Here is a little know time management tip for arranging external meetings using Microsoft Outlook. Email part of your calendar to those with whom you are arranging a meeting instead of laboriously typing out a list of dates and times etc. The email will just show the availability. Here is how to execute this time management tip using your Microsoft Outlook Calendar.
From the Calendar File tab pick Email Calendar.2. From the pop-up menu Send Calendar via E-mail, complete the box as required by selecting the Date Range, eg Next 7 Days. You will see it only shows Free, Busy, Tentative etc. There is no fear of disclosing what is happening on busy days.
When complete click OK and the selected portion is automatically dropped into the body of email as show below.
Put all the names in the Bcc box to stop the endless rounds of Reply All emails. Then only you get all the responses and can decide on the best date. Just another tip to save time and reduce email overload as everyone plays email ping-pong back and forth with dates.
If you like this tip, it is just one of many which we cover in our Smart Email Management workshops. Why not contact us now to book one for you and your colleagues?
If you didn’t action an email, whose fault is it? Probably the sender because they put your name in the wrong email address line. This is part of a series of videos on Business Email Etiquette and Management from Mesmo Consultancy.
It focuses on:
When to use the To and Cc email address line.
Tips for sending one email to many people with different action points for different recipients.
How to use the Bcc email address line to stop anyone doing ‘Reply All’ and hence reduce email overload.
Who is the weakest link in the fight against cyber crime? It is us the user. Click here to listen to how we leak data ever day through careless use of email. Without thinking we have either opened or sent an email which opens the door to cyber crime be it hacking, stealing our identity (phishing) and giving away confidential data.
There are many ways we can manage our email behaviour to reduce the risk to ourselves and our organisation of a breach of confidentiality and improve email related security. Here are our top five tips.
Email cyber crime
Be alert to unusual emails even from well know colleagues, eg – updates, especially for you, my CV, money for XYZ crisis. Sadly, emails scams often pick up on recent natural disasters such as the Ebola crisis.
Make sure when you go to a website that it really is genuine, ie BBC.co.uk really is BBC.co.uk. Before clicking on the link, hover over it and check what the url is showing in the bottom left-hand corner of your browser. If it looks suspicious stop and access the website directly from the browser address bar.
Use Bcc when sending an email to many people – it limits the risk of spammers getting a list of email addresses.
Set strong passwords for your email and other accounts. Click here for tips.
When setting up a new social media account, selectively add only those contacts that you really need. Don’t use the default option of uploading you entire address book.
Education is the key to reducing the risk of an email predicated cyber attack. For a free five minute review of your email security behaviour and how you can improve it either call Mesmo Consultancy on 01202 434340 or email us now to book an appointment.