Just say NO(t yet) to the New Outlook UI

If you are tempted to click to TRY the new Outlook, think again. This is not your momma’s Outlook!

Microsoft is telling us that this version is still in the Preview Channel, but more of my clients are getting a shock when they transition. If you are familiar with the OWA/web version of Outlook, this will look familiar. If you are a desktop user, you might just freak out.

For years, you may have taken control of your email, mastered all the tips and tricks and bragged about your organization techniques. If you migrate to the new Outlook now, you will be starting at ground zero.

The good news is, you can go back to Classic Outlook (for now) and you can post your suggestions to Microsoft for Feedback. This step is crucial. Microsoft needs your voice (and we all need your voice) to improve and update Outlook, not regress!

Use Outlook to Manage and View All of your Email Accounts

If you are currently managing multiple email accounts from different providers, you may not realize that you can use Outlook to view all of your messages in one app. No need to navigate to multiple websites.

When you are in Outlook, navigate to the File tab. Click Add Account and follow the wizard to configure your mailbox. Common webmail programs like Yahoo, Outlook.com and Gmail will auto configure, but you may need to check with your provider to get the correct settings.

Repeat as needed for all of your email accounts

The Most In-Demand Tech Skills of 2020

It’s 2020. A new decade. A new chapter in the era of technology and the internet. Emerging Technologies like Artificial Intelligence (AI) and machine learning are starting to make their mark on the world, and their presence is felt in ways you might not even realize.

Every time you prompt your smartphone to text or call a friend or family member by using voice activation, you are using AI. This is a machine learning process that allows our smartphone to know who to call or text, or even open a mobile app because it has learned what our unique voice sounds like, in a plethora of international languages. 

Have you ever wondered who is building these innovative technologies? And how did these forefront technology professionals get into building AI and machine learning software?

Your first reaction might be to assume that they learned their skills through traditional methods like earning a computer science degree from a four-year university, or even a two-year program at a local community college. Maybe you have heard the stories, or even know a tech prodigy who taught him or herself how to code and build incredible tech products.

However, you might be surprised to know that many new technology professionals have learned, or are learning their new skills through short-term, intensive coding bootcamps. If you want to make a career switch into the booming tech industry, then these programs can teach you everything you need to know, all in less than a year.

These programs come in various formats, including in-person, online, self-paced and part-time. And, many of these schools also offer diverse means of funding like income sharing agreements (ISA), where you are able to enroll and complete the program with an understanding that you will pay the affordable tuition back after you get a job in the industry.

Let’s take a look at some of the emerging technology skills that you can learn through bootcamps.

Digital Marketing

As more people become “cord cutters,” and ditch their expensive cable packages for online streaming platforms, television commercials are becoming a much less effective form of marketing. Thus, companies are investing into digital marketing. Companies are starting to make the switch to online means as well, and are now gearing a large part of their marketing budget toward the Internet. This includes banner ads on websites and even social media ads. 

SEO

As marketing is switching to Internet-based methods, it is becoming imperative for businesses to invest in Search Engine Optimization (SEO). SEO is the process of strategically creating content on your website so that it will help it rank higher in the results yielded by search engines. Search engines like Google use a ranking system based on relevance for deciding which websites to display first. SEO Managers are skilled digital marketing professionals who create content using specific keywords that are proven to help a website rank high enough to be one of the first websites you see when you search on Google or another popular search engine. 

Social Media

Social Media marketing has really taken off in the past few years, as it is an all but free method of reaching your target audience. Where companies once paid millions for a two-minute commercial time slot on a capable network, they can now hire a skilled Social Media Manager and accomplish even more through social media platforms like Facebook and Twitter.

Social Media Managers are skilled digital marketers who lead social media campaigns based around what to post about, when to post it, and, even more importantly, where to post the content. 

Email Marketing

Have you ever received an email from an online retailer whose site you haven’t visited in a while? You probably got that email because that company uses AI that tracks who is visiting their website, and compares it to a list of customers who have provided their email address when they signed up for a membership. This AI software sees which members are visiting the site, and which are not, and then sends an automated marketing email to the customers who haven’t visited the site in a while. All of this is done through automated means, meaning companies don’t even have to lift a finger to get info on their products, sales, and promotions in front of their customers.

