1 00:00:00,05 --> 00:00:02,06 - [Instructor] If I receive an email 2 00:00:02,06 --> 00:00:04,02 that I need to take action on, 3 00:00:04,02 --> 00:00:06,02 but I can't take action right now, 4 00:00:06,02 --> 00:00:07,06 snoozing is one option, 5 00:00:07,06 --> 00:00:09,00 but then I still have to think 6 00:00:09,00 --> 00:00:11,03 about that later when it comes back. 7 00:00:11,03 --> 00:00:14,04 Perhaps what I want to do instead is place this 8 00:00:14,04 --> 00:00:18,07 on a list of tasks because reviewing this dashboard created 9 00:00:18,07 --> 00:00:23,07 in Power BI and sent me here will take me maybe 15 minutes, 10 00:00:23,07 --> 00:00:26,05 and so I want to leave time for that. 11 00:00:26,05 --> 00:00:28,08 I have a couple of options and the cleanest option is 12 00:00:28,08 --> 00:00:32,00 to put this on a to-do list and I do that by flagging it. 13 00:00:32,00 --> 00:00:35,04 I can point to the message, click the flag button, 14 00:00:35,04 --> 00:00:38,05 I can right click on the message and choose Flag. 15 00:00:38,05 --> 00:00:42,04 I can click here on the More button in the email 16 00:00:42,04 --> 00:00:44,01 and I can choose Flag. 17 00:00:44,01 --> 00:00:46,01 Either one of those assigns a flag, 18 00:00:46,01 --> 00:00:49,09 but the flag that it assigns doesn't necessarily tell me 19 00:00:49,09 --> 00:00:51,04 when I need to complete it, 20 00:00:51,04 --> 00:00:52,08 so I'm going to clear that flag, 21 00:00:52,08 --> 00:00:55,03 I'm going to point to it, right click, and clear it, 22 00:00:55,03 --> 00:00:57,01 and instead with this message selected, 23 00:00:57,01 --> 00:01:00,09 I'm going to click in the Tags group on the ribbon, 24 00:01:00,09 --> 00:01:03,00 the Flag/Unflag button, and I'm going to say, 25 00:01:03,00 --> 00:01:06,06 I actually want to do this next week. 26 00:01:06,06 --> 00:01:10,03 So I've now created an item on my to-do list 27 00:01:10,03 --> 00:01:13,04 and I have flagged this item for next week. 28 00:01:13,04 --> 00:01:15,09 If I want to see when I flagged it to, 29 00:01:15,09 --> 00:01:17,08 I have to look at the message itself. 30 00:01:17,08 --> 00:01:21,04 Flag for follow up start by 7/24 end by 7/28. 31 00:01:21,04 --> 00:01:24,09 Next week is interpreted as a due date of next Friday 32 00:01:24,09 --> 00:01:26,04 because the last day in my work week 33 00:01:26,04 --> 00:01:28,05 in the calendar is Friday. 34 00:01:28,05 --> 00:01:31,00 Where else though, will I find this information? 35 00:01:31,00 --> 00:01:32,06 Let's say I go through my day 36 00:01:32,06 --> 00:01:34,05 and I flag seven or eight items. 37 00:01:34,05 --> 00:01:35,06 How do I find them? 38 00:01:35,06 --> 00:01:39,00 Well, one method would be simply to ask 39 00:01:39,00 --> 00:01:41,09 to see the flagged status of my messages, 40 00:01:41,09 --> 00:01:44,06 and if I do that, these are items that are flagged. 41 00:01:44,06 --> 00:01:47,07 There's only one, that's pretty cool. 42 00:01:47,07 --> 00:01:52,02 Another option is to actually go to my to-do list. 43 00:01:52,02 --> 00:01:57,03 Whenever you open To Do, it opens in what is called My Day. 44 00:01:57,03 --> 00:01:58,08 What are the things you need to do today? 45 00:01:58,08 --> 00:02:03,03 Well, I didn't assign reviewing this dashboard to today. 46 00:02:03,03 --> 00:02:05,08 I assigned it to next week, 47 00:02:05,08 --> 00:02:08,06 and so how do I see the list 48 00:02:08,06 --> 00:02:10,07 that this flagged email appears in? 49 00:02:10,07 --> 00:02:13,04 Well, I'm going to choose the flagged email list. 50 00:02:13,04 --> 00:02:18,06 All I need to do is click on the navigation menu button 51 00:02:18,06 --> 00:02:21,03 to open it up, clicked Flagged email, 52 00:02:21,03 --> 00:02:24,08 and here is in fact my flagged email. 