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Useful tips on how to cope with the email deluge

11 January, 2005 | Archived Post
Beat the back to work blues - by using all the features in Microsoft® Outlook®SYDNEY, Australia, 11 January 2005

As Australians everywhere trudge back to work following a relaxing Christmas hiatus, Microsoft is offering some stress saving tips to beat email overload and those back to work blues.

Press Release:
“Many people feel overwhelmed by the backlog of emails and the overflowing in-tray that greets them upon their return to work,” said Mr Tony Wilkinson, Office Product Manager, Microsoft Australia.

“Australian workers are using email more and more. A 2003 survey* revealed that almost a quarter of people who use email at work receive 40 or more emails each day and this figure is likely to keep growing.”

“It's easy to let email get out of control, particularly when you've been on holidays. A few simple tips will help you to stay on top of it all and reduce your stress levels in 2005,” he said.

If you are using Microsoft Outlook, the following tips can help you manage an overflowing in-box and prioritise your work activities, making your return to work more enjoyable:

  • Can the spam - Use the junk e-mail filter in Outlook to make sure spam doesn't fill up your in-box while you are away
  • Prioritise your email - Create a rule in Outlook to group the emails from the same person in a separate folder. It helps you to respond to the most important ones first. Alternatively you can use the views in Outlook to sort your email by sender, by date, or by conversation
  • Use your ?Out of Office' message - Consider changing your Out Of Office Assistant rather than turning it off and opening the floodgates to email. Change it to say that you've just returned from extended leave and will get back to the sender shortly
  • Manage your "to do" list - Get the year off to a good start by moving your "to do" list online with Tasks in Outlook. It makes meeting deadlines and delegating activities much easier than using handwritten lists. You can also use ?quick flags' in Outlook to highlight emails that require follow up
  •  Catch up in person - Stop by others' offices or gather the people you work with most closely in a meeting to catch up on what's been going on in your area of the business, without contributing to email overload
  • Resolve to work from home more - Many people would like to work from home occasionally rather than tackle the daily commute, but feel they lack the technology and support from colleagues to do it. It's easy to access your email remotely using Outlook Web Access and solutions like Windows® XP Remote Desktop which let you connect to your office computer while away, giving you access to those important documents. So why not make 2005 the year to change your company's attitude towards remote working?

*Nielsen//NetRatings, Australian Internet and Technology Report, 2003

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About the Microsoft Office System
The Microsoft Office System is an easy way to help more people use information to positively impact their business. Through a system of familiar and easy-to-use programs, servers, services and solutions, users can connect people and organisations to information, business processes and each other - helping ensure that they derive the most value out of information. The Microsoft Office Systems consists of the 2003 editions of Microsoft Office, Microsoft Office SharePoint Portal Server 2003, Microsoft Office Project and Project Server 2003, Microsoft Exchange Server 2003, Microsoft Office Live Communications Server 2003, Microsoft Office Live Meeting, Microsoft Office FrontPage 2003, Microsoft Office InfoPath 2003, Microsoft Office OneNote 2003, Microsoft Office Publisher 2003, Microsoft Office Visio 2003 and the Microsoft Office Solution Accelerators. Enabling technologies, such as Microsoft Windows SharePoint Services and Microsoft Windows Server 2003, enhance the features and functionality of products in the Microsoft Office System.

About Microsoft Office 2004 for Mac
Microsoft Office is also designed to run on the Macintosh platform. For more than 20 years, Microsoft has developed award-winning software for the Mac. Current products include Microsoft Office 2004 for Mac, a productivity suite that includes the email application and personal information manager Entourage® 2004, Word 2004, Excel 2004, PowerPoint® 2004 and MSN® Messenger for Mac version 5.0; Virtual PC for Mac version 7; and Internet Explorer 5.2 for Mac. More information about the Mac BU and Microsoft Macintosh products is available at /australia/office/mac/.

About Microsoft
Founded in 1975, Microsoft (Nasdaq “MSFT”) is the worldwide leader in software, services and solutions that help people and businesses realise their full potential.

Microsoft, Outlook and Windows are registered trademarks of Microsoft Corp. in the United States and/or other countries. The names of actual companies and products mentioned herein may be the trademarks of their respective owners.

For further information:
Shannon Rudd
Product Communications Manager
Microsoft Australia
Ph: 02 9870 2451 or 0410 533 055 

Susannah Hardy or Leila Sabbagh
Howorth Communications 
02 8281 3830 or 0410 613 510


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