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| Warning: You are viewing this page with an unsupported Web browser. This Web site works best with Microsoft Internet Explorer 6.0 or later, Firefox 1.5, or Netscape Navigator 8.0 or later. Learn more about supported browsers. Best Practices for Microsoft Outlook 2007
Applies to: Microsoft Office Outlook 2007
By Melissa MacBeth
In this article
Introduction
PurposeThe purpose of this paper is to provide customers of Microsoft Office Outlook 2007 guidance on how to best use the product. Created by the product team who created Outlook 2007, this guide represents our advice on how to get the most out of Outlook 2007. By no means comprehensive, it covers just a few core scenarios. This guide is for people who:
Regardless of your server setup or organization size, this document will be useful to you.
Note
Why an Outlook "Best Practices" document?We set out to write this for the best possible reason: Our customers asked. We designed Outlook 2007 to be used by a wide audience with many work needs and styles. Although there's no one "right way," there are a few ways of working in the program that we know to be easier than others. We hope that by being aware of the best practices, you will have the best experience possible using the software.
About this documentThis document is not a Help article, though it does refer to Help articles throughout. Each best practice is intentionally very prescriptive. Many additional questions may be answered in the FAQ and References at the end of this paper.
For IT administratorsSentences marked with the Office logo and globe icon
Basic principles of good time managementOutlook 2007 is a tool to help you manage your e-mail, calendar, contacts, and tasks. As such, it is at the center of not only your communications but also your time-management. To get the most out of Outlook 2007, we suggest a few basic principles:
Even if you don't subscribe to all of the best practices described here, following just a few will improve your experience with Outlook 2007.
Setting up Outlook 2007: The layoutThe first step in following these best practices is to set up a system to optimize how you use Outlook 2007. It is considered best practice to have:
For details on how to set up the layout, see the FAQ at the end of this paper.
FoldersIt is considered best practice to have:
Search foldersSearch folders are useful for gathering information from across different e-mail and RSS folders. Search folders can be especially useful when you need to gather information that is stored in different folders — for example, when preparing for a quarterly meeting. If you receive a large volume of e-mail (more than 200 a day), search folders might be a good way for you to parse messages from different senders.
Favorite Folders (optional)Favorite Folders give visibility to folders that are otherwise buried in your mail folder list.
Favorite Folders, a subset of your mail folders, appear at the top of the Navigation Pane. Using Favorite Folders is not a requirement for this system to work, but if you have a small screen, you can minimize the Navigation Pane and still file your mail by dragging mail to the minimized bar, perform common searches, and navigate to the Calendar, Contacts, and Tasks. It is considered best practice to have the following folders in your Favorite Folders:
RulesThe goal of organizing your Outlook is to reduce the amount of unnecessary "noise" in your Inbox and to make the most important items bubble up to the top. Rules help this process by moving e-mail into folders based on criteria that you set. Rules filter the messages coming into your Inbox for must-read items only. It is considered best practice to have the following rules:
Your set of rules should look something like the following illustration when you finish organizing them.
To-Do Bar
 Navigation Pane Appointments A place to type tasks Task ListThe To-Do Bar is the panel on the right side of Outlook 2007. It shows you a calendar, your upcoming appointments, and your unified task list, which contains:
The best practice for setting up the To-Do Bar is to:
The default arrangement for tasks is by Due Date, but you might consider changing the arrangement to Start Date, depending upon how you use flags. If you want to see the tasks that you have pushed out for next week on Monday, arrange by Start Date. If you want to see tasks on the day that they are due, arrange by Due Date.
Default FlagIt is considered best practice to set your Quick Click flag to Today, which is the default.
NotificationsIf you receive a lot of e-mail or you are easily distracted by the notification sound that plays for incoming messages, we recommend that you turn off the following settings:
For details, see the article Making Outlook a little quieter. If you want to always be notified when a certain person sends you a message, you can create a rule called Play a custom sound when Outlook delivers new e-mail.
CategoriesCategories in Outlook 2007 allow you to manage items in many different ways. There are three main types of categories that we recommend creating:
Categories are not a required aspect of this system, but they will make your life easier if you are diligent about using them. For example, they can help you more easily identify what can be done now and help you group similar tasks together so that you can do them all at once. It is considered best practice to have a category for:
Note Using the @ symbol in these categories makes them stand out in your category list. Marking @ before certain categories helps to keep these categories at the top of your category list and reminds you of where you should be when you are performing this task (for example, @phone is "at the phone").
