Learn the Seven Secrets of Great Productivity in Outlook presented by Warren Stokes

[@tamachando6824]

The Quick Parts section was actually pretty cool.

[@1969cmp]

Wow, I am a complete dunce when it comes to Outlook, but more recently I started using the appointments-task calendar thingy (as I was saying, dense...) and immediately my productivity increased. In the mean time my supervisor sent me a tutorial link which did not open on my tablet, or at least it was taking too long to respond. So I youtubed and came accross this presentation. Wonderful, a whole new world of tricks using Outlook. Thanks for the 'vid'.

[@WarrenStokes]

Adrian, Thanks for the positive feedback on the Webinar. 1) You can easily create a calendar entry from an email by dragging and dropping the email over your Calendar icon in Outlook. he content of the email becomes the notes in the calendar item! 2) You can send a calendar invite to anyone by clicking Invite Attendees, then entering their email address in the appointment "To" filed. They can then click "accept: the invitation and it adds it to their calendar.

[@wandalogan1037]

Warren Stokes

[@nuruljesima7555]

Hi Sir, how to stop email notification for my recepient whenever I send calendar invite (set up meeting). Basically my recepient should not able to receive email updates whenver I set up my meetings but my meetings should be appeared in their personal calendar.

[@kimconci2901]

.Warren Stokes

[@pamelabagley7453]

Good morning Mr. Stokes, I enjoyed learning new things about Outlook, I have only used this for sending emails, scheduling meeting/appointment and contacts. What I was shown today will help tremendously with making things a lot easier for me. Thanks a million.

[@patt1982001]

Watched your video today. I was unaware of the Quick Parts option. This was very helpful to me. Thanks.

[@jakichandu1]

Short and to the point. Very useful webinar. Definitely increased my day's productivity. A big Thank you!

[@JacquelyneTIvery]

boss email to read later was hilarious!

[@WarrenStokes]

Jacquelyne, glad you found the humor in this!

[@df6148]

What makes this video even more epic is that your voice sounds exactly like the head coach for the New England Patriots! Thanks for all of the help. Really appreciate it. Subbed.

[@vincentmontuya]

OMG, it really worked. Thank you so much!!

[@shae2402]

SO GRATEFUL FOR YOUR TIME & ENERGY POSTING THESE VIDEOS. Thank you so much! SLP

[@WarrenStokes]

Shae, Thank you for the kind comments. Glad you appreciate the videos. Regards, Warren

[@renee2234]

The templates insert was a great thing to learn today. Thank you!

[@JCRodriguezhn]

thank you for this excellente webinar, I learned a lot, I hope to see more of those webinar

[@cristhianlozano9199]

Thank you for sharing this tutorial

[@dyanmadeit3977]

God, I'm glad I found your video that helped me

[@Rmsimmons31]

Thanks for sharing! Is there an easy, quick way to clean up my inbox in order to be more productive? I work in government accounting and get a lot of correspondence, and meeting invites, etc...I know I can become more efficient at my job if I can get these emails organized and under control. I’ve received notifications that my mailbox is almost full, I have a little over 1000. Also, when I took over this position the distribution lists consisted of about six contact cards and some have duplicate contacts which is another task I need to take on, trying to figure out how to consolidate these contacts into one distribution list

[@WarrenStokes]

Rmsimmons31 You should definitely set up auto archiving support.microsoft.com/en-us/help/830119/description-of-the-autoarchive-feature-in-outlook and also use Email Rules to route emails to certain folders based on on certain paramets. (In the video and here is another resource link www.windowscentral.com/how-manage-rules-outlook-and-take-back-your-inbox Regards, Warren

[@voleti19]

Thanks for sharing ! Very effective way of organizing the work

[@pennyborgerding5531]

Thank you very much I am hoping I can save this and watch this again! It is very helpful but I am sure I will need reviews as I am a very NEW outlook user. Thank you again

[@amgadmohammed6825]

that's wander full presentation, really simply, smooth and rich data knowledge, thanks

[@charlesfischer5604]

Great Tips - recently converted to outlook at work and your webinar was very informative. Thanks!

