Tag Archives: task

How to Snooze Multiple Reminders At Once in Outlook

By standss - Comments ( 1 ) Thursday, August 28th, 2014

Setting up reminders on Task is simple and quite handy because with so much to do, we are likely to miss or forget about other important tasks that might be due.

BUT the overwhelming part is when you are in the middle of something very important and the Reminder Pop-up comes with several tasks. There is two things you might do at this point:

  • Click on the red X button to close the Pop-up screen or
  • Select each individual task and set a snooze time for it to reappear later

The second option is time-consuming and frustrating when you’re in a middle of something important and have no time to waste.

Get frustrated no more, here is a simple tip that will let you “Select All” Tasks and snooze them all at once:

  • When the Reminder Pop-up appears:
  • Select the First item in the list
  • Press Shift on your keyword
  • Select the Last item. This should now select all the items in the list as shown below:

  • Set the Snooze time from the drop-down
  • Click Snooze

This should now snooze all the items in the list to the time specified by you so you can continue with your important task on hand.

Did you find this tip useful? let us know by leaving a comment below.

Looking for a simple Task Management tool for Outlook… try our eeminders for Outlook addin.

Categories : Outlook Calendar Tip, Outlook Email Tips Comments ( 1 )

Bonus Tip #4: Create Tasks or Calendar Items for Emails that need your action

By standss - Comments ( 0 ) Tuesday, August 19th, 2014

If you use the Outlook Calendar or Tasks List to get your work done, here’s a quick tip on how to convert emails to appointments or tasks.

Why might you need this? Like me, you probably get a lot of requests to get things done via email. You also probably send many emails that you want to follow up on. I personally do not use my Tasks List or Calendar for this (I use eeminders for Outlook addin which lets me use my Inbox as my To Do list. However if you use your Tasks List or Calendar, this is what you can do.

Options 1: (FREE) Create a Task or Appointment from Emails

To create a Task or Calendar item from an email…

1. Make sure that your folders are displayed in Outlook.

2. Right-click on the email (and keep the right button pressed) and then drag-and-drop the email into your Calendar or Tasks folder. Three options will be displayed (Copy with Attachment, Copy with Text and Move with Attachment).

3. I normally select Move or Copy with Attachment. This allows me to open the resulting task (or calendar item) which has the email attached to it. I can then double-click on the attached email and Reply or Forward it as needed.

Option 2: File and create the appointment/task automatically when you click Send

If you send out a lot of emails that you need to follow up on, I would recommend QuickFile for Outlook. It automatically prompts you every time you send an email out. The email will be filed to the correct folder after it is sent and your follow-up task or calendar item will be created for you.

send&file

Option 3: Get your reminders at the top of your Inbox on the correct day and time

I have personally found that I forget to look at my Calendar and Task List and as a result many actions get left undone. I have started using eeminders which shows me what I need to work on at the top of my Inbox. You can watch a demo video or download a trial version of eeminders for Outlook from here.

I hope you find this tips useful.

Do you know of other ways to schedule your work and complete them on time?

Share it with us by leaving a comment below.

subsribe_now

Related Post:

BONUS TIPS: Fine-Tuning your Email Filing System (Even More)

Bonus Tip #2: Compact your Outlook Data for Better Performance

Bonus Tip #3: BCC yourself on important emails (or use a Rule to copy sent emails to your Inbox)

Create Task or Appointment from Outlook Emails (To ensure things get done)

By standss - Comments ( 0 ) Tuesday, October 8th, 2013

Tasks

If you use the Outlook Calendar or Tasks List to get your work done, here’s a quick tip on how to convert emails to appointments or tasks.

Why might you need this? Like me, you probably get a lot of requests to get things done via email. You also probably send many emails that you want to follow up on. I personally do not use my Tasks List or Calendar for this (I use eeminders which lets me use my Inbox as my To Do list. However if you use your Tasks List or Calendar, this is what you can do.

OPTION 1: (FREE) Create a Task or Appointment from Emails.

All you need is Outlook…

  • Select the Email (either from your Inbox or Sent Items folder)
  • Drag-and-drop it from the folder to either your Task List or your Calendar.