Note You can apply multiple categories to a single item — as opposed to filing, where items can live in just one folder at a time. For example, an important message that you want to discuss with your manager before you respond might be categorized with both the @e-mail category and the 1:1 <your manager's name> category.  Your Quick Click category should be the category that you apply most often. As you will see, categories make e-mail and tasks stand out in your To-Do Bar, make searching more efficient, and help you get ready for meetings.
Note Be very careful about categorizing your outgoing messages — your recipients might be able to see your categories! If your recipients are not using Outlook 2007 or Microsoft Exchange Server 2007, they will be able to see the categories you set.
Tame your Inbox with the 4 DsOnce you set up your system, you are ready to begin managing incoming e-mail. By making your Inbox the central place for receiving important e-mail, you can go through it with the confidence that each item is something you need to deal with in one way or another. For every message in your Inbox:
If you need it as reference (even if you have decided to defer it), move it into your reference folder. The goal is to reduce the number of times you touch each message.
Delete itDelete messages that you don't need to read. If it is junk, delete it.
Do it: The 2-minute drillIt is amazing what can be done in two minutes. But if a message takes longer than two minutes to deal with, defer it. To get a sense of what two minutes feels like, try timing yourself. Once you have dealt with the message, do one of the following:
Delegate itSometimes you receive a message that is really meant for someone else to deal with. In these cases, reply and add the person to whom you are delegating the message on the To line. If you want to follow up later, flag it for yourself before sending. In your To-Do Bar, mark these tasks with the @Waiting category.
Defer itDeferring a message means that you will come back to it later, when you have time. Reasons to defer a message:
How to defer a message: Flag itWhen you decide that you don't have time to deal with a message right away, you can flag it:
In addition to flagging a message, you can:
Once an item has been flagged, it will appear in the To-Do Bar. By filing it into your reference folder, you are getting it out of your view. But because it is in your task list, you can move on to your next e-mail message, knowing that you will return to your flagged items later.
If you want to add information to your tasksIf the subject of a message does not provide you enough context, you can do one of two things, depending upon the amount of information you need to add:
You can also add a category to help you know at a glance where your next action is. A quick glance at a To-Do Bar with categorized tasks will let you know what is immediately actionable (@Office), which tasks you are waiting on other people for (@Waiting), and what you'll be meeting about (@Meeting).
When do you deal with the tasks you deferred?After you process your messages, you can tackle your task list. This is when you respond to those messages that you have deferred.
Just file itSometimes you receive a message that you do not need to act upon, but which you might need at a future date. A good example is a message with instructions. File these messages in your reference folder (1-Reference). Adding a category at this time will make it easier to find later if you need it (for example, @Project). To file your message, you can do one of the following: drag it to the appropriate reference folder; click the Move to Folder command on the toolbar; right-click the message and click Move to Folder; or press CTRL+SHIFT+V to open the Move to Folder dialog box.  After you finish processing your e-mail, you should have a clean Inbox and can switch your focus to your calendar and tasks.
Daily review: Managing your time and tasksIt is considered best practice to set aside time every morning to manage your task list and your calendar. This includes:
Saying noAs you review your calendar and your task list, be realistic about what you can accomplish. Sometimes that means saying no. Here are some ways to gain back time by saying no:
Calendar managementThe reality is that if you have a day filled with meetings, you will have less time to complete tasks and write e-mail, so move tasks to other days. If a task is going to take a long time or if it is something you must do (as opposed to tasks you decide you do not need to do), drag it from the Daily Task List onto the Calendar to block off time.
Ways to create tasksAs you go through your calendar and tasks, inevitably you will start thinking of more things you need to do. Here are some ways to get tasks into Outlook:
Ways to manage tasksHere are some ways you can help yourself deal with your tasks:
Although it is good to be organized, do not spend a lot of time prioritizing and managing your task list. The process of managing your task list shouldn't take over your life!
