Online Success Starts Here

You're inbox is filled with tons of messages.  You have emails from weeks, months, maybe even from last year sitting in your inbox...and you're tired of it.  Well here's a cool tip for taking emails and converting them into action items and getting them out of your inbox.

Goals This Tip Support

• Reducing inbox clutter
• A way to remember that an action is needed for an email message

Step By Step

1) Select the message you want to convert into an action item. Do this by holding down your left mouse button on top of the email message.

2) Drag the email message on top of the Outlook's task folder. This will turn the email into a Task.  All of the contents of the email message will now be in the body of the Task.

3) Change the subject of the Task to the action that needs to be done for the email. By default the Task subject is the subject of the email.  It will be more helpful when you look at the task in the future if it has the action item in the title.

4) Set any reminders or due dates for this task. Now that you're email is a task you can use the Task functionality of setting a reminder or due date for this task to help ensure that it will get done.

5) Click Save & Close. Once saved your email is now on your Task list and Outlook can remind you of it if you setup a reminder.

6) Decide what you want to do with the original message. Now that your email along with its content has been converted to a task you have two options for the original message:

• Delete It: If you do not need to keep the original message then delete It.
• Put in Reference Folder: If you need the original message for future reference, move the email from your inbox to a reference folder.

Related topics

Video: Convert An Email Into An Outlook Task

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Well, it was going to happen eventually.  Every couple of years Microsoft comes out with a new version of Microsoft Office.  The newest version is now Microsoft Office 2007 which was released earlier this year.

Unlike the previous versions, this one has a totally different interface which noticeably increases the learning curve for this program.  Menu bars and dialog boxes that you're accustomed to are now either eliminated or merged with others in some cases.  Features that you've learned over the years to find quickly are now a hunting game.

As a small business owner you are not always in the position to buy the latest technology on the market nor do you have lots of time to learn new software.   So I've put together a few questions you can ask yourself to see if it makes sense for you to upgrade soon:

Do you communicate regularly with businesses or people who are already using Office 2007?

If you do, you may not be able to open documents that were saved in the Office 2007.  There are remedies for this though.  Microsoft does have a viewer you can install so you can read Office 2007 files.  Also you can ask the person sending you the document to save the file format you're using.  That capability does exist in the Office 2007 version.

Can you allocate plenty of spare time to take a Office 2007 course?

As I mentioned before, the learning curve is high with the version of Microsoft Office.  You'll have to reprogram your brain to flow with this new interface.  Features that you have come to find so in your current version will now have to be hunted for in Office 2007.  Even common features like spell check, print, new document, open are not readily available in one click like they use to be.  The good news is you can customize your toolbar and add those features that you use frequently to a one-click view

Are you willing to install Office 2007 on a separate computer so you can learn it but still work in the current version until you're completely comfortable?

I added this question because of my experience with Office 2007.  As I was first learning this new version of Office my productivity went down because features that I was so use to finding in my current version was taking me a lot more  time to find in this new version.  (And I'm a fast learner!)  So if you are going to upgrade and you're working with impending deadlines, I suggest you wait, unless you have the luxury of having access to both versions.  The time it will take you to get things done in the newer version of Office will definitely slow down your productivity.

Are you satisfied with the features available in your current version Office?

Sometimes the new features may not make a difference in how you're currently using the product so there really is no rush to upgrade if you're getting everything you need.

Do you have a resource you can turn to for questions you may have as you get use to Office 2007?

This will help reduce the learning curve and make the transition the newer version a much more pleasant experience.  Also when a newer version of their software is release, Microsoft continues to provide support for older versions but the support is usually for a limited time.  You may still find other technical support providers that will help you with your older Office version.

If you answered yes to any of those questions, then you may put upgrading your Microsoft Office version as a priority on your business list this year.  Otherwise it's really not a necessity to upgrade right not and you can hold out a little bit longer.

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Before you buy the latest technology gadget or sign up for the latest online social networking tool, you first need to understand the five secrets needed to achieve success when leveraging technology.

