Tag Archives: Outlook

How to handle 200 emails a day

Mastering Technical Sales has a great article on their site explaining how to handle 200 emails a day. It is purposely written for suggestions to their target audience which is the pre-sales technical folks that are the brains in the IT sales world.

I pulled out a few of the more relevant paragraphs that were relevant to all regarding of profession but I suggest that you read the entire article.

I will start this suggestion list by sharing one of my habits. “Don’t file – SEARCH”.  Install one of the several desktop search indexing tools such as Google Desktop Search, Windows Desktop Search, or Copernic Desktop Search. Then, when you have read and are finished with an email, move it to a “Done” folder and forget about it.  Don’t try to figure out if you should file the email in the customer folder, the folder of the person that sent you the email, the folder for product problems or whatever.  Most people end up spending way to much time worrying about their filing system or trying to find an email in the file system.  Don’t worry about it – just search for the email in one of the above systems let the engine do the heavy lifting for you.

RANT! No more faith in Microsoft

After being on an iPhone for a year, I don’t think I could ever go back to a Windows Mobile phone.  I used the Windows Mobile platform for probably 11 years (including the original Windows CE non-phone devices) and it always seemed like the NEXT generation would solve all my problems. The next generation never did come and by the time I gave up, I was in the habit of restarting the phone every morning.

I recently tried to install the desktop search tool from Microsoft.  After several tries and lots of reading online, I couldn’t get the add-on installed that would allow this tool to search my Outlook 2003 files (let alone my Thunderbird personal email).  I gave up and installed Google desktop and was completely indexed on everything in one overnight session.

The 100 accomplishments of the George W. Bush administration

As I write this, George W. Bush is only a few days away from the end of his 8 year Presidency.  Earlier, I had graded Mr. Bush on a variety of major factors but I felt that I left off a huge number of things that he and his administration did or did not do.  This list is the result of trying to be more inclusive.  Many items on this list are actions by the Mr. Bush and his administration and some of them are inactions.


Economy
1 Increased defense R&D spending
2 Accelerated the cleanup of brownfields
3 Prescription drug benefits in Medicare
4 Ordered renovation of military housing
5 Signed Medicare Reform
6 Allowed disabled people to use up to a year’s worth of vouchers to finance down payments on homes

Groups (categories) in your iPhone

This may be incredibly obvious to everyone else but I have wanted to do a better job of managing my contacts on my iPhone.  When I used Windows Mobile, I could put categories on my contacts in Outlook and those categories meant something on the phone as well.  The iPhone doesn’t support categories so all my contacts (approaching 1000 at this writing) were in one big list.

I did a little experiment and found out that the Groups function on your iPhone includes not only your Global Address Book from your company, but also any sub-folders of your Contacts on the Exchange server.  This way you can divide different types of contacts (work, customers, family, vendors, etc. into different Contact folders on your server and they appear correctly on your phone.

Here is a screen shot of my folders in Exchange:

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RANT! Desktop Index ideas

Like a lot of people, I have become hooked on “desktop search” products. These products index your hard drive’s documents so that you can quickly and easily search for that piece of information you know that you have but are missing. The most popular version of this is Google Desktop but there are others and I particularly like Copernic Desktop Search because I find it more stable than the other utilities on the market and it can read my calendar in Outlook which is a big deal to me.

As much as I like these tools, I find that there is one big thing that they all miss. They don’t rank my favorite sites higher than other sites if I am doing a web search. This simply doesn’t make sense. Obviously, I have been to that site before (or else it wouldn’t be in my Favorites/Bookmarks folder). Therefore, I trust that information more than other information.