Organization of Email and Tasks

Ways to declutter

• Creating Rules• Clean up tool• Adobe PDF plug-in• Tasks• Not To Do Lists

Rules

Rules

Rules

Rules – Easy version

• Right Clicking on an email– Rules– Create Rule

Will get you to the same place as the ribbon

Clean Up Folder

Clean Up Conversation

• Use the Adobe PDF add-on• Choose either messages or folders

Clean-up conversation feature:

• You can also right click on a folder to clean up all duplicates in that folder• Clean Up Folder option shows up in the menu after you right click • Will scan entire folder and clean up per the settings you have established

Clean-up conversation feature:

• Adjust your settings to make sure you are only deleting the things you want• Hit the “File” tab at the top of your Outlook screen• Then select “Options” and “Mail”• Scroll down to find Conversation Clean Up• Select the rules you wish to apply

Clean-up using Adobe Acrobat Pro:

• Another great way to keep the size of your mailbox down in Outlook is to PDF your emails and save them to a secure drive• You will need Adobe Acrobat Pro to do this • It will be an add-on at the top of your Outlook screen• Right click a folder to convert the entire contents (including SubFolders)

to a PDF portfolio

Clean-up using Adobe Acrobat Pro:

• After hitting the “Convert to Adobe PDF” option, the folder conversion begins• First it asks where you want to save the PDF portfolio• Then a Progress Box pops up• When complete, your PDF file opens

Clean-up using Adobe Acrobat Pro:• Attachments are easy to find and open• Arrows make navigation between emails within the portfolio easy• Each email is a stand-alone PDF and can be opened as such

Option to show all items no matter

which folder they are in or show just the items in the folder

you choose.

Clean-up conversation feature benefits:

• Keeps mail size lower (by removing duplicates)• Improves speed when performing a search in Outlook (fewer items for Outlook

to have to search through to find your search terms)• If you are required to produce documents for a subpoena or MN Data Practice

Act request, there is less for you to have to provide plus the recipient isn’t stuck reading multiple duplicate emails just to get the entire conversation

Adobe Acrobat portfolio benefits:

• Keeps mail size lower (by saving emails to a new location)• Improves speed when performing a search in Outlook (fewer items for Outlook

to have to search through to find your search terms)• Allows you to keep items you may wish to reference at a later date without

bogging down your email space• Search feature in portfolio makes it easy to find the email you are looking for• Ability to open each email as a stand-alone PDF makes for ease in printing or

attaching to a new email at a later date if needed

Not To Do List

• Traditional To Do List• How Do You Prioritize?• Create a Not To Do List• Reasons?• Feel Better at end of day• Sort large list into important/later

Questions or Comments?

• PowerPoint Slides and Handouts can be found• http://web.stcloudstate.edu/gcschrubbe/• HR Training Tuesday• http://

www.stcloudstate.edu/humanresources/training/default.aspx