Getting Things Done; The Microsoft Outlook Productivity System

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Unlock the full potential of your email management with the proven productivity system from David Allen's 'Getting Things Done'. In this video, we delve into the art of stress-free productivity by adapting Allen's principles to create an efficient system for managing emails in Outlook. Whether you're overwhelmed by your inbox or just looking for a better way to stay organized, our step-by-step guide will help you clear the clutter and focus on what's important. Tune in to transform your Outlook experience and take control of your tasks today!
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📽️ Video Chapters
00:00 Introduction
02:45 Create Outlook Categories
05:09 Schedule Email Processing Time
08:03 2 Minute Emails
08:29 Email Archive
09:25 Delegate Tasks
11:16 Microsoft To-Do
14:33 Daily Planning
18:20 Weekly Review

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Опубликовано:

3 июл 2024

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Комментарии : 72

@timokoch3058 13 дней назад

Thats a really good approach. I put the three categories into a Quickstep each. So i just click the right Quickstep an Outlook assigns the category, marks the Mail as read, Moves into archive and creates a task.

@TheWowhairmike 13 дней назад

I'd like to see how this can be set-up. I'm all for a streamlined workflow.

@justihochrainer9092 13 дней назад

Nice approach! Btw you can also use the old Outlook simply by adding search folders that filter on the category to your favorites.

@TheWowhairmike 13 дней назад

This works for me. After watching your previous video, I removed all of my email folders and started using categories (properly) with the archive approach. My inbox is now clear every day! (I hate emails!) Thanks Jonathan 🙂

@bearded365guy 12 дней назад

Good to hear!

@corybanticfire 11 дней назад

I've never had a completely clear inbox. thanks for the video. it looks like a great system.

@erics3451 12 дней назад

Jonathan - thank you so much for your excellent, straight forward, and extremely practical video's and advise. Well done and so relevant for many of us. I am sharing with my colleagues. Thank-you!!! 👍

@marybaker8061 13 дней назад

❤❤ absolutely love David Allen!! Yay!!

@marybaker8061 13 дней назад

❤❤ as a busy Mom, I know that feeling hearing the kid say, "You're always on your phone."

@marybaker8061 13 дней назад

❤❤ super super helpful!! Thank you!

@bearded365guy 13 дней назад

And we always feel guilty when the kids say it! Thanks for commenting.

@user-mg1ey8nn8j 12 дней назад

Hands down a top 15 youtube channel

@patrickhouckmsgtretusmc6658 12 дней назад

Great tutorial

@badda_boom8017 13 дней назад

can you actually believe I had scheduled sometime to implement such a system :D I opened youtube to find some music to listen to and saw this video :D :D :D amazing!

@bearded365guy 12 дней назад

Hope it helps!

@badda_boom8017 12 дней назад

@@bearded365guy ive implemented it while i was following your video. What i did was create a folder called "oneday" and moved my back catalogue of emails to it so i can start with a blank sheet Ill tell you in a month :)

@bearded365guy 11 дней назад

@@badda_boom8017 Nice idea

@badda_boom8017 8 дней назад

@@bearded365guy give you an update, I have began incorporating Loop after your recent video and I never had such a productive week as I have this week so far !

@bearded365guy 6 дней назад

@@badda_boom8017 I love to hear it.

@joellindstrom 11 дней назад

I use quick rules for my categories and give them keyboard shirtcuts.

@alangray8952 12 дней назад

Great advice! Can you access the daily planner through Planner in Teams?

@russellmccutcheon7088 11 дней назад

This is the GTD Outlook & To Do Video I've been looking for (waiting for)! Thank you! Question: you are dragging items into the To Do pane, and lots of people suggest using flags. Can you offer suggestions on drag vs. flag, pros and cons?

@bearded365guy 11 дней назад

For me “Flags” are dated. Using the integration between Outlook and ToDo is the way to go.

@dippedincustard 10 дней назад

When you flag, if you delete the email, the task is deleted. When you create a task, you can delete the email and the task remains.

@user-zq2re9mt1t 7 дней назад

Going to give this a try. Just wondering if there was a reason you drag emails into the To Do pane rather than just flagging the email?

