managing your class email outlook 2007monday, march 9, 9:30 – 10:30 manage expectations, create...
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MANAGING YOUR CLASS EMAIL
Outlook 2007Monday, March 9, 9:30 – 10:30
Manage expectations, create folders and rules, search, flag, and categorize your email with MS Outlook 2007.
Randy Graff, PhD352.273.5051
Research
Quality Versus Quantity:E-Mail-Centric Task Management and Its Relation With OverloadVictoria Bellotti, Nicolas Ducheneaut, MarkHoward, Ian Smith, and Rebecca E. GrinterPalo Alto Research Center
HUMAN-COMPUTER INTERACTION, 2005, Volume 20, pp. 89–138Copyright © 2005, Lawrence Erlbaum Associates, Inc.
Methods to handle message deluge
Prioritize
Archive
Types of Email
To-Dos To Reads IndeterminateHard to Deal
With
Email Behaviors
No-Filers Spring-Cleaners
Frequent Filers
Issues
Email as filing cabinet
Messages as discrete units put into user defined buckets
Volume- overwhelms
Activities
Announcements
Dialogue, discussions, negotiation
Organizing, arranging, coordinating, scheduling
Not an activityCoauthoring, document
review
Formal information gathering
35%
28%
27%
8%
2%
1%
Time
Reading e-mail
Filing messages
Scanning inbox
Deleting messages
Looking for message
Adding attachments
Opening attachments
23.1%
9.5%
6.2%
2.0%
1.1%
0.8%
2.4%
Writing e-mail / editing documents
45.1%
20%
Challenges
Keeping track of lots of concurrent actionsMarking things as important or outstandingManaging activity extending over time or keeping track of threads of activityManaging deadlines and remindersGetting a task oriented overview at a glance rather than scrolling around inspecting folders
Strategies
Relevant content at hand
Save content for future
Reminder for the future.
Strategies
Find things
Prioritize “must-dos” vs. “nice-to-dos.”
Get rid of irrelevant content
Tactics
Regularly scanning the inbox; often scrolling up and down.
Sorting, largely by sender or by flags, to find items more easily than in the default time-and-date-based view.
Deleting items to clean-out irrelevant, distracting content in the inbox.
Storing currently relevant items. Marking e-mail messages as unread to
remind themselves to look at them again.
Tactics
Storing items in appropriately labeled e-mail folders and subfolders to be worked on together in the future.
Archiving messages in e-mail folders for possible future reference.
Saving attachments in regular system folders for reference.
Inspecting or searching in folders in e-mail and elsewhere.
Making a calendar event to remind oneself to do something, and checking and marking the calendar to confirm availability for proposed activities sent in e- mail before responding.
Manage Expectations
Activities for Today
Filing messages
Scanning inbox
Looking for message
Adding attachments
Remind about email
Rules
File Messages
Scanning Inbox
Looking for a Message
http://www.xobni.com
Adding Attachments
Reminder about Email
Rules