[@karisanchez770]

Charles Fischer's

[@HappyRinger012]

Lot of great tips and tricks for new or veteran users. I'm guilty of doing things the way I always have, and see some neat time-savers here. Thanks, too, for the info re IMAP glitch. The idea of just dragging the e-mail to the task folder to set up a reminder is AWESOME. I've been stuck on IMAP for about 5 years and never knew that was why I couldn't set a reminder on an e-mail! Hope you're business is booming. :-)

[@josephwhitelow9184]

Love the color code calendar easy to understand.thanks

[@noahhoughtaling]

great webinar. can you create a rule or quick part that when you type "attached" in the body of the email it will automatically take the subject line and put in in the body of the email? trying to save me from having to copy and paste each time I send attachments. example - Attached - JOB NAME - INVOICE # - WE DATE

[@sturdona]

Great webinar. Well worth the time.

[@nkosinathindebele1831]

This is outstanding .Thank you Warren

[@1erXeneize]

THanks Warren for this useful video. I have 2 quick questions if I may: 1) Do you know how to easily create a calendar entry from an email? (other than just copying and pasting). 2) Is it possible to send invites to other people to a meeting/calendar entry so they can just by a click, add to their calendar? thanks!

[@Life-Row-Toll]

Wow, this tutorial is so well done and informative. Thank you!

[@maurocastagnera8949]

Great video but I have a question: I need to send the same email the first day of every month to the same contacts. How can I set Outlook to do it automatically? Thank you.

[@alambkk6840]

Real good tips. Started using them immediately! let me know more about how to create staff schedules project meetings Thanks

[@maximilianlehmann7873]

Great webinar, definitely added value.

[@IrisSteinhausen]

Real good tips. Started using them immediately! Thanks Warren

[@KMarlieX]

I'm loving all these great tips! I've managed to go into my outlook and implement them immediately. However, some of the tips I haven't managed to incorporate as my view/toolbar is quite different than yours. I'm wandering if this is because I"m using the free version of outlook and these advanced tools are premium features?

[@natalliadowsett1131]

Thanks a lot Warren ;-) Your webinar is very helpful.

[@donnacowan3670]

I know it has been a while since you did this, but I found it absolutely helpful, especially the Quick Parts. Who knew! However, I wonder if the Social Connection has changed since you did this. I cannot seem to find the download for that. Any ideas?

[@WarrenStokes]

Sadly, The Outlook Social Connector has been deprecated. That means gone in software dev parlance. I hope they bring it back, it was a nice feature. I will suggest this to Satya Nadella, perhaps you should too.

[@WarrenStokes]

I miss it. Sadly that feature has been deprecated. I hope they bring it back.

[@paullesieur147]

hi guys, the best success that I have ever had was by using the Magic Progress Shortcut (just google it) definately the no.1 info that I've followed.

[@skillah420]

awesome video that answers lot of questions regarding outlook

[@yogiyolly]

Thank you for sharing these top tips

[@aeilyng5]

Warren, I loved your tutorial it was the best one yet. I had a question on the calendar categorizing option. How can I share a categorized calendar with co-workers for events and make sure they can actually see the different colors from their end. The recipients can't see my categories on my shred calendar and its important for them to see it. Please help.

[@WarrenStokes]

aeilyng5 Thanks for the positive feedback. I appreciate it. Seeing the color coding in other people's calendars requires a certain permission setting and you need to be in a Microsoft Exchange environment. .Just google this phrase and you will see some good posts: : Seeing color coding on other users in outlook calendar......

[@WarrenStokes]

It is true, Categories don't work for Outlook calendars in an IMAP account. Why? Here is what I could find - this from Slipstick Systems: www.slipstick.com/outlook/outlook-categories-flags-and-imap-accounts/ The IMAP protocol doesn't support the Category and Flag properties on messages and assigned categories and flags are not synced back to the IMAP server. If you need to use categories, you need to use a POP3 account instead or move the messages to a local pst file. In place of flags (and their reminders), drag the message to Tasks (or Calendar) and set the reminder. If using IMAP is a requirement, you can either move the mail to separate folders to separate it or use Automatic Formatting (Conditional formatting in Outlook 2010) to highlight messages meeting specific conditions. If you need reminders, drag the message to the Tasks folder and create a task with a reminder.

[@kerryking-businessadvisory952]

Warren Stokes sounds amazingly like the actor 'John Goodman'!

[@lvmyfam11]

Haha! Hey, is there a way to get that ol' "classic' Outlook look, like you have in the video? Try as I may, to customize my Outlook 2016, I just can't get the sweet look that you have. How do you do it?

[@aakashkuliyal7415]

Thank you so much sir,for sharing such a great knowledge.....can you tell me?... some tips regarding creating dashboard...in excel...how to set dashboard effectively.....your assistance will be appreciable sir.

