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About this lesson
A quick review of turning a paper office into a digital office and how the similar rules apply.
Exercise files
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1.04, Managing a Digital Office - Exercise.docx58 KB
Quick reference
Managing a Digital Office
Understand the theory of why we convert from our paper systems to a Digital System.
When to use
Bringing a paper office into the Digital world can be a big task. This lesson reviews the reasons we do the work.
Instructions
Using Outlook can help contain and control your correspondence and calendar while also syncing to your multiple devices.
You can also share your calendar with co-workers, the public, or your family.
The lessons in this course will cover the details of how to create this environment for you.
Login to download- 00:05 Now, we want to pause and talk about managing a digital office and
- 00:08 what that includes.
- 00:10 So specifically, managing your email inbox,
- 00:12 managing your calendar scheduling, and managing contacts.
- 00:17 So in essence, the paper world has become digital.
- 00:21 It's rare that we see people with paper anymore, but
- 00:24 the reality is, for centuries that is how offices ran.
- 00:28 So going digital, making sure everything synchronizes is incredibly important
- 00:33 as long as you can manage it.
- 00:35 So let me give you an idea of what we're talking about.
- 00:39 Okay, let's take a look at this picture,
- 00:41 we have a four-drawer file cabinet full of files, full of papers, just piled and
- 00:45 piled and piled in the inbox, imagine that cabinet as an inbox.
- 00:49 But then transfer your view over to the right-hand side, folders, labeled,
- 00:54 color-coded, organized.
- 00:56 It's easy to step into that file drawer and see exactly what you're looking for,
- 01:00 and not waste any time looking and looking and searching and searching for
- 01:04 a particular piece of paper.
- 01:07 So this is where we're going, from piling,
- 01:10 everything into your inbox to organizing into folders.
- 01:14 That is going to be our lesson, when we get to the emails and next,
- 01:17 which one represents your appointments?
- 01:19 Now, those will be calendaring, now, the one on the left,
- 01:22 actually my hairdresser uses this method.
- 01:24 Paper to this day, no matter what I've said she loves her paper and that is fine.
- 01:29 She can use any system that works for her.
- 01:31 The one I like is on the right-hand side again, color-coded, organized,
- 01:34 you've got the times and the priorities all laid out.
- 01:38 This is also easily shared to other people who can look at your calendar, and
- 01:42 see what's going on, and where you have openings for appointments.
- 01:45 And the next section, of course, is contacts.
- 01:47 Now, believe it or not, back when I was in the corporate world,
- 01:50 someone actually handed me a container just like that, full of business cards and
- 01:54 said, will you please organize this?
- 01:56 My goodness, mm-hm, well, of course, on the right-hand side,
- 01:59 that's called a an old-fashioned Rolodex, we don't use those anymore either.
- 02:03 If you're able to take a pile, a container full of business cards and
- 02:08 pop them into a Rolodex, now known as your contacts, as your people,
- 02:13 digitize them with great information, it will save you so much time.
- 02:18 In essence, the whole theory about taking you from a paper office to a digital
- 02:22 office is about keeping your sanity.
- 02:25 Bringing you back into managing the office electronically, your inbox,
- 02:30 your calendar, your contacts.
- 02:32 So your correspondence, your appointments, and your people.
- 02:36 So let's go ahead and get started, the next two videos are going to show you some
- 02:40 absolute wonderful tips and tricks about managing the user interface.
- 02:44 Again, getting some work done quickly, and
- 02:46 then we're going to dive into our inbox settings.
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