@TateSpirit 12 дней назад

Can you create a video on how to setup the email signature the right way? There are too many issues while the email jumps from one device to another and the email signature logos get messed up during the communication, some even become attachments to the receiving party.

@jaimeheap 12 дней назад

this is great. Am going to give it a go. One question re the daily planning...when going through your waiting fors category list, is there a way to see whether or not the person you have delegated the task to has replied to your email? I'm just thinking that with lots and lots of emails each day, it might not be easy to remember if the person has replied? Would you just do a quick search to see? Or would you suggest using conversation view (that said I often find conversation view tricky to follow/find emails)...this same question applies when going through the next task category list too...any tips would be appreciated - cheers, J

@NunoLima1337 10 дней назад

These categories, workflows and some help from QuickSteps all look like nice improvements to how I do things - thanks. One thing I'm not getting just yet: Could the Tasks in To-Do appear in that Kanban view of Planner that I can access via the web? Maybe I'm overcomplicating, but I'm thinking that tasks that need working on for longer than 1 day should go to the Planner rather than just stay in the To Do list.

@bearded365guy 9 дней назад

Yes, this would happen in the new Planner. I’ll do a video about that.

@81JLZ 8 дней назад

Been thinking the same. I plan over 1-2 weeks in Planner but I can't figure out a low-friction way to get tasks from emails (the action category) into my private MS Planner whilst keeping the link to the email.

@lucindapow7808 10 дней назад

Hey! Love ya vids thanks for helping getting us all organised! 😊 quick q’s - how do you maintain organisation within archive - or you trust archive search totally? I’m nervous about the one (archive) folder when I manage many portfolios and projects. How will I find things if I can’t remember who sent or the exact terminology? Had folder system previously. Thanks!

@keithheavey 12 дней назад

What tips would you give to someone who is stuck at that point where I have left emails as To-Do’s (low priority stuff) to get around to eventually just gather and gather now I am swamped in the stuff and it’s mixed in with just everything else that’s simply CC material. To implement a system I would need to clear that inbox but that would takes ages !

@bearded365guy 12 дней назад

To get a clear inbox, you have to take the time to go through the initial email processing. Take 1-2 days (maybe a weekend) and dedicate to go through the email processing.

@sharonlangford1597 11 дней назад

@@bearded365guy I find myself with the same problem - years of organised chaos...or is it more chaotic organisation 🤣

@aguerrant 6 дней назад

Great video and I have deleted my folders, set up categories, and started to use the archive feature. I have resisted the new outlook for many reasons but I am willing to try it. Do you have a way to clean up our inbox folder to delete previous emails since Microsoft removed that feature from the new Outlook?

@Orilles21 13 дней назад

nice video, thanks. also for the insight in your routines. how would you sort mails concerning an existing tasks together. like tasks that go on for a week or two and have multiple people involved

@bearded365guy 13 дней назад

I’ve just touched on some of the productivity used. I use Planner in 365 for tasks for involve multiple people. I am about to do some content around Getting Things Done in Microsoft 365 as a whole.

@garyosullivan11 11 дней назад

Excellent video thank you. I'm not sure how best to implement the Projects List that David Allen recommends in GTD. Would be good to see your take on how it might work between Outlook/To Do/Planner. @@bearded365guy

@sharonlangford1597 11 дней назад

@@bearded365guy can't wait 👍

@marjensendk 10 дней назад

Loved the video. One questien though. What is the reason you give the e-mails you turned in to a task, the category ‘next action’?

@bearded365guy 10 дней назад

Hi, just so I can easily find them without having to search. All of the tasks should have a corresponding email in the next action category.

@HJay 8 дней назад

Do you just create more categories for all the different projects?

@bearded365guy 8 дней назад

Yes - that’s the idea. Depending on how many you have…..

@chrisbare4547 13 дней назад

Looks and sounds good! Thanks for sharing this. Any suggestions how to improve and take control of an inbox where multiple persons have access too! Catgorizing emails works well already but then they are left in the inbox and not moved out. Anything you could suggest other then self discipline? : )

@bearded365guy 12 дней назад

Would it be possible to categorise and move to Archive?