[@WarrenStokes]

Thank you for the kind words! Regarding dashboards, they are a few Outlook based dashboards. One is found in Prophet CRM: www.avidian.com/features/reports-and-analytics. Here is a useful article on Excel: www.avidian.com/resources/how-to-use-excel Perhaps I will create a webinar on using Excel to create dashboards, sometime in the future. Regards, Warren Feel free to email me: [e-mail]

[@mattmoses6637]

Very Helpful. But I have always thought Outlook had great potential as a project management tool. Yet I have struggled trying to get the Task function to have templates that can send notifications etc. How can Outlook be used to manage something like product development?

[@WarrenStokes]

Matt, Outlook stops short for any in depth Project Management solution. Product Development also needs specialized tools. That being said, a good feature of a Project Management Product Development solution is to sync with Outlook.

[@simi1528]

Thank you a very helpful video. I do have a question, can one create more colors on Outlook for emails? The drop down Menu for the colors is limited.

[@WarrenStokes]

Outlook supports unlimited categories but only 20 colors.

[@TheFingertapper]

This is great, Warren, but sadly on Outlook for Mac, much of this is not available - not your fault of course!Really frustrating - they seem to be gradually removing functionality from Mac versions. Any tips on Mac version would be really helpful. Thanks!

[@WarrenStokes]

I am not personally a Mac users. You are correct, though, that Outlook for Mac does not support many of these advanced useful functions. One thing to consider is setting up a dual OS so can run Windows apps, including Outlook on your Mac. This requires a program like Parallels or VM Ware.

[@arthurcharlesegan4455]

hey. thanks for the video - just wanted to check if one uses Exhange, the QUICK functions, are they carried across multiple devices with the saved items?

[@WarrenStokes]

The way to copy Quick Parts to anther computer is by copying the NormalEmail.dotm file. See instructions here: www.msoutlook.info/question/574

[@johnadams7653]

Love this, but how do I put a task the into the calendar? At present I turn emails into appointments to plan my time, task would be correct as it is not an appointment

[@WarrenStokes]

John, You can easily create a calendar entry from a task, by dragging and dropping the task over your Calendar icon in Outlook. The content of the task becomes the notes in the calendar item! Keep in mind Tasks and Calendar Appointments each have a different purpose; Appointments "Block Off Time" to do something, meet with someone etc.....Tasks Remind you to Do Something. The thing about Tasks is that they Persist in your view (they turn red if late) whereas appointments fall out of your current view. When you really Must get something done, create a Task and Appointment for it!

[@johnadams7653]

That's great, can I great follow on appointments or tasks, when I need to follow up an action

[@TRWeWha]

The video was helpful but I am still confused about how to create a "GROUP" so that I can email numerous ppl at one time . If I missed it in the video please inform me of the time segment it is in the video. Thanks

[@WarrenStokes]

The ability to send a group email is a function of the CRM Add In Prophet. With Prophet you can create groups and lists based on any number of criteria like category, geography, area of interest, and send a personalized email to everyone in that group.

[@SvetlozarKosev]

22:54 is there a was to filter tasks/emails first by flag status , then priority, then due date and category?

[@aranda6942]

Hi... great video... is there one update to Outlook 2016? Thank you!

[@simi1528]

Can we use these tips for Mac?

[@TheRealMK67]

Hoping to get this answered here - From what I read, Outlook 2016 (Windows) doesn't support categories on IMAP accounts...and yet, Outlook 2016 for OS X it works just fine. Why?

[@mdtaylor2274]

Very helpful tutorial. Any chance I/we could get a copy of your ppt? I'd love to put these steps to use at work and I'm not able to follow a video tutorial whilst working. Thanks very much.

[@WarrenStokes]

Michel thanks for your input. Let me know your email so I can send it to you. You can email me at [e-mail]

[@jeffreyhuntersobreiraolive574]

Ver interesting video. Thanks from Brazil.

[@emanualcarr7408]

Is it possible to create a "rule" that allows incoming mail to be (color categorized) when they arrive in your inbox? In other words, when I receive mail from a specific sender, I'd like The message to have the color category bar across the top of the message automatically as it comes into my inbox.

[@WarrenStokes]

Emanuel, Outlook Emails can easily be color coded: In the Outlook Ribbon got to: View> View Settings> Conditional Formatting. This colors the entire email to a color and font of your choice. Very handy, I use this myself. To flag emails based on certain criteria, go to Rules> Create Rule > Advanced Options > Flag for Actions Regards, Warren Feel free to email me: [e-mail]

[@dalouman]

Thank you, very helpful

[@BenBoesh]

Thank you! Good material! I was wondering if there was any way to attach a specific set of documents to a contact in Outlook? Is that true and if so, how do you do it?

