Why MS Outlook is THE Mail Management System

Keywords: email, e-mail, messenging system, management, time management, setting appointments, calendar, tasks

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Summary: How to put tools in place to deal with all the “traffic” and communications you’re going to generate. You’ll need to keep track of your daily tasks, phone appointments, in person appointments, and e-mails that require your response.

By Lyn Blai

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Planning is the essence of effective management.

So...I hear your'e starting your new freelance business. Are you thinking BIG... imagining your business booming? It won't start out that way, but now is the time to plan ahead.

To manage a thriving business, you'll need to put tools in place to deal with all the traffic and communications you're going to generate. You'll need to keep track of your daily tasks, phone appointments, in person appointments and e-mails that require your response. You'll need to prioritize, listing tasks in order of importance and time requirements. Efficient management of your business comes down to planning. There is only one mail system that gives you the tools to do this--MS OUTLOOK!

Yes folks, MS OUTLOOK is not just about e-mails...it's about organizing your days and weeks--setting up a schedule that balances self-marketing with production-- whether your business is copywriting, graphics design, resume writing or travel writing.

MS OUTLOOK has a mutlitude of features that help you organize. In the last issue you learned how to set up a Database and build a Distribution List. In this issue of Freebird, you'll learn how to keep track or appointments.

Here are the steps for scheduling an appointment:

Make a Calendar Shortcut in MS Outlook

1. On the left side of the program, there's a column, called the Outlook bar. At the top of the column it says "Outlook Shortcuts". Point the cursor on the background of the column. Right click and a pop up window will open.
2. Select the Outlook Bar Shortcut. Another window will pop up offering you choices. Select the "calendar" icon with Calendar written beside it.
3. Click OK.
   You have created a shortcut for your calendar. If you look in the Outlook bar (the column entitled "Outlook Shortcuts"), your shortcut will appear as a calendar icon with "Calendar"
   written underneath it.
4. Click on the Calendar icon.
   Suppose you need to call a client on April 20^that 10:00 a.m.

Schedule An Appointment

1. On the File menu point to New and click.
2. An appointment card (with "Untitled-Appointment" written across the top) will open.
3. In the white entry area beside "Subject:" type in the name of your client, i.e. Peter Williams.
4. Below where it says "Start time:" there is a white entry area with an arrow to the side of it. Click on the arrow. (A calendar will appear.)
5. Click on the date, in this case April 20.
6. Suppose you want to be reminded at 9:30 a.m. about your 10:00 a.m. appointment. Next to the date entry, there is another white entry box with a time entered in it.
   Click on the arrow to the side of the box and select 9:30 a.m.
7. In the area below, next to "End time:" you'll see that April 20 ^th automatically appears as the date and that 10:00 a.m. appears in the box beside it. The dates and time in theses boxes are also adjustable.
8. Look beneath "End time". There is a bell with a small white box beside it. "Reminder" is written on the other side of the box. Click in the small white box and a check mark will appear in it.
9. To the right of "Reminder" is a larger white box with an arrow to the right side. Click on the arrow and set the minutes for how often you would like to be reminded. The default time is every 15 minutes.
10. To the right, beside the reminder minutes, there is an icon of a speaker or megaphone. Click on it and a pop-up box will open. You'll see play this sound with a small white box beside it.
11. Click the small white box;a check mark will appear in the box. Click OK and close the pop-up box. When the appointment remeinder window pops open, your computer will also make a sound.
12. In the large white box, which fills ost of the appointment card, you can type in any improtant notes for your appointment.
13. Click on Save and close.
    MS OUTLOOK will remind you about the appointment and your appointment information will be at hand. Now ou're one step closer to getting organized!
    

lblairenterprises@earthlink.net

Author's URL: www.lblairenterprises.com

Lyn Blair is a copywriter and graphics designer in the Los Angeles area. She is Assistant Editor of Freebird-zine and also contributes articles. She has published articles in Gotoarticles.com. She recently launched her freelance business and web site at: www.lblairenterprises.com Contact Lyn at: lblairenterprises@earthlink.net