1. Set your goals first.

It's hard to get where you want to go if you have not clearly stated where it is your going. A simple as this may sound must people do not define their goals. If you want to be successful at whatever it is you choose to be then you first need to set you goals on how you're going to achieve it. Remember to create SMART goals.

2. Choose technology that supports your goals.

Once you've define your goals now you need to do your research and find out which tools you need to do your research. If you don't have the time to do all the research, consider hiring a consultant to help you determine the best tools to support your goals. One of my favorite sayings that's often quoted by Barbara Hemphill, America's favorite organizer is "half of any job is having the right tools. So be sure you have the right tools that support your goals.

3. Learn the technology.

After you've chosen your tools the next step is to learn how to use your tools. It makes no sense to come this far and not know how to use the tool. Invest in a training program that shows you how to use the technology. Most technology tools are only as good as the owner; it's kind of like buying a piano and thinking that you will be able to play like Mozart. Taking a class can give you a good overview and save precious time.

4. Use the technology

Now that you've been trained you must use it. You know the old saying "Use it or lose it". And that most definitely applies to technology. This part shouldn't be too hard because you choose this technology to support your goals. So if you're serious about achieving your goals use the tools you have and incorporate it's usage into your daily routine.

5. Reevaluate along the way

As your needs and goals change, you will want to re-evaluate the technology you're using to make sure that it still supports your goals. As new versions of your technology comes out you may be tempted to upgrade. Before you do checks your goals and see if it's necessary to upgrade.

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According to Roger Ailes, president of Fox News and past media consultant for Ronald Reagan, Richard Nixon, and George H.W. Bush, in the first 7 seconds of a first meeting, people make no less than 11 judgments about the other person. And it's no different when it comes to your website.

What judgments are your prospects making about you when they come to your website? Are they thinking you're professional, current, applicable, unselfish?

I recently met a woman who was launching a new high end woman's product and was looking for assistance in getting the word out about her new product. She is new to the product market and her product wasn't out yet but she wanted to build a list of people who would be interested in buying her product when it did come on the market. So I went to check out her website and I was immediately turned off. It looked amateurish, like a neighbor's son who dabbles in websites created it. The layout, structure and information just did not reflect the kind of image you would expect for a business selling a high-end product. My first thought was if she was not willing to invest some money into the look of her website then what else is she skimping on in her business, especially since she was selling a high end product. I made a judgment about her, which may or may not be true, but all I had to go by was my first impression of her website.

Here are some suggestions to consider for making first impressions count on your website:

Have a current and professional look to your website

Websites where the whole site is aligned to the left of the screen and you're left with a huge white space on the right side of the screen where the website ends screams "I'm outdated". It reminds of the big puffy hair dos that women use to wearing in the eighties. It was great for that time but you sure would look outdated if you were to wear that style today. Keep the look of your website contemporary. Most websites nowadays are centered in your browser window.

Check out the competition's website

Do a keyword search for a phrase you would like your website to come up in search engine results pages. Check out all the websites that show up on that first page of the search results. Look at their website design and layout and see if you notice a pattern because these sites are your competition. Now go back to your website and see how yours compares. If your website is not up to par then make it a priority to fix it! Prospects may be judging your entire business based on that first impression.

Know your audience

When choosing the look for your website you've got to know your target audience. Visit others websites that your audience may be visiting and see their layout and style. The look of your website should not be an exact replica of these sites but you can pick and choose the pieces that you like and incorporate it into the look of your website.

Be careful when working with templates

Websites based on templates are an inexpensive and quick way to setup a website however not all templates are created equal. When choosing a template for your website it should have a current look and styling. (Remember your competition's website and the websites your target audience are visiting.) Be sure your template has an updated look that reflects your business, your offerings and has some flexibility for customization so your branding can shine through.

Your website is an extension of you and your business. It's a representation of you when you're not available. It's one of the first places your prospect goes when they're checking you out. It's also one of the places business associates who think highly of you send their referrals. So make sure it's a good representation of you because looks because looks may not be everything but it does count.

Be sure to catch my next blog post, "When Is It OK To Have A Not So Good-Looking Website"

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