Use your calendar: Create appointments to manage your timeRemember: There is always more to do than time to do it. As part of good time management, you need time to deal with your e-mail, manage your appointments and tasks, and reflect on what you have to do. You can schedule this time for yourself with regular appointments and meetings on your calendar. Your calendar should be treated as your real plan for your time — if you have scheduled it, then that is what you are committed to doing at that time. Set aside time to:
Tasks: Doing your work
Weekly reviewLooking at the whole picture of your time and your tasks will help you to prioritize important work over less urgent tasks. It will help you to make it clear to others what can and cannot be realistically expected of you to accomplish. Reviewing your past week and upcoming week is also a useful way to help you prepare for a weekly meeting with your manager or help you prepare a status e-mail message.
Where to do your work Once you have processed your e-mail, the best place to do work within Outlook (reply to e-mail and so on) is in Tasks. By switching to Tasks, your view isn't distracted by e-mail arriving in your Inbox.
Bulk process your tasksAs you go through your task list and your calendar, do similar tasks together. For example, if you have just a few minutes, make all of your phone calls (if you have only a few). Tackle energy-intensive tasks (for some, that might be responding to e-mail) when you have more energy, and deal with your low-energy tasks such as reading status e-mail messages later in the day or whenever you have lower energy. By "bulk processing" your tasks, you will make progress on all of your projects at once. One way to bulk process tasks is to change the arrangement from Arranged By: Start Date to Arranged By: Categories. To do this, click the Arranged By heading and select Categories.
Note If you have tasks that are blocking other people from getting their work done, do those tasks first.
Finishing your tasksAs you finish your tasks, mark them complete. Outlook 2007 keeps the list of your completed tasks automatically. This can be a useful summary of what you've accomplished. If you don't need to keep a record of the task or the e-mail message, delete.
If you have a lot of work to doIf you have a lot of work to do, consider going offline to stem the tide of incoming e-mail distractions.
Note You can continue to work in Outlook 2007 only if you are using Outlook 2007 in Cached Exchange Mode (Cached Exchange Mode: A copy of your Exchange Server account mailbox is saved on your computer in an offline Outlook Data File (.ost). This copy provides quick access to data, including when you work offline, and is synchronized with the mail server.), or working offline using an online mode account.
Find that message: Searching effectively
How to find a message from a particular personIf you want to find a message from a particular person, type from: name in the search box in your reference folder (1-Reference). 
How to find a message with an attachmentTo find a message with an attachment, type hasattachment:yes in the search box.  For more tips on how to perform efficient searches, see the article Learn to narrow your search criteria for better searches in Outlook and the video Find needles in a haystack with Instant Search.
Write great e-mailThe following rules will help you look professional and get your message across.
Basic rules of great e-mail: The dos
The key to writing good e-mail is to empathize with your recipients. For a deeper look at e-mail etiquette, see this article.
Follow up: Flagging on sendWhen you are sending e-mail to someone from whom you need a response, do the following:
When you take these three steps, you know that your next action is to send another message or to look for a response.
Tip Reminding yourself to send another message is often more effective than flagging the message for your recipient. Similarly, when you promise to do something in a message, flag it for yourself so that you have a task in your To-Do Bar to remind you to keep your promise.
Basic rules of great e-mail: The don'ts
Rules for distribution lists (DLs)
How to redirect peopleIf someone sends a message to a distribution list that you are a member of, and the message would be better answered by someone else or another distribution list, do the following:
How to be removed from a DLIf you receive mail from a distribution list that you do not want to be on, send a message to your network administrator or to the owner of the distribution list and ask to be removed. Do not reply to the whole distribution list. To find the DL list's owner, double-click the distribution list name.
How to use inline commentsAdding inline comments to e-mail you receive can be an effective way to answer questions and respond directly to issues. It is considered a best practice to do the following:
When to use BccUse the Bcc option to remove extra people from an e-mail conversation when you deem that they no longer need the extra e-mail or if the conversation topic has changed. For example, if you are one of five people who receive a question and you want to answer it, move the other four people to the Bcc line and state something like "Bcc'ing Joe, Jeff, James, and Jennifer. Here's the answer…" Future messages will then be between only you and the original sender. Do not use Bcc to let a third party (such as your manager) know about a sensitive e-mail. The Bcc recipient may not realize that they have received a Bcc message and may respond to everyone, exposing that they have received a Bcc. This may come across as sneaky behavior on your part. Rather than using Bcc to inform a third party of an issue, forward the message after you send it.