[@WarrenStokes]

It is easy to attach documents or files of any type to a contact. You can simply insert using the paper clip icon in the ribbon, or drag and drop the file(s) from windows explorer into the notes area of the contact

[@pratshuk]

Very useful Info

[@swish2727]

Thank you for sharing, certainly very informative .

[@bethbark]

Mr. Stokes, we are using Outlook 2016 and have done the conditional formatting for our calendar... the formatting doesn't stay!! A bit random as to when it disappears, could be just clicking over to email and back, could be just time, could be closing and reopening. any suggestions on what is causing this and how to fix?? Thanks

[@WarrenStokes]

Sounds like you may on an IMAP account. The color formatting is not supported in IMAP - you need Exchange. So Categories don't work for Outlook calendars in an IMAP account. Why? Here is what I could find - this from Slipstick Systems: www.slipstick.com/outlook/outlook-categories-flags-and-imap-accounts/ The IMAP protocol doesn't support the Category and Flag properties on messages and assigned categories and flags are not synced back to the IMAP server. If you need to use categories, you need to use a POP3 account instead or move the messages to a local pst file. In place of flags (and their reminders), drag the message to Tasks (or Calendar) and set the reminder. If using IMAP is a requirement, you can either move the mail to separate folders to separate it or use Automatic Formatting (Conditional formatting in Outlook 2010) to highlight messages meeting specific conditions. If you need reminders, drag the message to the Tasks folder and create a task with a reminder.

[@DanialAnderson]

Thank You for sharing

[@SnappyProWashEstero]

Very Informative

[@Rmsimmons31]

Any feedback you can offer would be great, thanks!

[@marceloribeirosimoes8959]

Best Outlook Tutorial video I could find by far... Excellent!!! I got a question - How can I import contacts properly? I mean, seems that Outlook can only import comma separated csv files but when I try to import my contacts from my CRM it becomes a real mess... If I export xls file from my CRM I can see all data well organized but Outlook can't open that. So, do you know a import template or protocol or secret to get this properly ?

[@WarrenStokes]

Marcelo, Thank you for your positive feedback. To import Excel files into Outlook, simply save them as a CSV file, (Comma Delimited) which is an option when you select Save As" in Excel. Then use Outlook Import feature to import the file. Go to File> Open and Export> Import/Export> Follow the import and Export Wizard to map the fields and import the contacts. Note this sequence is for Outlook 2016 - but it is similar for older versions of Outlook. Regards, Warren

[@marceloribeirosimoes8959]

Warren Stokes Thank you for that but this is like a fantasy to me. Simply not possible...

[@manomir69]

Marcelo Ribeiro Simões there is a tgh as an anouncements. There was a second choicen

[@manomir69]

Warren Stokes the resource centre can be distributed. This is an information centre.

[@marceloribeirosimoes8959]

I've found a way to import contacts int Outlook. First I export my contacts from my CRM. Then I download Portable OpenOffice. I have to open the contacts file on OpenOffice then save it like csv file. Now Outlook recognize it and I am able to import all my contacts and, even tho', having a lot of data lost because Outlook can't accept all those data fields on this process...

[@PabloVillaronga]

there is no calendar preview at the right side in outlook for mac?

[@admiradordedamas96]

Great ! Can I export Quick Parts and Rules ? and import later, if I reinstall Windows?

[@WarrenStokes]

Yes, you can export Rules and Quick Parts . To export Rules see this article: kb.intermedia.net/article/1806 To export Quick Parts see this article: www.extendoffice.com/documents/outlook/1454-outlook-import-export-quick-parts.html#a

[@joybirsin]

very informative

[@eeocoit1420]

Please enable closed captioning.

[@kirana7835]

If it weren't for you, I don't know what to do, I don't want to spend money on it

[@jiridvorak]

nice video..i didnt know all functions...

[@1969cmp]

Jiří Dvořák ...pretty awesome....

[@Oridan3]

Hi Warran, how do you save content to quick parts? I didn't see this in the video.

[@WarrenStokes]

With the content selected, go to the Outlook Ribbon > Insert> Quick Parts, > Save Selection to Quick Part Gallery

[@JohnMCato]

That's awesome 😁

[@dking1975]

Hi Warren, I'm just trying to work out how I can move a completed task from my to do list to a new folder. I've made a new folder saying "completed" but every time I try to drag and drop it opens an email to that person. Appreciate the help thank you

[@WarrenStokes]

Daniel, whenever you mark a task as complete, it appears in the "View" for completed tasks. You can view tasks in Outlook in various vies, such as Completed, Active etc.

