If you use the Outlook Calendar or Tasks List to get your work done, here’s a quick tip on how to convert emails to appointments or tasks.
Why might you need this? Like me, you probably get a lot of requests to get things done via email. You also probably send many emails that you want to follow up on. I personally do not use my Tasks List or Calendar for this (I use eeminders for Outlook addin which lets me use my Inbox as my To Do list. However if you use your Tasks List or Calendar, this is what you can do.
Options 1: (FREE) Create a Task or Appointment from Emails
To create a Task or Calendar item from an email…
1. Make sure that your folders are displayed in Outlook.
2. Right-click on the email (and keep the right button pressed) and then drag-and-drop the email into your Calendar or Tasks folder. Three options will be displayed (Copy with Attachment, Copy with Text and Move with Attachment).
3. I normally select Move or Copy with Attachment. This allows me to open the resulting task (or calendar item) which has the email attached to it. I can then double-click on the attached email and Reply or Forward it as needed.
Option 2: File and create the appointment/task automatically when you click Send
If you send out a lot of emails that you need to follow up on, I would recommend QuickFile for Outlook. It automatically prompts you every time you send an email out. The email will be filed to the correct folder after it is sent and your follow-up task or calendar item will be created for you.
Option 3: Get your reminders at the top of your Inbox on the correct day and time
I have personally found that I forget to look at my Calendar and Task List and as a result many actions get left undone. I have started using eeminders which shows me what I need to work on at the top of my Inbox. You can watch a demo video or download a trial version of eeminders for Outlook from here.
I hope you find this tips useful.
Do you know of other ways to schedule your work and complete them on time?
Share it with us by leaving a comment below.
BONUS TIPS: Fine-Tuning your Email Filing System (Even More)
Bonus Tip #2: Compact your Outlook Data for Better Performance
Bonus Tip #3: BCC yourself on important emails (or use a Rule to copy sent emails to your Inbox)