Table of Contents
Preface to Second Edition vii
A Complete Book Rewrite vii
Acknowledgments x
Contents at a Glance xi
Contents xiii
Introduction xxi
The First Time, Task, and E-mail Management System That Will Work for You xxi
The Problem Is Rampant xxv
Benefits of the Manage-Your-Now! System xxviii
Designed for a Quick Start xxx
Book Website and Newsletter xxxii
The Basic MYN System
Managing Your Now in Outlook-Theory and Overview 3
Introduction 3
Manage Your Now-The Theory 3
Mapping to Microsoft Outlook 8
Managing in the Now-Horizon 11
Summary of System Theory and Key Components 17
Next Steps 18
Yes, You Can Gain Workday Control Using Outlook 19
Introduction 19
Outlook Versions 21
Navigating Through Outlook 23
Learning Outlook Task Basics 26
Entering Tasks (All Outlook Versions) 33
New Task Features in Outlook 2007 40
Introduction to Converting E-mails to Tasks (All Outlook Versions) 45
Summary 46
Next Steps 46
Configuring Outlook for MYN Task Management 47
Introduction 47
Configuring the TaskPad or To-Do Bar (All Outlook Versions) 48
Turning Off the Task Reminders Default Setting 59
Exit Outlook and then Restart Outlook 60
Next Steps 60
A New Approach to Managing Tasks in Outlook 61
The Manage-Your-Now! Methodology: How to Take Control of Your Tasks in Outlook 61
The FRESH-Prioritization System 73
Managing Deadlines 76
Summary: Your Task Management Steps 79
Exercises 80
Next Steps 81
The Bliss of an Empty Inbox 83
Introduction 83
A Very Simple System: Drag All Mail to the Processed Mail Folder 85
Using Search Tools with the Processed Mail Folder 92
Summary 102
Next Steps 102
Maturing the System
When to Use Outlook Tasks 105
Introduction 105
What Is a Task? 105
Put Nearly All Your Tasks in Outlook 108
Going Mobile? 111
Writing Only Next Actions on Your Now-Task List 115
Use Follow-Up Tasks for Actions You Are Waiting on Others For 117
Summary 119
Next Steps 119
Cure "Inbox Stress" by Converting E-mails to Tasks 121
Introduction 121
Using Outlook Tools to Convert E-mails to Tasks 125
Flagged-Mail Tasks in Outlook 2007 132
Create Follow-Up Tasks for Important Requests You Make by E-mail (All Outlook Versions) 136
Updated E-mail Processing Workflow 142
In Summary: The Cure for Inbox Stress 146
Exercises 146
Next Steps 146
Topic-Based E-mail Filing 147
Introduction 147
Topic-Filing Your E-mail 148
Tagging Mail Using Outlook Categories 153
Finding Mail Tagged with Categories 163
Finding Your Filed Mail Using Search Folders (Outlook 2003 and 2007 Only) 173
Tips on Using Categories (All Versions) 180
Tagging Mail Using Outlook Add-In Software 185
Summary 188
Next Steps 188
Managing in the Now-Horizon Using MYN Strategic Deferrals 189
Introduction 189
Review of the Now-Horizon Work Model 190
New: Using Target-Now Tasks 193
Using the Now-Horizon Model to Keep Your Workday Balanced 194
MYN Strategic Deferral 196
Summary 204
Next Steps 205
Mastering the System
MYN Delegation in Outlook 209
Introduction 209
Successful Delegation 209
The Task Delegation Approach 210
Summary 217
Next Steps 218
Time Management and Other Time Savers 219
Introduction 219
Time Management: Finding Time to Work on Tasks 220
Doing the Math on Your Workweek 222
Cleaning Up Your Task Time 229
Save Time by Auto-Categorizing Incoming E-Mail Using Outlook Rules 235
Maintaining Category Names Quickly and Efficiently 241
Finding Sent Mail Quickly: Put It in the Processed Mail Folder 245
More Outlook Time-Saving Tips 247
Using and Configuring Handheld Devices for the MYN System 250
Summary 253
Next Steps 254
Advanced Topics 255
Introduction 255
Intrinsic Importance 256
Tracking Goals and Projects in Outlook 262
Custom Tasks Views for Projects, Goals, and More, in Outlook 267
Category-Based MYN Goal and Project Views (All Versions) 272
The MYN Master Tasks View (All Versions) 280
Adding the Concept of Roles to All the Above Views 285
Hierarchical Goal, Project, and Task Folders (Outlook 2007) 286
The TaskPad/To-Do Bar Deadline Column (All Versions) 288
Adding the Compact Layout Back in (Outlook 2007) 292
Modify the Simple List View (All Versions) 293
MYN Defer-to-Review View (All Versions) 294
MYN All Now-Tasks View 297
The MYN Recently Completed Tasks View 299
Summary 303
Next Steps 303
Wrapping Up Total Workday Control 304
Appendixes
Understanding Outlook Folders in the MYN System 307
Introduction 307
Outlook Folders Explained 308
Exchange Server Mailbox 311
Personal Folders 314
Strategies for Setting Up Your Processed Mail Folder 320
Checking Outlook Folder Sizes 327
Offline Access to Outlook Data 329
Outlook 2003 and 2007 Navigation Pane 333
New to Outlook 2007: The Mysterious To-Do List Folder 339
The New Daily Task List under the Outlook 2007 Calendar View 343
Archiving Your Mail in the MYN System 347
Introduction 347
Understanding Archiving 348
Archive Solution Scenarios 351
How to Do Archiving: Manual Archiving, All Scenarios 355
Using AutoArchive 359
Setting Up AutoArchive Intelligently 360
Other Uses of AutoArchive to Prevent Exchange Mailbox Size Limit Messages 377
Resources and Quick Guides 381
Websites for this Book 381
Some Useful Books 381
Software and Product Links 382
Manage-Your-Now! System Quick Guide:Outlook Task Management Principles 385
Manage-Your-Now! System Quick Guide: E-Mail Workflow 387
Index 389