The digital marketing industry is growing steadily, with an 8 percent growth rate expected by 2028. 

Digital marketing professionals range in skill sets, and specialize in different areas of digital marketing, but generally speaking, Digital Marketers can enjoy a comfortable salary, with the national average in the United States being over $71,000. Many digital marketing professionals make $93,000 a year.

Time to clean up your media files

I get it. Many of you are unemployed or underemployed. Some are working really hard at appearing to be working hard. It's time to tune out of TikTok and take ten minutes a day to clean up your media.

Baby steps...

Phase One: Go through your WhatsApp, group texts, Instagrams and FB posts and delete any unwanted images or videos. No one is going to care about that flaming Bananas Foster a month from now. Those videos of you giggling and wearing a funny outfit? They take up a ton of space on your cell phone and your devices. Get rid of them. Especially anything that is embarrassing or could be used against you.

Phase Two: If there are important or sentimental pictures or videos, save them to the cloud or some stable storage area. Make sure to assign a good file name, with date included

Phase Three: This is ongoing. Spend 10 minutes every day going through all of your media assets on all of your devices. Delete, rename, create folders to organize and add metadata (properties) where available.

I know. It's kinda like when your ma tells you to clean your room. It's time and you will thank me one day

Offload old messages to an Outlook PST/Data Folder

So many of us no longer have mailbox limits, thanks to Office 365 and cloud storage, but that doesn't mean that your mailbox can't be a bit overwhelming. Not only that, if your organization archives on a regular basis, you may have personal items being moved to those archives for all eternity! Why not create an Outlook Data File (also known as Personal Folders or PST files)? That way you can store your own stuff and keep it personal. Create a new one each calendar year

1.     From the Home tab, select New Items>More Items>Outlook Data File

2.     Create a name and select a location. I recommend accepting the default location, which is usually your home drive or C drive

3.     Click OK

Tip: Assign a name that makes sense to you, such as “2019 Old Emails”

View Most Recently Deleted Items First

This was a great tip from an Administrative Professional. I get most of my tips from my clients!

Delete, delete, delete. I am great at deleting unwanted messages I often save my deleted items for weeks. Some of you tell me you save ALL of your deleted items. But now I want to view the item I most recently deleted, even if it was a message from 2017. Here’s a great way to change the view of your deleted items in Outlook:

  1. Navigate to the Deleted Items folder

  2. Navigate to View>View Settings on the ribbon

  3. Click Sort…

  4. At the bottom of the dialog box, select Date/Time fields

  5. Now at the top, select to sort by Modified

  6. Click OK twice

Deleted sort.png

Limitations

Unfortunately the Modified Date only gets updated when deleting a message that is stored in an account that uses an ost-file. These are the following account types;

  • Exchange

  • Exchange Active Sync (EAS)

  • IMAP (Outlook 2013 and Outlook 2016)

  • Outlook Hotmail Connector

It does not work when you using an account that is using a pst-file as the storage. These are the following account types;

  • POP3

  • IMAP (Outlook 2010 and previous)

  • Archives

  • Any other additional pst-file

Organize Incoming Outlook Messages with Color

Many of you remember the command to organize with color; a tool that would change the font of incoming messages that meet certain criteria with color. That option is still available, but it is hidden. Here is how to do it in newer versions of Outlook:

  1. Navigate to View>View Settings>Conditional Formatting...

  2. Click button to Add

  3. Choose a name for this rule

  4. Choose font, color and size and click OK

  5. Choose condition (for example, click FROM and select name of person that you would like messages to be formatted)

  6. Click OK twice

  7. Going forward, repeat step 1 and click to de-select this rule when you want to disable

Three ways to control your Gmail inbox views.

1. If possible, switch to view your Gmail messages in Outlook. That way, you will have more robust tools to sort and search

2. Experiment with your Gmail Views:

Click the cog and test the 3 main views:

 Add Preview Pane:

  • Click the cog wheel above

  • Click Settings

  • Select Labs

  • ·Enable Preview Pane

  • Going forward, you can switch between regular and preview pane by clicking this button:

 

3. Increase the number of messages viewed on each page:

 

  • Click the cog wheel above

  • Click Settings

  • ·On the General tab, change the maximum page size

These Two Outlook Options Will Keep You and Your Inbox Uncluttered!