@chrisbare4547 12 дней назад

@@bearded365guy they do that already but use a lot a lot of subfields to keep everything sorted

@mskovrinskie1 13 дней назад

Teams ends up being yet another 'Inbox' for me. Any suggestions on processing items from Teams into this New Outlook system (since you can't categorize the same way)?

@bearded365guy 13 дней назад

Yes, in Teams you can right click a message and add it to ToDo/Planner.

@joellindstrom 11 дней назад

I did the only log in to email twice a day thing and the problem I would miss messages that customers sent about one of the meetings during the day.. so now before a meeting I quickly scan to see if the customer has sent a message.

@bearded365guy 11 дней назад

Good idea. Also, consider an auto-responder - “I only check emails at these times, so please call me on xxx if urgent”.

@edsou 9 дней назад

I used to have one pst file per year with all my emails (inbox and outbox) and I copied all emails there thru a rule, so I could be sure nothing will be irrecoverable. Then I felt free to delete emails from inbox and outbox. Now there is no way to file the emails in pst, only to copy incoming emails with a rule to the archive folder... any idea on what to do with outgoing emails?

@bearded365guy 8 дней назад

Can’t you archive outgoing emails?

@designsbycookie 6 дней назад

this is great thank you! atm i use some sort of mish mash ans need to commit to this method! 2 questions if I may: which browser are you using? i don't see to get quite the same options. 2. what do you do with sent items that have important info in them? currently i put them in my w4 folder but i think this is probably multi processing...

@bearded365guy 6 дней назад

I use Edge browser. You can simply leave the sent items and search for them…. Or if you’re sending someone an email with important info on, why don’t you CC yourself into that email so you receive a copy of it…. And you can then categorise and archive!

@designsbycookie 6 дней назад

@@bearded365guy that's a great idea! I realised after it was a silly question re the browser. currently testing it all out, wrestling with tasks/and both options for the to do app but will get there!

@davidthornton2788 11 дней назад

Hi Jonathan, whats the benefit of archiving rather than just deleting?

@bearded365guy 11 дней назад

Just in case you need to refer back to it in future.

@Lupi11643 9 дней назад

I'm still using color code categories to identify my different projects. I use rules to automatically categorize my emails (using certain words in the title and body of the email). In old Outlook I needed yo create one rule for received e-mails and other one for sent emails. Now in the new Outlook I didn't find the option to apply those rules to my sent emails, so the rules created don't work with the sent emails. Do you know how to fix this issue?

@bruceharrison306 5 дней назад

I discovered that this is a know issue. New Outlook doesn't process client side rules yet.

@OneRouteUK 11 дней назад

Made the switch after watching this video - so refreshing, couple of questions though… 1. Discovered that I can’t find flagged emails on iOS app or in a browser. Any workarounds for this? 2. Are there any quick ways to archive 6 years worth of emails to completely clear my inbox?

@bearded365guy 11 дней назад

Yes, I’ve had a few queries about how to handle this process on phones. There is no easy fix. I don’t have the Outlook app on my phone anymore. I only process email on my laptops/computer. But i understand it’s not for everyone. If you need the app on your phone, then use the phone to read emails if necessary, but keep the “processing” side of it to when you’re at your computer. For the archiving, yes - you can set something in the 365 admin to automatically archive emails out of your mailbox into an “online archive” - I set this to archive everything over 2 years old.

@craigkirby 9 дней назад

I’d skip using categories and just use folders named like the catagories. I found it annoying that I’d have to clear a category instead of just hitting the archive or delete button on each email. Plus with folders you can sort through emails on outlook mobile by using the folder move button. Categories just seem unnecessary.

@jonwillett7351 9 дней назад

The Outlook web access is painful to use. I really gave it a good try, but the loss of productivity was eventually too much for me, so I went back to the desktop version. You cant copy an email and paste it as an attachment. As Im constantly using that as a tool to remind people what they had previously discussed, or when I dont want them in the conversation, but dont mind them seeing the back and forth that was a huge frustration of mine. Searching for what i was doing wrong and apparently Im not the only one to complain. I had a hard time finding good reviews.