- [Instructor] If I receive an email
that I need to take action on,
but I can't take action right now,
snoozing is one option,
but then I still have to think
about that later when it comes back.
Perhaps what I want to do instead is place this
on a list of tasks because reviewing this dashboard created
in Power BI and sent me here will take me maybe 15 minutes,
and so I want to leave time for that.
I have a couple of options and the cleanest option is
to put this on a to-do list and I do that by flagging it.
I can point to the message, click the flag button,
I can right click on the message and choose Flag.
I can click here on the More button in the email
and I can choose Flag.
Either one of those assigns a flag,
but the flag that it assigns doesn't necessarily tell me
when I need to complete it,
so I'm going to clear that flag,
I'm going to point to it, right click, and clear it,
and instead with this message selected,
I'm going to click in the Tags group on the ribbon,
the Flag/Unflag button, and I'm going to say,
I actually want to do this next week.
So I've now created an item on my to-do list
and I have flagged this item for next week.
If I want to see when I flagged it to,
I have to look at the message itself.
Flag for follow up start by 7/24 end by 7/28.
Next week is interpreted as a due date of next Friday
because the last day in my work week
in the calendar is Friday.
Where else though, will I find this information?
Let's say I go through my day
and I flag seven or eight items.
How do I find them?
Well, one method would be simply to ask
to see the flagged status of my messages,
and if I do that, these are items that are flagged.
There's only one, that's pretty cool.
Another option is to actually go to my to-do list.
Whenever you open To Do, it opens in what is called My Day.
What are the things you need to do today?
Well, I didn't assign reviewing this dashboard to today.
I assigned it to next week,
and so how do I see the list
that this flagged email appears in?
Well, I'm going to choose the flagged email list.
All I need to do is click on the navigation menu button
to open it up, clicked Flagged email,
and here is in fact my flagged email.
Now you might think, well, this is a big hassle.
I have to come over here to see it.
Then I have to go back to Outlook to deal with it
and I don't.
That's what makes this work.
I can choose My Retail Analysis dashboard.
There's text here, but if I click open an Outlook,
it's going to open the entire email message,
and there, in fact is the dashboard that I need to review.
I can review it, say I've done my review,
and I can click here, and mark it as complete.
When I do, I have no more flagged email.
This is marked as complete as of today,
and when I go back to my mail in the place of a flag,
there's a check mark that shows me
that I had some action on this message, and I completed it,
and if I ever want to know more about that,
I can select the message,
and it will tell me when it was completed.
If you're a person who keeps track
of all of your tasks on paper, apart from this,
if you have a planner where you write your tasks for the day
as you're reviewing your inbox,
or you have just a piece of paper
that you make notes on about,
don't forget to review the My Analysis dashboard,
Retail Analysis dashboard,
and don't forget to do these other 12 items I flagged today.
Using the to-do list will save you time.
What you do need to do, however,
is make sure that every day you have a process
for reviewing the items that are kept in to-do,
so you build that into your work routine.
Perhaps you come back from lunch
and at one o'clock each day,
you review the to-do list for that day,
or you review it at 10 in the morning,
and certainly by Friday,
you should be reviewing it for the entire week.
All of those methods are better methods
than keeping track of your to-dos generated out of email
on a separate piece of paper.
Another thing I've seen people do is print the email,
write what they're going to do on it,
and then stack it up on their desk.
Again, this is more efficient, it's different,
but it can work for you.
So if you're a person who's looking for a better way
to do some task management,
particularly around emails you received,
I would encourage you to start flagging items
and using the To Do app.