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Tech Talks Lunch: Timely Email Communication for Lawyers

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Tech Talks Lunch: Timely Email Communication for Lawyers Tech Talks Lunch: Timely Email Communication for Lawyers Catherine Sanders Reach Director of Law Practice Management & Technology, Chicago Bar Association Thursday, October 18, 2018 Embassy Suites Hotel – La Vista Conference Center This page intentionally left blank. MS Outlook Tips and Tricks By Catherine Sanders Reach, MLIS Director, Law Practice Management & Technology The Chicago Bar Association MS Outlook Essentials Organize email, manage contacts, sync & share calendars, find & file messages all while keeping track of your day without losing your mind. Mail Options In MS Outlook go to File – Options – Mail to create multiple signatures and control new mail arrival notifications or look in Advanced to change Outlook start to your To Do list instead of your inbox. Many time management articles suggest that opening email first thing to start your work day distracts you from first planning your day and what you need to get done. You will react to a message first and possibly lose your way in your prioritized tasks. Eliminate the temptation to look at new email first by changing the default open view in MS Outlook to calendar or tasks. 2 3 Turn Off Autocomplete Turn of autocomplete of email addresses in MS Outlook in two ways: 1.) Completely erase prior history and disable the feature: File – Options – Mail – Send Messages – De-select “Use AutoComplete” and click on Empty AutoComplete List 2.) Remove individual email addresses when they pop up: Type a name in the To/Cc/Bcc line and click the “x” in the drop down list to remove email from the Autocomplete list 4 Set Up Multiple Signatures Go to File – Options – Mail – Signatures. You can set up as many signatures as you want, including text such as specific disclaimers or instructions. Choose a default signature for new messages and for replies/forwards. When sending an email to easily change the signature right click by the signature and choose from the list which of your signatures you would like to use. 5 Creating Folders Most people choose to store email in folders. Migrating emails to folders is easy – just drag and drop, or let the “Move” feature try to guess a folder for you (or get the Simply File add-on). To set up folders, with nested folders and subfolders, simply right click on the folder that you want to create a folder under: To keep it in line with the default folders such as “Inbox” “Sent” “Search Folders” right click under your email account (in the example above [email protected]). Folders default to alphabetical order. If you want organize them in a different way use a numbering system (01 Murphy, Charles; 02 Comey, James, etc.) or use special characters to force certain folders to the top (such as /Respond to Charles Murphy). You can also drag frequently used folders to the Favorites folders so that they appear at the very top. The favorites folders are shortcuts, they don’t move the folder out of the nested structure. 6 Sort and Destroy Sort by existing columns to easily see what can be moved or deleted. Add columns on the fly like “cc” or “bcc” or “have replies sent to” to add more sort options and make quick work of a messy inbox. To add additional columns right click (alternate click) in the header row and select “field choose” from the menu that appears. Then sort by your new field. You can remove the new field by clicking and dragging off the header row: Or you sort by conversation, similar to the default in Gmail or Outlook Web Access. Go to the View tab in the Current View group choose “Change View” and “single”. Then in the Conversations group click on “Show as Conversations” which also shows emails from other folders, such as your sent folder: Drag an Email to Calendar/Task/Contact As you sort through emails if the email is about a meeting drag it to your calendar. The body of the email, any attachments, etc. will be in the calendar event. And don’t worry, you can find it all again through search. 7 Turn an Email into a “For Follow Up”/Tasks in MS Outlook with Flags MS Outlook Tasks feature doesn’t work very well for many attorneys, but you can still leverage Outlook features to help with tasks and to-dos using flags. You can then see all the flagged emails, no matter what folder they appear in, in your Task List or in your Flagged for Follow-up Search Folder. To deal with messages you choose to “defer” you can right (alternate) click on the flag item to flag the message to follow up. You can set a custom time limit on the deferment, and set a reminder. Flag an email and assign a deadline and a reminder by right clicking on the flag symbol. Any e-mail message that includes a flag appears in the “For Follow Up” Search Folder as well as the To-Do Bar in Outlook. Be careful when using the flags in Outlook. Many users think that if they flag an email and it shows on their task list on the To Do bar that it will remain there if deleted from their email. It does not. If you delete the email, it deletes the task as well. Therefore, it may be wiser to drag and drop the email to your task list and flag or categorize it there. That way you can delete the email and not worry about it being removed from your tasks. Quick Parts Never have to find an old email to copy/paste or resend again! If you send the same message repeatedly turn it into a Quick Part. In a new outbound message select the message text and from the Insert tab click on “Quick Parts” and choose “save selection to Quick Part Gallery”. Next time you need to insert that content in a new email put your cursor in the body of the email and either click on Quick Parts from the Insert tab or simply type in the name of the Quick Part and hit <enter> to autofill the Quick Part text. You can also add the Quick Parts insert tool to your toolbar for easy access – just right click on Quick Parts and choose “Add to Quick Access Toolbar” 8 Quick Steps Make quick work of multi-step tasks with this tool that lets you program a series of steps into one click! For instance, set up a new email to all of your team and clients on a project. Go to Quick Steps in the Home Tab and click on the arrow in the lower right corner. Click on “New” – “New Email To” then name the Quick Step and choose the recipients. Automatically folder the email, categorize it, prioritize it and much more. Automating Responses with Rules Using Templates If you want to set up an auto-response to an email you can accomplish this by creating template emails and the setting up Rules in Outlook. For instance, do you receive emails from potential clients from your website contact form that you would like to remind them that they are not yet clients, thus information sent will not be held in confidence? 1. First, set up a new email and provide the response you want to send, including subject line. Click File – Save As and in the Save as Type select “Outlook Template” from the drop down menu. 2. Second, go into the MS Outlook Rules Wizard and in Step 1 select the action “reply using a specific template”. 3. Third, click on “a specific template” and choose the email template you saved. It is always a good idea to test your Rules to make sure they work the way you want them to. 9 Easily Provide Free/Busy Time Outside of the Network In a new message choose the Insert tab and click on “Calendar”. Follow the prompts to easily provide someone free/busy time. See Free/Busy Time of Others in the Office In the Calendar at the Home tab go to the “Manage Calendars” group and select “Open Calendar”. Choose “From Address Book” and choose the person whose calendar you would like to view. Send Calendar Invitations, Not Emails Sending a calendar request to a meeting, teleconference or web conference helps ensure that the participants have it on their electronic calendar and have the information they need to participate. Users of any calendar program from Outlook, Google or Apple should be able to receive a meeting request that can be opened and applied to the recipient’s calendar. If not, the recipient will still receive the pertinent information. Be sure to include the location information, including dial in and login information in the “location” area of the invitation if it is a virtual meeting or conference call, as well as in the body or notes field of the request so that people will not be late because they couldn’t find the information they needed to participate. 10 Reply with Calendar Invitations, Not Emails When someone emails and wants to have a meeting or a phone call and we have arrived on a mutually agreeable time, my last reply to confirm the event is a calendar request. MS Outlook makes this super easy by supplying a tiny little button in the Respond group on the Message tab that looks like a little calendar with the label “Meeting.” Instead of clicking “Reply” to the last email, click the “Meeting” button (which is actually “Reply with Meeting”). Clicking this button sets up the response as a calendar request, with the entire email chain in the notes.
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