Outlook: Email, Time & Task Management

This hands-on half-day course is perfect for everyday Outlook users who want to go beyond the basics and build a more organised, productive workday. Whether you're drowning in emails, missing follow-ups, or struggling to juggle tasks, this session gives you the tools and structure to manage your inbox, calendar, and task list more efficiently - so you stay focused on what really matters.

Course Objectives

By the end of this course, you will be able to:

• Tame your inbox using Microsoft’s ‘4 D’s’ approach to email management

• Link emails, tasks and your calendar into one unified system

• Organise and search emails effectively using folders, views, and categories

• Create reusable tools like templates and quick parts to save time

• Use Outlook’s calendar and task features to plan, prioritise and stay on track

Who Is This Course For?

This course is ideal for:

• Outlook users who want to improve productivity and get better control of their inbox

• People with busy inboxes, back-to-back meetings, or scattered task lists

• Teams looking to adopt a shared approach to time and email management

Prerequisites: No prior experience with Microsoft Office is required. Basic computer familiarity with a mouse/keyboard is strongly advised.

Course Outline

Getting More from Email

• Managing your inbox with the Microsoft 4 D’s: Delete, Do, Delegate, Defer

• Flagging, categorising and tracking emails effectively

• Creating reusable templates, signatures, and building blocks

• Using voting buttons, quick links and advanced email options

• Attaching files vs links and managing mailbox storage

• Search folders, views and rules for faster filing and focus

• Using Out of Office and auto-replies productively

Contacts & Communication

• Creating and managing contact lists

• Using and sharing distribution groups

• Managing suggested contacts and address book tips

Calendar & Scheduling

• Creating appointments, meetings, and recurring events

• Sharing calendars, viewing team availability

• Using scheduling view and colour categories for smarter planning

Tasks & Follow-Ups

• Creating and assigning tasks for yourself and others

• Setting alerts and due dates

• Tracking progress and recurring task routines

Reflections & Planning

• Applying what you’ve learned to your own inbox and workload

• Building a personal action plan for email, time, and task management