This will automatically create a new Appointment or a new Task for you that you can then modify with due dates etc!

If you also want to attach the email to the newly created appointment or task (for easy reference later)… you can drag & drop the email using the right mouse button (instead of the left), this will give you the option to attach the email to the appointment or task.

I prefer the Right click option. Have the full email attached to the appointment/task makes it easier to Reply or Forward if I need to.

While the free option will work, here’s a few additional options that you may want to look at to really boost your productivity.

Option 2: File and create the appointment/task automatically when you click Send

If you send out a lot of emails that you need to follow up on, I would recommend QuickFile for Outlook. It automatically prompts you every time you send an email out. The email will be filed to the correct folder after it is sent and your follow-up task or calendar item will be created for you.

sent item organizer

Option 3: Get your reminders at the top of your Inbox on the correct day and time

I have personally found that I forget to look at my Calendar and Task List and as a result many actions get left undone. I have started using eeminders which shows me what I need to work at the top of my Inbox. You can watch a demo video or download a trial version of eeminders for Outlook from here.

I hope you find this tips useful.

Do you know of other ways to schedule your work and complete them on time?

Share it with us by leaving a comment below.

Main for post sendguard

Main for post sendguard

How to Mark Outlook Appointments as Complete

By standss - Comments ( 6 ) Tuesday, September 3rd, 2013

Outlook lets you mark your tasks as complete so there should be same easy steps to mark appointments as complete too right?

Well NOT!!!

It turns out that there is no built-in way to mark appointments as complete BUT…

Here is a simple workaround that will change the color of the appointments so you know it has been completed (I have used the color RED to mark my appointments as complete)

outlook as complete

Here’s the steps to change the color of the appointments: (The instructions below are for Outlook 2007 and above only)

The color of the appointments in Outlook 2007 and above is handled using categories so the first step is to create a new category that indicates Complete:

  • Go to your Calendar.
  • Right-Click over any existing appointment.
  • Click Categorize and then click All Categories
  • Click the New button.
  • Enter a name for the category (I used the word Complete), choose a Color and click OK.
  • Click OK again to return to the Calendar screen.

This will now change the color of the appointment to what you had selected.

Now to mark any appointment as complete:

  • Right-click over the calendar item.
  • Click Categorize and click on the Complete (the category which you created) category again

In case you mark an appointment as complete by mistake, you can do the following to change it:

  • Right-click on the calendar item
  • Click Categorize and click on the Complete category again (or click on Clear All Categories).

Using this method to color your appointments lets you easily see which ones still need your attention and which ones are completed.

You could even use different categories (colors) to indicate different things for example you could have a category for important appointments or another for causal meetings etc.

I hope you find this tip useful.

If you know of better ways to manage your appointments or work, please share it with our readers by leaving a comment below.

Are you drowning in an ocean of emails in your Inbox that stops you from getting the right work done?
Try eeminders for outlook – Get the right things done… at the right time!!!

Categories : Outlook Calendar Tip Comments ( 6 )

Video: eeminders tames and unclutters Outlook Inbox

By standss - Comments ( 0 ) Monday, August 26th, 2013

We were planning to release the video this week however we received so many requests from readers wanting to see just how eeminders for Outlook works so…  we decided to release it last week Friday.

If you have not seen the video yet… you can see the video now by going to:

eeminders – Getting Things Done from Your Outlook Inbox
Watch Video

This video shows you how to:

  • Unclutter your Inbox from emails that you don’t need to work on
  • Show emails that need your attention at the TOP of your Inbox
  • Get reminded in your Inbox to follow-up on emails (where you need a response)

(Please ignore the last 5 seconds of the video where we request for people to subscribe, If you are already on our mailing list)

If you prefer to read, you can see the same information in a PDF report at:

YOUR INBOX IS YOUR MAIN TO-DO LIST
How to make it (and you) work better!

Download Report

Regards,
Sanjay Singh

PS: After seeing the video, tell us what you think or if you have any questions. Send us your comments or questions to news@addins4outlook.com

Report Ready: Using the Outlook Inbox as a To Do List

By standss - Comments ( 0 ) Wednesday, August 14th, 2013

A quick email to let you know that the report is ready for download.