Preparing for vacationFor the best practice for preparing to be on vacation, see the article Preparing to be away. If you or your administrator has created a shared vacation calendar, be sure to post your vacation there. If everyone is using the shared calendar, you don't need to send a separate meeting request to let everyone know you are away, as the article referenced earlier suggests, but an e-mail message can act as a good reminder.
Calendar and meetingsThe best guidance on meeting dos and don'ts can be found in the article Outlook meeting requests: Essential do's and don'ts. See the Office Training course Calendar I: Outlook calendar basics for video instruction on using the calendar.
When is it appropriate to call a meeting?Call a meeting when:
Call a meeting when it is the most efficient way to move forward, and be clear what the objective of the meeting is before you call the meeting.
Whom to inviteOnly invite people who need to be involved. Each additional person you invite to a meeting adds to the complexity of the meeting, making it harder to control. On the other hand, if a decision needs to be made, make sure all of the key stakeholders are present, or the meeting will be a waste of time and resources.
How to choose a time to meetChoose a time when everyone can meet by looking at the invitees' free/busy information in the calendar. For more information about how to see free/busy information, how to set up a recurring meeting, and how to set up a meeting in general, see the article Schedule a meeting and the Office Training course Get out of your Inbox with Outlook 2007.
When to meet in person or remotelyMeet in person if:
Otherwise, consider using Live Meeting or meeting by phone. * In these cases, Live Meeting can still be an effective way of holding a meeting. For tips on how to use Live Meeting, see:
Tip If you are traveling to the meeting location, schedule travel time on your calendar before and after the meeting.
How to handle related documentsIn preparing for a meeting, often there are documents to be shared before or during the meeting.
Preparing an agenda: Let tasks help
During the meeting: How to collaborateThe tool that you use to collaborate during a meeting depends on the location and access of your participants.
How to end a recurring meetingWhen a series of meetings has run its course, rather than canceling the meeting (which will remove all historical instances of the meeting), change the recurrence pattern to end on the last occurrence of the meeting. To do this, click the Recurrence button and change the end date.
When and how to share your calendar You might not need to share your calendar, because everyone within your organization can see when you are free or busy (but not necessarily the content or subject of the meetings and appointments). For more details, see the article Introduction to calendar sharing and the video 3 ways to share your Outlook calendar with others. However, you can easily share your calendar with your team if you want them to be able to see all of your meetings and appointments. You might want someone else to manage your calendar on your behalf, for example, an assistant who can accept or decline meetings for you. In that case, you can delegate your calendar. If you delegate your calendar, choose only one person: Do not make everyone a delegate of your calendar. Having more than one delegate can cause errors in your calendar.
Send your calendar in an e-mail message when you set up meetings with people who cannot see your free/busy information, such as people outside of your company. Note Whether your calendar is shared depends on the version of Microsoft Exchange Server your system is running and how your administrator has configured the server.
Contacts
When to use Outlook 2007 Contacts in a corporate environmentEven if you work for a company with a Global Address list, there will still be occasions when you want to keep a contact in Outlook 2007. Create contacts for:
When to create a personal DL in Outlook 2007Create personal distribution lists in Outlook 2007 when you want to make it easier to send e-mail to a group of people outside your corporation. For all groups inside your corporation, create a public distribution list (ask your IT administrator about how to do this).
Frequently asked questions
Why show the Reading Pane on the right and not the bottom (or off)?Reading a longer column of narrow text is easier than reading a shorter, wider section of text. This is because it is easier to move your eyes down than left to right over long distances, which can cause you to move your head and neck and lead to fatigue. It is better to have the Reading Pane on, so that you don't have to open each message to read its contents.
What to do with folders I don't need anymore?The Navigation Pane folder list should be reserved for folders you use often. If it's filled with folders you don't even recognize, move all mail into the reference folder and delete your existing folders.
How can I make all messages sent only to me blue?