Modify These Outlook Options and Save Hours

Now that you are getting your mailbox organized, here are two little-known options that you can enable to help keep you organized. The first option will automatically close your message window after you reply, rather than keeping it open. This will save you a click (and your sanity). The second option will automatically save your replies in the same folder as the original. This is very helpful for those of you that file messages into folders and like to keep your replies in the same place. No more searching the Sent Items folder!

1. Navigate to File>Options
2. Click to select the Mail category
3. Scroll halfway down to the "Replies and forwards" section
4. Click to tick "Close original window when replying or forwarding"
5. Navigate down to the "Save messages" section
6. Click to tick "When replying to message that is not in the inbox, save the reply in the same folder"
7. Click OK


Want more like this?  If you have mailbox overload, you do not need a full day class. You don't need to spend thousands of dollars with a coach. Attend this fast paced 60 minute webinar and take away more than 20 time-saving tips and tools to take control. Once and for all.
Click here to learn more or register

Office 365 and 2016 Cheat Sheets for Windows and Mac

If you're like me, I cannot keep up with all of the new features and add-ins that roll out for the applications I use. For over 30 years, I have emailed cheat sheets to my students after attending one of my training sessions. This year, we are all trying to get our mailboxes under control, so here is a link to Microsoft's Quick Starts, training videos and downloadable tip sheets. 

https://support.office.com/en-us/article/Office-Quick-Starts-25f909da-3e76-443d-94f4-6cdf7dedc51e?ui=en-US&rs=en-US&ad=US 

Use Microsoft OneNote to Organize Documents, Notes, Tasks and Recordings

OneNote is an app that comes with Microsoft Office and Office 365, and there are free versions for Windows 10 and your handhelds. If you store your notebooks on Microsoft OneDrive, you can view your notes from any of your devices-- anywhere. 

Once you create your first notebook, you can add documents, notes, tasks and even recordings. Tag, flag and easily search your notebooks without ever having to click to save. 

I use it to record the audio of my meetings and then I transcribe them at my leisure. This lets me be present at the meetings!

Sign up at www.onenote.com

Outlook Categories to Color Code Email, Calendar and Notes

Most of us completely ignore the Categorize button in Outlook, but it can help simplify your ability to view and sort messages, calendar entries and notes. Take a moment to assess and define several categories that will make sense for you.

Assign a Category to an Outlook Item

1.      Do one of the following:

·   Select the item and click Categorize from the ribbon

·   Right-click the item and select Categorize

2.      Make the desired selection or selections in the Available Categories list

3.      To add a new category:

·   Click Categorize,

·   Click to select All Categories…

·   Click New

·   Type the name for the category in the New Category text box and select color

·   Click Add and then click OK

4.      Click OK

 

Got FOMO?

One typically American problem is fear of missing out (FOMO). What is the longest that you have been "off the grid" in the past 12 months: no email, no text, no Facebook, no Instagram, no internet? I'm guessing the only time you are willing do that is while you are sleeping! Most of us will take our devices on holiday and answer work emails as well. In some countries, that is against the law. Stop doing that now! Get your email organized so that you can automatically control, forward and reply to messages while you are out of office.

Here is an article discussing why France is making that illegal

Enable Auto Spell Check in Outlook

I was the spelling bee champion in the 6th grade, but I am the worst typist. As a former schoolteacher, I would be appalled to send an email out with a spelling error. Why doesn't Outlook enable auto spell checking by default? 

No worries. You can enable that feature yourself. Navigate to File>Options. On the Mail category click to check "Always check spelling before sending". Going forward, you will not need to manually spell check your messages

Use Outlook to Manage and View All of your Email Accounts

If you are currently managing multiple email accounts from different providers, you may not realize that you can use Outlook to view all of your messages in one app. No need to navigate to multiple websites.

When you are in Outlook, navigate to the File tab. Click Add Account and follow the wizard to configure your mailbox. Common webmail programs like Yahoo, Outlook.com and Gmail will auto configure, but you may need to check with your provider to get the correct settings.

Repeat as needed for all of your email accounts