on Google Plus without knowing your email address. I have my Inbox under complete control and definitely do not want to suffer from email overload. Here’s how to change this default. I turned it off, but you can choose any setting.

Conquer email overload and stay in control of your Inbox!

PEACE.

12 Fast Ways to Answer Email in Outlook (video tutorials on new membership Website)

Are you feeling overwhelmed just thinking about email? Are you finding it harder to focus and manage the never-ending demands on your attention? Are you scrolling through hundreds or thousands of unread messages all day? Are you spending too much time giving the same answers to similar questions?

The best way to handle an overflowing Inbox is to get into a meeting with it, and handle it one message at a time. For the messages that deserve an answer, you’ll finish quicker once you discover little-known, Outlook commands and a few workarounds.

Peggy Duncan, personal productivity expert and author of Conquer Email Overload with Better Habits, Etiquette, and Outlook, has pulled together her best tips for answering emails fast. She manages her life inside Outlook and shares ways she uses it that its creator probably hasn’t even thought of.

· Create good, solid answers once, and use them again and again.

· Grab information you need often, and send it before you can blink.

Investing in this video series will be the best decision you’ll make this year, and it’ll take a little over 30 minutes to change your life. The videos will play on any device, plus PC and Mac, and all browsers.

Here’s a Free Sample from the Course

You can collect text and graphics from other Office software, the Web, a PDF, and so on, store them in the Office Clipboard, and use them to quickly answer an email. This tip also works in all other Office applications.

So clear your calendar, get quiet, and learn how to breeze through your Inbox, one message at a time, by learning ways to answer them faster. And for the ultimate success, use your desktop computer to manage it and your mobile to monitor it.

A one-time investment will give you lifetime access. This way, if you forget how to do something or the technology changes, you’ll be able to come back and brush up on whatever you need. Each tip is in a separate video to make it easier if you need a refresher later…just click the one you need.

You don’t have a second to spare! Don’t waste another minute digging through your Inbox. Invest in this training because, unlike dieting or exercising, the results are immediate!

Check out the site, choose the training you can use immediately to make your life a little easier, and sign up today!

PEACE.

New Webinar–12 Fast Ways to Answer Email in Outlook (with Peggy Duncan)

The best way to handle an overflowing Inbox is to get into a meeting with it and handle it one message at a time. For the ones that deserve an answer, you’ll finish quicker once you discover little-known Outlook commands and a few workarounds.

I just scheduled a new Webinar, 12 FAST WAYS TO ANSWER EMAIL IN OUTLOOK. “Well, just smack my head” was a comment I got from a coaching client. This gave me the idea to start a mini series of Webinars that focus on one thing…training that won’t overwhelm and that you can use immediately. Check it out and sign up. Tell some people too.

Please share with your network.

PEACE.

Don't Send Email Messages Full of >>>

One of my email pet peeves is to receive a message from someone and it’s chocked full of carets (<>>>). With some Web-based email solutions, messages you reply to might end up with them. Clean that mess up before you send it on to someone else!

Here’s how step by step, and I’ve added a video below.

In Outlook 2007, use the Find and Replace command to find carets and replace all of them with nothing.

  1. Select the text in the email message that’s infested with the carets.
  2. Press and hold down your Ctrl key and type H (Ctrl+H).
  3. In the Find what box, type >. Leave the Replace with box empty (to replace > with nothing).
  4. Click Replace All, OK.

If you end up with blank spaces at the beginning of each line, the following trick will eliminate it.

  1. Select all the text you just changed.
  2. Press Ctrl+E to center it, then press Ctrl+L to left-align it. All extra spaces will be gone.

If you wouldn’t send a letter on your company stationery infested with junky characters, then don’t do it in email.

Here’s a How-To Video


PEACE.

 

Going Digital and Dumping that Paper Calendar

I’ve written before about dumping paper management systems and going digital. I recently received this testimonial from Peg Corwin of SCORE Chicago on her experiences doing that, using my book on Outlook 2007 as a guide.

The following is Peg’s experience in her own words. If you have any questions, please leave a comment.

You are transforming my life.  You have pushed me from paper to paperless with the task and calendar management chapters in your Conquer Email Overload.  I must have read both three times already, and I pick up additional tips each time.

I decided to tackle the changeover when I had an opportunity to install a second monitor.  For me, this was essential.  I need quick access to my to-do list and calendar without interrupting my work.

I love your suggestion about using the Notes section of a contact for passwords on my airline accounts, for example.  And I’m now creating a task and chunking it into subprojects in the text area, crossing them off and moving the task forward to the next deadline.  I’ve always been a big list maker, and now I love adding new tasks quickly in calendar view.  I’ve also finally got the hang of dragging an email to the task list and calendar.

While email overload was not my problem, taking advantage of tasks and the calendar was.  And you explained it all.  A BIG thank you for making me more focused and productive.

Peg Corwin, Counselor with SCORE Chicago   www.scorechicago.org

I LOVE Email Campaign Kicks Off October 1st

Email gets a bum rap. People complain about it all the time. It’s not email that’s the problem, but rather bad email habits and management. Think about all the good it does and the time it saves.


The I LOVE EMAIL CAMPAIGN will consist of a series Webinars (on Mondays), workshops (on Tuesdays), and media interviews conducted by Peggy Duncan, email overload expert and author of Conquer Email Overload with Better Habits, Etiquette, and Outlook 2007. Peggy, who is a time management expert, will also travel around the country speaking at conferences and training business professionals.