When should I use conversation view?Conversation view is useful when:
By viewing your e-mail messages in conversation view, you can easily see which conversations have had the most back-and-forth discussion. In those cases, you might want to read and respond to only the last message in the conversation. You can also select an entire conversation and act on it. For example, there might be a lengthy series of messages where the last one simply states, "Thanks, that answers my question," so you can just delete the whole conversation.
Should I keep personal and business e-mail together?Reducing the number of places you read your e-mail does not mean that you should mix your work e-mail and your personal e-mail. A best practice is to use separate mail accounts for work and personal communications. You should, however, reduce the number of e-mail addresses that you have to deal with. Fortunately, with Outlook 2007, you can view multiple accounts at once (though only one Exchange Server account at a time). Hence, you can view your work e-mail (Exchange Server) in one data file and your Hotmail (with the Office Outlook Connector) and/or Gmail account in another data file, all while in working in the same profile in Outlook 2007.
How do read and unread states help me?Unread/Read states in Outlook 2007 help by showing you quickly which items have been read at least once and which have not. However, the read and unread states of e-mail can be easily manipulated, so they're not a perfect record — just a tool.
Tip To quickly mark a message as read, press the keyboard shortcut CTRL+Q. To mark it as unread, press CTRL+U.
Why isn't unread/read state enough?Some people try to use the read and unread states to indicate whether a message is new or a reference item. But unread state is unreliable, because as soon as a message loses focus (when you click another message), it is automatically marked as read. Inevitably, messages will be reread, and the mental tax of figuring out what you need to do will be paid again. A far more efficient Inbox plan is to go through your messages and decide what to do with each one as you open it. Then it should leave your Inbox — not remain "unread."
Why should I file my messages?It is a best practice to have a central repository for your e-mail messages, so that you can refer to them after you've "dealt" with them. By having a limited number of folders to look in (1-Reference and 2-Personal), you don't have to worry about misfiling a message or needing to copy it into multiple folders if it applies to more than one topic or project. That's not to say that there isn't a need for browsing through e-mail that is all on a particular topic or project. Outlook 2007 provides better tools — such as categories and search folders — so you can search effectively.
Why should I have only one reference folder?By having a single folder, you don't have to think about which folder holds which items, and you know that everything in this folder is something that you have looked at before and wanted to keep. Having multiple folders means that each time you file a message, you are forced to wonder which folder to use. This becomes even more complicated if there is more than one appropriate folder per item. Since many folders go unused when there are multiple choices, this creates clutter. Although it might seem like a big deal to leave all of your messages in your Inbox, there is a hidden cost you pay every time you look at a message and wonder, "Is this something I have to deal with or is this just here for reference?" There is also peace of mind gained from having an Inbox filled only with new things. Your Inbox is a place that other people can manipulate; what you put in your reference folder is strictly up to you.
Why do I need different folders for DLs?
Why do I need separate folders for DLs and RSS?E-mail sent to large distribution lists and to RSS feeds can easily overwhelm your Inbox. Treat these streams of information much as you would the Sunday New York Times: There might be a useful or interesting article, but reading the whole paper would take more than a day. Let rules help you to read what is most interesting and pertinent to you.
Which DLs should go to a folder instead of my Inbox?Good candidates for a distribution list rule and folder are distribution lists that:
Corporate-level e-mail with important news (for example, from the CEO) and messages from your IT department about server downtime should not go into a folder. Messages to a DL that only occasionally contain useful or interesting content, regardless of frequency, should have a rule and a folder.
How do I set up rules for RSS?If you subscribe to several RSS feeds, treat them like another distribution list. Move the interesting RSS items (based on keywords) to the Inbox; otherwise, let them be automatically filed into RSS folders.
What if I have Managed Folders or another retention or archiving solution?Use the different Managed Folders in place of AutoArchive, and as always, follow your corporate policy! If your corporate policy dictates that you have multiple folders for each type of item, follow that policy.
How do I set up the "automatic replies" rule?
How do I set up the "To: Me" rule?
How do I set up the "meeting invitations sent to Inbox" rule?
How do I set up the "defer sent items" rule?
Note This is a client-only rule, which means that it will not work when Outlook 2007 is not running.
How do I set up the "distribution lists" rule?For each distribution list that you are a member of where you do not have to read every message, create a rule.
Note Repeat steps 2 through 10 for each set of distribution lists (one rule per folder).