53 00:02:24,08 --> 00:02:27,00 Now you might think, well, this is a big hassle. 54 00:02:27,00 --> 00:02:28,02 I have to come over here to see it. 55 00:02:28,02 --> 00:02:30,01 Then I have to go back to Outlook to deal with it 56 00:02:30,01 --> 00:02:31,03 and I don't. 57 00:02:31,03 --> 00:02:33,03 That's what makes this work. 58 00:02:33,03 --> 00:02:37,05 I can choose My Retail Analysis dashboard. 59 00:02:37,05 --> 00:02:41,04 There's text here, but if I click open an Outlook, 60 00:02:41,04 --> 00:02:44,07 it's going to open the entire email message, 61 00:02:44,07 --> 00:02:49,03 and there, in fact is the dashboard that I need to review. 62 00:02:49,03 --> 00:02:51,05 I can review it, say I've done my review, 63 00:02:51,05 --> 00:02:54,03 and I can click here, and mark it as complete. 64 00:02:54,03 --> 00:02:57,01 When I do, I have no more flagged email. 65 00:02:57,01 --> 00:03:00,05 This is marked as complete as of today, 66 00:03:00,05 --> 00:03:03,03 and when I go back to my mail in the place of a flag, 67 00:03:03,03 --> 00:03:06,00 there's a check mark that shows me 68 00:03:06,00 --> 00:03:09,06 that I had some action on this message, and I completed it, 69 00:03:09,06 --> 00:03:12,01 and if I ever want to know more about that, 70 00:03:12,01 --> 00:03:13,04 I can select the message, 71 00:03:13,04 --> 00:03:15,08 and it will tell me when it was completed. 72 00:03:15,08 --> 00:03:17,03 If you're a person who keeps track 73 00:03:17,03 --> 00:03:20,02 of all of your tasks on paper, apart from this, 74 00:03:20,02 --> 00:03:22,08 if you have a planner where you write your tasks for the day 75 00:03:22,08 --> 00:03:24,08 as you're reviewing your inbox, 76 00:03:24,08 --> 00:03:26,09 or you have just a piece of paper 77 00:03:26,09 --> 00:03:28,04 that you make notes on about, 78 00:03:28,04 --> 00:03:31,01 don't forget to review the My Analysis dashboard, 79 00:03:31,01 --> 00:03:32,06 Retail Analysis dashboard, 80 00:03:32,06 --> 00:03:36,09 and don't forget to do these other 12 items I flagged today. 81 00:03:36,09 --> 00:03:39,00 Using the to-do list will save you time. 82 00:03:39,00 --> 00:03:40,07 What you do need to do, however, 83 00:03:40,07 --> 00:03:44,07 is make sure that every day you have a process 84 00:03:44,07 --> 00:03:47,06 for reviewing the items that are kept in to-do, 85 00:03:47,06 --> 00:03:49,09 so you build that into your work routine. 86 00:03:49,09 --> 00:03:52,02 Perhaps you come back from lunch 87 00:03:52,02 --> 00:03:54,02 and at one o'clock each day, 88 00:03:54,02 --> 00:03:57,00 you review the to-do list for that day, 89 00:03:57,00 --> 00:03:58,08 or you review it at 10 in the morning, 90 00:03:58,08 --> 00:04:00,03 and certainly by Friday, 91 00:04:00,03 --> 00:04:03,00 you should be reviewing it for the entire week. 92 00:04:03,00 --> 00:04:06,01 All of those methods are better methods 93 00:04:06,01 --> 00:04:10,02 than keeping track of your to-dos generated out of email 94 00:04:10,02 --> 00:04:12,00 on a separate piece of paper. 95 00:04:12,00 --> 00:04:14,03 Another thing I've seen people do is print the email, 96 00:04:14,03 --> 00:04:15,06 write what they're going to do on it, 97 00:04:15,06 --> 00:04:17,02 and then stack it up on their desk. 98 00:04:17,02 --> 00:04:20,00 Again, this is more efficient, it's different, 99 00:04:20,00 --> 00:04:21,05 but it can work for you. 100 00:04:21,05 --> 00:04:24,02 So if you're a person who's looking for a better way 101 00:04:24,02 --> 00:04:26,01 to do some task management, 102 00:04:26,01 --> 00:04:29,02 particularly around emails you received, 103 00:04:29,02 --> 00:04:31,04 I would encourage you to start flagging items 104 00:04:31,04 --> 00:04:33,00 and using the To Do app.