USING YOUR INBOX AS A TO-DO LIST
Why you need your Inbox to show you
…only what you want to work on
…only when you want to work on it

Click Here to read the report now.

This report is a compilation of the hundreds of responses from Outlook users telling us the problems and solutions to using their Inboxes as an action list.:

  • 5 main problems that prevent emails and the Inbox from working the way we need
  • 5 user tips/tricks to get around these problems
  • Why we need to stop looking for a solution outside the Inbox
  • 7 things we NEED in the perfect Inbox as a To-Do list solution

We are already working on the next report building to (what we hope will be) the PERFECT solution.

Do you agree with the conclusions of this report?
What you would prefer next time… a video or Written Report (similar to this one)?

Regards
Sanjay Singh

PS: Please let us know what you think of this report and if you want the next part of the solution as a video or PDF. Send us your feedback once you have read the report.

Click Here to read the report now.

How to choose which Calendar is used to populate the To-Do Bar

By standss - Comments ( 2 ) Wednesday, November 14th, 2012

Last week we showed you how to customize your Outlook To-Do bar to display the information you need.

If you have several email accounts (POP, IMAP, Exchange etc) configured in Outlook, you will also have several calendars (one for each email account). So how do you choose which calendar should be used to populate the appointments in the To-Do bar?

In this post, we will show you how to choose the calendar you wish to use.

It is only possible to display your DEFAULT calendar and tasks in the Outlook T0-Do Bar. You CANNOT combine items from different calendars or task folders.

The instructions below can be used to change what Outlook considers to be your default Calendar folder. Making this change will also automatically change what Outlook considers to be your default Tasks folder… and your default Inbox and Sent Items… so…

PLEASE MAKE SURE YOU FULLY UNDERSTAND WHAT YOU ARE DOING BEFORE MAKING THE CHANGES OUTLINED IN THIS POST!

Note: the instructions below are only for Outlook 2010 unless specifically mentioned.

  • Open Outlook > Click on the File tab > Account Settings > Account Settings… This will open the following screen:

Account settings screen

  • Click on the Data Files tab. This should list all the data files you currently have connected to Outlook.
  • Choose the datafile which has the Calendar you want to use to populate your appointments in the To-Do bar and click Set as Default.
  • Click Close

You should now find that the appointments (and tasks) in your To-Do bar are populated from the data file you select above. Hope you find this tip useful in organizing your work day better.

Till next time… have a better Outlook.

Outlook Power Tip: Learn to use Jump Lists

By standss - Comments ( 1 ) Thursday, May 31st, 2012

Outlook Jumplists are a great productivity tool… and yet so many Outlook users still don’t know how to use them. Here’s more information on what Jump Lists are, how to set them up and what you can do with them.

NOTE: You must be using Outlook 2010 and Windows 7 to use Jump Lists

What are Jump Lists?

Windows 7 lets you pin software programs to the TaskBar (we’ll show you how later). You can right-click over programs that are pinned to the Taskbar and shortcuts to do specific things in those programs. This saves you from having to switch to the actual program and carry out extra clicks inside them.

Pin Outlook 2010 to your Taskbar and the following options will appear by default when you right click over the Outlook icon in the Task bar.

Windows Jump list

So Why are Outlook’s Jump Lists useful?

They let you quickly create new emails, appointments, meetings, contacts and tasks without having to switch to Outlook. It may seem like a small thing but it is very useful when you’re doing something else and then need to quickly send out a reminder email, or set a task for yourself etc.

I also find that it helps me to stay focused and not get distracted by emails in my Inbox or items in my Task List e.g. if I am working in Word and I need to add a Task Reminder to myself, I only see the new Task window. I am able to stay better focused by being able to avoid seeing my Inbox or full Task list.

How to pin Outlook to the task Bar:

  • Start Outlook.
  • Right Click over the Outlook icon on the Task Bar and click pin this program to the taskbar.

I have found Jump Lists to be very useful… it is one of the best new things in Windows 7 with Outlook 2010.

If you have your own tips to share about the new features on Windows 7/Outlook 2010, please leave a comment on the blog.