I cannot imagine managing my time or my life without the wonders of email. How do you feel about it? I hear a lot of bum statements about it. The next time you complain about email, think about where you’d be without it. It has many benefits such as the following.

  • Eliminates phone tag. You can say everything you need to say in an email message and not have to worry about someone leaving out important details.
  • Reaches volumes of people quickly. Everyone will get the same message and be on the same page.
  • Establishes a “paper” trail. No need to worry about recipients having convenient amnesia. You have the proof in writing.
  • Connects it with your calendar, tasks, and contacts. Move a message from the Inbox to where it needs to be with a click of a button or the flick of the mouse.

Campaign Kicks Off October 1st!

Reduce the Load with Better Management
If email overload is a problem, reduce the load. Get into a meeting with your Inbox, clean it out, send people what they need, and move the messages to where they need to be.

  • Eliminate junk email so you’re only managing legitimate mail.
  • Redirect messages with rules based on content, origin, and importance.
  • Categorize messages and view them in batches with one click.
  • Remember to do the work using flags, Tasks, and the Calendar.
  • File the ones you need to keep. Clean out that mess that’s already there.
    Stop using your Inbox for long-term storage and keep it to one screen.

Your Inbox is not a to do list for unfinished work, tickler file that reminds you of work, calendar with meeting notices and reminders, database for addresses and phone numbers, or filing system for unfinished projects.

Improve Your Email Culture with Better Habits
Developing better email habits will help improve email management. Ask people around you for a list of their email pet peeves…things you do in email that ticks them off. Pay attention to what they say do better. Avoid doing the following.

  • Sending or responding to all when all do not need to know.
  • Trying to solve complex issues instead of picking up the phone.
  • Not matching the subject line to the message. I should know exactly what your message is about by looking at the subject line. Would you send a letter on your company letterhead that reads RE: ABC and then proceed to discuss DEF?
  • Sending one word email replies that say “thanks.” Thank them in advance when you send the initial request.

Don’t Just Upgrade Your Software: Learn How to Use It Too
Training is the first thing to go when the economy dips when it should be expanded. You’ll work more efficiently and make fewer mistakes. Without the proper training, you’re taking hours to do something you can finish before you blink.

Change your habits, your culture, and how you manage email and learn to love it more every day. Visit www.DigitalBreakthroughs.com for details on training.

Want Training?
Download my
brochure.

PEACE.

BOOK TOUR – Don't Just Upgrade to Outlook 2007: Learn How to Use It Too!

Call to Schedule Training

Now that you’ve invested in this powerful software, let it help you work smarter…learn how to use it. I’m ready to do a book tour that will include training. Whether it’s a brown bag during lunch or after hours, a Webinar, a seminar, or a hands-on workshop, you’ll enjoy learning Outlook from a time management expert’s perspective instead of just learning the different command. See this previous post to see what I mean.

To accommodate busy schedules and these tough economic times, training is available to fit any budget and can be arranged to fit any schedule. All links and details are on the Web at www.DigitalBreakthroughs.com/LearnOutlook.htm.

I read those 600-lb computer books and pull out the best tips and tricks….explained in plain English and delivers with pizzazz!

  • Buy the book. My new book is packed with Outlook tips and tricks and is written as if I’m helping you right at your desk. Check out the table of contents for Conquer Email Overload with Outlook 2007.
  • Schedule a brown bag at your office (or ours). If your organization has the space for a brown bag, it’s easy to schedule during lunch or after hours. If you don’t have space, use ours. Book purchase requested.
  • Attend Webinar. Attend a low-cost, high value Webinar most Mondays from 1:30PM-2:30PM Eastern.
  • Attend Full Day Workshop at our office. Outlook training is scheduled regularly at The Digital Breakthroughs Institute. Training includes copy of book.
  • Bring me to your location. I’m traveling internationally so don’t hesitate to ask.

Stop right now and schedule a brown bag, a Webinar, or a hands-on workshop. Visit www.DigitalBreakthroughs.com/LearnOutlook.htm for more information or call 404-492-8197.

PEACE.

Use Software You Already Have Instead of Buying More

I wanted to create a postcard-size announcement about my new book, Conquer Email Overload with Better Habits, Etiquette, and Outlook 2007. As usual, PowerPoint was the answer. I first resized the PowerPoint slide, changed the background, and added my art elements and text. Then with one of my favorite applications, ImageExport, I was able to save the slide in a higher resolution jpg than native PowerPoint can produce.

Once the announcement was in jpg format , I popped over to iContact, created a new message, and inserted the jpg. Then I hyperlinked it to the Webpage I want you to click to.

Note: Below are links to other articles in my blog that will help you do something like this (with videos).

The moral of this story is that you can use software you already have to get the job done with ease. All you have to do is learn how to use it.

PEACE.

 

Use Copy2Contact to Turn Text on a Page to an Outlook Contact

One of the tips I demo in my Outlook class is how I turn text on a Web page, inside an email message, or a document into a contact with all the information popping into the right place. If I can select the text, I can grab it.

The first time I selected text on a page and hit my hotkey, I couldn’t believe what Copy2Contact™ (formerly anagram) did. I had been cutting and pasting or dragging information onto an Outlook contact page and always dreaded it.

If you prefer working smart and don’t hesitate to invest in affordable technologies that work and will save you time, you’ll love it. You’ll use this technology every day to turn text on an electronic page into a digital contact (or calendar item, task, or note).

It’s easy.
Download a free trial today! and stop dragging, copying, pasting, typing.
You will love this software.
PEACE.
Peggy Duncan Personal Productivity Expert