[@ianbradleyandrews]

HEY WARREN - Re: the calendar function, is it possible to divide each day into columns? Thanks!

[@WarrenStokes]

To the best of my knowledge, and I have researched this topic, it is not possible.

[@NoHardFeeling555]

Any advise for using outlook to manage many projects which each projects have sub-tasks and dependencies? I really have a problem to keep tracks. Other Apps is quite expensive.

[@WarrenStokes]

In the Outlook Task view, you can create multiple folders, such as with project names. Right click over the default folder and select New Folder - then give it a name. You can also use the field chooser so you can have custom views in each folder such as Task Description, Status, Due Date, Category, Flag etc. There is no function for creating sub folders n tasks but you could name folders e.g. "Project Jupiter Sub Tasks" Hope that helps!

[@reshmajayapalan6698]

hi! i want help with outlook, i am sure you can help me.1. I want to send a reminder email to my customers who haven't responded to my first email. Can i do that automatically on outlook? 2.I want to be able to send the same email with attachment to many of my customers at once . How can this be done?

[@WarrenStokes]

Reshma, With regards to your first request, you want to send a reminder email to my customers who haven't responded to my first email, This is NOT a totally automated function of Outlook. With regards to your second request, you want to be able to send the same email with attachment to many of my customers at once . How can this be done? This is a built in function of Prophet CRM for Outlook. www.avidian.com

[@angelasparks1736]

The social connector isn't available anymore, is there a way around that?

[@WarrenStokes]

Sadly that feature has been deprecated. I hope they bring it back.

[@trapdoggy]

Warren, is it possible to sync a shared calendar to auto populate on your personal calendar then auto categorize

[@WarrenStokes]

Hi there. I will need more clarification on your question: With Microsoft Exchange you can "merge" calendars by either lining them up side by side, or use the "Overlay" feature. Please clarify if you mean by auto categorize categories based on a key words or other conditions as mentioned in the video..

[@trapdoggy]

Warren Stokes, I track multiple people’s personal calendars. I want certain categories on theirs to auto populate on mine when they create the event. So if they create a “yellow” event on their’s, it would populate on mine as a “yellow” event. Does that make sense?

[@WarrenStokes]

The other people's calendar colors will be visible in your calendar view, but only if you are on Exchange. IMAP and POP accounts doe not support shared calendars.

[@liliagavajuc4694]

Hello, my boss is asking me to send a PDF file with his 4 calendars meetings that shows the full information (all the details from the meetings). Please advise how to do that. Thanks

[@WarrenStokes]

Lilia, Sorry for the delayed response. It is easy to print an Outlook calendar. While in calendar view > File Print > Select the style you want. To create a PDF of the calendar follow the printing steps and select the PDF writer as the printer.

[@liliagavajuc4694]

@@WarrenStokes Well, it's easy to print, but usually is printing the information from the calendar which was set as default. But i need to print all the meetings from all overlaied 4 calendars. Please let me know if possible. Thank you

[@marthiewomanonfire]

what is the productivity manager add-in called and how do I add it please

[@WarrenStokes]

The program is called Prophet CRM for Outlook. You can email me at [e-mail] and I will send you details on this. Thank you for your interest! Regards Warren Stokes

[@CapricornSunSagRisingLibraMoon]

He lost me1 The instructor moved and spoke so fast I could not see which features and/or where he was clicking before he moved to the next step. It would have been a good video except for those factors.

[@nielsbirk-srensen3009]

Hi Warren, i share an E-mail adress with two colleagues and would love to know how we can categorise the emails to tell each other who is working on that E-mail, can you help me solve this?

[@WarrenStokes]

Niels, You can create Rules to either color code emails or move them to a specific folder. The rules can be based on a variety of criteria such as specific words in the inbound email - these can be either in subject line or in the body of the message. You can also create rules based on the sender's email address. Review the section on The Magic of Rules in the video starting at time stamp 11:40. I hope this helps.

[@garymiddlemass4101]

Warren Stokes y

[@muhammadrizwan6067]

can you send this file Sir pl

[@WarrenStokes]

What file type would you like? Also let me know your email so I can send it to you.

[@PatriciaSantos-rl4kz]

6

[@keithbowcott6231]

Sound quality very poor

[@marble6503]

OMG, it really worked. Thank you so much!!