Categories : Outlook as a Business Tool Comments ( 1 )

Use Outlook to create and share standard processes with others

By standss - Comments ( 1 ) Thursday, September 8th, 2011

You can easily create templates of appointments and tasks for standard work processes and project plans with Smart Schedules for Outlook. These templates can then be used to create an entire series of appointments and tasks for new projects in the future. Do you know that you can also easily share your process templates with other Outlook users?

You can export the templates you have created in Smart Schedules into a zip file. This zip file can be sent to your members who use Smart Schedules. The templates can be easily imported into Smart Schedules from this zip file by using the import function in Smart Schedules.

Below are instructions on how to can easily share Smart Schedules Templates with others.

1. Export the Smart Schedules templates from your computer
2. Send the Zip file to your members
3. Import the Smart Schedules templates

1. Export the Smart Schedules templates from your computer (Your End)

  • Start Outlook and go to your Inbox
  • Click the Project Centre button on the Smart Schedules toolbar/ribbon
  • On the Project Centre window, click Create/Edit Templates under the Project Commands section
  • Select the templates you would like to send to your members from the list of templates (multiple templates can be selected with the use of the Ctrl or Shift key on your keyboard)
  • Click Export button. If the Export button is not displayed on the screen, then click on the Show Import/Export Templates link

Show Import and Export Template link

  • Enter a name for the zip file and save it to a preferred location on your computer.

A zip file will be created containing the templates you selected for Export.

2. Send the Zip file to your members

You can now attach the zip file to a email and send it to the member(s).

3. Import the Smart Schedules templates (Member’s End)

You can now advice your member(s) to follow the steps below to easily import the templates into their Smart Schedules program:

  • Start Outlook and go to your Inbox
  • Click the Project Centre button on the Smart Schedules toolbar/ribbon
  • On the Project Centre window, click Create/Edit Templates under the Project Commands section
  • Click Import button. If the Import button is not displayed on the screen, then click on the Show Import/Export Templates link

This should now import the templates into the Smart Schedules program.

I hope this tip helps you get more out of the time you put into creating process templates in Smart Schedules.

How to organize Appointments and Tasks in Outlook by Project

By standss - Comments ( 2 ) Tuesday, July 26th, 2011

Many of us use Outlook’s appointments and tasks to manage our daily lives and projects… and yet Outlook does not give us an easy way to manage projects inside Outlook. Outlook users frequently ask us how they can see all appointments and tasks that make up a project in one place.

Why is this important?  As we finish a step, it is important to know what the next steps are to get the project completed. Things also don’t always go according to plan… and we need to see what else gets affected when things change.

Our research showed that there is no simple way to organize and view tasks and appointments under projects…  so we added this functionality to our Outlook Project Management addin Smart Schedules for Outlook.

With Smart Schedules for Outlook you can:

  1. Assign existing (or new) tasks and appointments to projects
  2. Quickly see all tasks and appointments for a project at the click of a button.

Here are step by step instructions showing you just how easy this can be:

Assign existing (or new) tasks and appointments to projects

  1. Open Outlook and go to the Calendar/Task folder that the existing appointment/task is located in
  2. Select the appointment/task
  3. Click on Assign Project button on the Smart Schedules toolbar/ribbon. This will display the following screen:
  4. Assign to Project

  5. Select an existing project from the Project list.
    Note: You can also type in a new project name if you would like to create a new project and add this selected appointment/task to that project.
  6. Click OK.

Quickly see all tasks and appointments for a project at the click of a button.

Smart Schedules Project Centre makes it easy to see all appointments and tasks that you have associated with a project.

  1. On the Smart Schedules toolbar, click Project Centre
  2. From the Project drop-down, select the Project to which you assigned the appointment or task
  3. You will now be able to view the appointment or task assigned to the project and all other related appointments and tasks for the project as shown below:

Project Centre

Next Steps…

Smart Schedules for Outlook was designed with the help of almost 20,000 Outlook users. Try it for yourself today and tell us what you think.

Download a fully functional version of Smart Schedules for Outlook.

Watch a short video of our Outlook based Project Manager (Smart Schedules)

Categories : Smart Schedules for Outlook Comments ( 2 )