Total Workday Control Using Microsoft Outlook

Preface to Third Edition......Page 10
Acknowledgments......Page 14
Contents at a Glance......Page 16
Contents......Page 18
MYN Quick Start......Page 26
The MYN Task List in Outlook......Page 27
Using the MYN Urgency Zones......Page 30
Next Steps......Page 31
The First Time, Task, and E-mail Management System \nThat Will Work for You......Page 34
The Problem Is Rampant......Page 39
Benefits of the Master Your Now! System......Page 41
Designed for a Quick Start......Page 43
Book Website and Newsletter......Page 45
The Basic MYN System......Page 46
Master Your Now—The Theory......Page 48
The Workday Mastery To-Do List in Microsoft Outlook......Page 53
Managing in the Now Horizon......Page 56
Summary of System Theory and Key Components......Page 62
Next Steps......Page 63
Introduction......Page 64
Outlook Versions Supported in this Book......Page 66
Navigating Through Outlook (Windows and Mac)......Page 67
Learning Outlook Tasks Basics......Page 70
Entering Tasks......Page 77
Using Flags in Outlook (Windows and Mac)......Page 86
Introduction to Converting E-mails to Tasks (All Outlook Versions)......Page 91
Next Steps......Page 92
Introduction......Page 94
Configuring Windows Outlook for MYN......Page 95
Configuring Outlook for Mac 2011......Page 107
Next Steps......Page 111
The Master Your Now! Methodology: \nHow to Take Control of Your Tasks in Outlook......Page 114
The FRESH Prioritization System......Page 127
Managing Deadlines......Page 130
Summary: Your Task Management Steps......Page 133
Next Steps......Page 135
Introduction......Page 136
A Very Simple System: Drag All Mail to the Processed Mail Folder......Page 138
Using Search Tools with the Processed Mail Folder......Page 145
Next Steps......Page 157
Maturing the System......Page 160
Introduction......Page 162
What Is a Task?......Page 163
Put Nearly All Your Tasks in Outlook......Page 166
Going Mobile with the MYN System......Page 169
Writing Only Next Actions on Your Now Tasks List......Page 181
Using MYN with Getting Things Done (GTD)......Page 184
Significant Outcomes (SOCs)......Page 185
Use Follow-Up Tasks for Actions You Are Waiting on Others For......Page 187
Next Steps......Page 189
Introduction......Page 190
Converting E-mails to Tasks in Windows Outlook......Page 195
Converting E-mails to Tasks in Outlook for Mac 2011......Page 198
Flagged-Mail Tasks in Outlook 2007/10 and 2011......Page 204
Create Follow-Up Tasks for Important Requests You Make by E-mail (Windows and Mac)......Page 207
Updated E‑mail Processing Workflow (Windows and Mac)......Page 212
In Summary: The Cure for Inbox Stress......Page 216
Next Steps......Page 217
Introduction......Page 218
Topic-Filing Your E-mail (Windows and Mac)......Page 219
Tagging Mail Using Outlook Categories (All Outlook Versions)......Page 225
Viewing Mail by Category (All Versions)......Page 236
Tips on Using Categories (All Versions)......Page 239
Tagging Mail Using Outlook Add-In Software (Windows)......Page 243
Next Steps......Page 245
Introduction......Page 246
Review of the Now Horizon Work Model......Page 247
New: Using Target Now Tasks......Page 250
Using the Now Horizon Model to Keep Your Workday Balanced......Page 251
MYN Strategic Deferral......Page 254
Summary......Page 261
Next Steps......Page 262
Mastering the System......Page 264
Successful Delegation......Page 266
The Task Delegation Approach......Page 267
Summary......Page 274
Next Steps......Page 275
Introduction......Page 276
Time Management: Finding Time to Work on Tasks......Page 277
Doing the Math on Your Workweek......Page 279
Cleaning Up Your Task Time......Page 283
Save Time by Auto-Categorizing Incoming E‑mail (All Versions)......Page 290
Maintaining Category Names Quickly and Efficiently (All Versions)......Page 298
Finding Mail Quickly: Creating an All Mail Search Folder (Outlook 2007/10) or All Mail Smart Folder (Outlook 2011)......Page 302
More Outlook Time-Saving Tips......Page 305
Next Steps	......Page 309
Introduction......Page 310
Intrinsic Importance......Page 311
Tracking Goals and Projects in Outlook......Page 317
Custom Tasks Views for Projects, Goals, and More......Page 323
Category-Based MYN Goal and Project Views \n(All Windows Versions)......Page 328
The MYN Master Tasks View (All Versions)......Page 336
Adding the Concept of Roles to All the Above Views	......Page 342
Hierarchical Goal, Project, and Task Folders (Outlook 2007/10)......Page 343
The TaskPad/To-Do Bar Deadline Column (All Versions)......Page 345
Adding the Compact Layout Back In (Outlook 2007/10)......Page 349
Modify the Simple List View (All Windows Versions)......Page 350
MYN Defer-to-Review View (All Versions)......Page 351
MYN All Now Tasks View......Page 354
The MYN This Week’s Tasks View......Page 356
Next Steps......Page 359
Wrapping Up Total Workday Control......Page 360
Appendixes......Page 362
Introduction......Page 364
Outlook Folders Explained (Windows and Mac)......Page 365
Exchange Server Mailbox......Page 369
Local Folders......Page 371
Strategies for Setting Up Your Processed Mail Folder......Page 377
Checking Outlook Folder Sizes......Page 384
Outlook’s Navigation Pane (Windows and Mac)......Page 386
Outlook 2007/10: The Mysterious To-Do List Folder......Page 393
The Daily Task List under the Outlook 2007/10 Calendar View......Page 397
Next Steps......Page 399
Introduction (Windows and Mac)......Page 400
Understanding Archiving (Windows and Mac)......Page 401
Archive Solution Scenarios (Windows and Mac)......Page 404
How to Do Archiving: Manual Archiving, All Scenarios......Page 407
Using AutoArchive Intelligently (Windows)......Page 411
Other Uses of Windows AutoArchive to Prevent \nExchange Mailbox Size Limit Messages......Page 423
Some Useful Books......Page 426
Software and Product Links......Page 427
Master Your Now! System Quick Guide:\nOutlook Task Management Principles......Page 430
Master Your Now! System Quick Guide: E-mail Workflow......Page 432
Index \n......Page 434