Tasks, calendar, sorting, and Copilot: make Outlook your daily productivity tool
An overflowing inbox, constant alerts, lost emails... For many professionals, Microsoft Outlook has become a daily source of stress and interruptions rather than a tool for efficiency.
Yet, when properly configured and used with the right methodology, Outlook is a powerful organizational assistant.
This training will show you how to transform your document and time management. You will learn to process information quickly, automate your email filing, and centralize your tasks so you can finally leave the office with peace of mind.
Is it for you ?
This training is for any Microsoft Outlook user (employees, managers, assistants) who feels overwhelmed by the volume of emails and wishes to optimize their personal organization.
Prerequisites
Basic knowledge of Outlook. This training is not suitable for users with Mac computers.
What You'll Walk Away With
- ✓ Reduce time spent on email management using proven methods
- ✓ Turn the Tasks feature into a steering tool for your deliverables and projects
- ✓ Plan and protect your work blocks by using your calendar methodically
- ✓ Quickly retrieve any information in an organized, clutter-free inbox
- ✓ Integrate Copilot into your workflow to automate repetitive actions and increase efficiency
Training content
This Outlook training helps you structure your work environment to better manage your emails, tasks, and calendar. You'll see how to turn the information you receive into actionable tasks, how to organize your inbox efficiently, and how to plan your time more effectively. With the features and best practices presented, you'll be able to reduce unnecessary handling, quickly find the information you're looking for, and better focus on your priorities.
1 Quickly optimize your use of Outlook: the immediate gains
In this section, participants will learn simple, immediately applicable strategies to optimize their use of Outlook and better organize their workday.
- Customize the Outlook interface
- Navigate Outlook effectively
- Customize the Quick Access Toolbar
- Quickly create different forms from the inbox
- Use QuickParts to standardize and speed up email writing
- Understand and customize Quick Steps
2 Master the Tasks feature and Tasks folder
Outlook's Tasks feature helps turn important requests, follow-ups, and emails into actionable actions. In this section, participants will be asked to structure their work, define next steps and monitor the progress of tasks or related to several projects. They will also learn how to use tasks to prevent an email request from being forgotten or left untracked.
- Configure Outlook to better manage your tasks
- Create different task views according to your needs
- Create clear, prioritized, and actionable tasks
- Use the different types of inserts to cut and document tasks (e.g., tables, emails, links, documents, etc.)
- Create task templates
- Use QuickPart for task creation
- Use categories to group and prioritize tasks
- Track tasks related to multiple projects or long-term projects
- Divide a task or project into different stages
- Turn an email into a task to be completed
- Follow up on requests received by email
- Manage repetitive tasks
- Assign tasks to others
3 Effectively file and organize emails in Outlook
Proper email filing makes it easier to find information, reduces unnecessary handling, and limits inbox clutter. Good organization also allows you to stay focused on priority tasks and manage your time better.
- Adopt good email management and filing practices
- Create a high-performance filing folder structure
- Understand and Use the Archive button
- Search for emails in Outlook
- Categorize emails to better organize them
- Use favorites to quickly access important folders
- Create and manage messaging rules
- Save Emails as a File: When and Why
4 Use Outlook Calendar Effectively
In this part, participants will discuss the different Outlook calendar features as well as the best practices for using them effectively and managing their time more efficiently.
- Apply best practices for usingthe Outlook calendar effectively
- Explore the different calendar feature
- Create meetings and check attendees’ availability
- Understand the importance of scheduling appointments with yourself
- Use categories in the calendar
- Share your calendar and manage access permissions
Keep in Mind
The course is presented using Outlook 2024 and also covers the features available in Outlook 2016, 2019 and 2021.
📌 Practical information
Our training sessions are offered in Montreal or Quebec City, in person or in a virtual classroom. Dates and locations are specified when you select your session below. If you have any questions, check out our FAQ.