Why should I use rules?As time goes on, you will likely receive more and more e-mail messages. You cannot read every message you receive — nor should you try to! Rather, just read the e-mail that is important for you to read. Rules will help you prioritize important e-mail and minimize distractions.
Tip Just because a message was sent to you (or to a distribution list you subscribe to) does not mean that you have to read it, nor is a response expected.
What dates do flags set?
What should I do with tasks and flagged mail from years ago in my To-Do Bar?If you are not actively using tasks or flags for any purpose, select all of the items, right-click and then select Delete. This action will delete old tasks and remove the flag from flagged messages and contacts without deleting the items.
What should I do with unused categories?Delete all of the categories that you don't plan to use. The same category set applies to all items, so if you use a category for contacts, keep it.
What's the best way to choose colors?When creating color categories, be thoughtful in your color choices. For example, do not choose the same color for @phone as @e-mail, but do choose similar colors (shades of green, for example) for all of your 1:1 categories. Over time, you will be able to look at your task list and determine just by color whether the task is presently actionable. For example, if @Home is purple, and you are at work, you can't do any purple tasks.
Why schedule time for myself?By scheduling time for yourself on your calendar, your free/busy information will be updated and people will be less likely to schedule you for that time. If you have a busy calendar, this may be the only way you can get dedicated time to do your job. It also helps you to make a commitment to doing work — if you put it on your calendar, you should be committed to doing that work at that time. If someone schedules over your work time, be sure to reschedule your time. Don't cheat yourself!
How do I handle the 10,000 messages in my Inbox?If you have more than 20 items in your Inbox, process the last week of e-mail and then select all the rest of your e-mail and move it into your 1-Reference folder. Yes, you can do this, and it will feel great.
Why do I get so much e-mail?If you feel overwhelmed by your e-mail, you are probably receiving more than you can possibly handle, and you may need to set up more aggressive rules. Try analyzing where your e-mail is coming from by arranging your messages by From and then collapsing all of the headers. Are you reading DLs that you don't need to read? If so, create a rule. If you change your view, don't forget to change it back!
I have 10 minutes; what should I read first in my Inbox?If you are short on time, for example, between meetings, you can read the e-mail in blue — e-mail sent directly to you. Often these e-mail messages are waiting on you for the next step, and are the most important.
How often should I read my e-mail?For many of us, reading e-mail is nearly an addiction. Spend 20 minutes in the morning going through your e-mail, and then turn your attention to doing a daily review of your task list. Then get on with your day! Limiting your e-mail time to once in the morning and once at the end of the day could significantly improve your productivity. Try it for a full week and see for yourself.
How can I manage complicated tasks?
If you just want to remember a few related tasks, list them in the body of the task. If there are related e-mail messages, drag them into the task.
Should I keep personal and business tasks together?If possible, keep your personal and business tasks in one place. Keeping one list reduces the number of places that you need to look for what needs to be done. Even if you already have only one list, use categories to sort your personal from business tasks and manage your list effectively. Your personal tasks will be stored on your company's Exchange Server computer and could be visible to your IT department, so only put appropriate personal tasks on your list.
What's wrong with keeping tasks in my head?Keeping tasks in your head doesn't work. It is liberating to depend on Outlook 2007 instead of your overtaxed brain to keep track of your tasks. You can stop spending brain power reminding yourself of your tasks ("Okay, remember to e-mail John about the templates, e-mail John about the templates…") and focus on the activity at hand.
Why keep my tasks in Outlook?Why a task list in Outlook 2007 works better than paper:
Advanced: How do I create a search folder for e-mail?You can have easy access to a set of messages on a particular topic for a meeting. Create a category for your meeting, and then create a Search Folder with the following criteria: category <name> and not completed and from a certain time period. As you receive messages on that topic, mark them with the category. When you meet, mark complete on the messages that you have discussed.
References
Books and other resourcesThere are many excellent books and philosophies of time management from the following sources:
Additional online resources
About the authorMelissa MacBeth is a Program Manager in the Outlook product group at Microsoft. She worked on several time management features for Outlook 2007, including the To-Do Bar, flags, flagging on send, and the Daily Task List. She lives in Seattle and enjoys gardening. | ||||||||||||||||||||||||||
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