Using Microsoft Outlook for GTD

Mary Jane Russell

Director of Finance
Saint Michaels College
GTD and Getting Things Done are registered trademarks of the
David Allen Company

Tools

Pen/paper
In box
Calendar
List manager

Task list
Waiting for list
Someday-Maybe list
Reference
Tickler

Filing cabinet and/or boxes

File folders
Labeler
Trash/ recycling bin/ shredder

MS Outlook
Email, calendar, task list
Category tag for task
contexts
Notes for checklists and
references
Email subfolders to archive
support materials
TIP: Open 3 separate windows each
morning Outlook calendar + email +
tasks. Use <ALT><TAB> to move quickly
through open windows.

Calendar
TASK: Review
your calendar for
this week/ next
month and clean
up any extraneous
items; add any
missing items.

TIP:
CTRL+SHIFT+A
creates a new
appointment

Tasks Next Action Lists

TASK: Add new

@action categories of
your choosing

Tasks Next Actions

TIP:
Create a task on the
fly with
CTRL+SHIFT+K, or
Right click and drag
an email to the Task
icon on your main
Outlook sidebar (copy
or move options)

TIP: ALT h+g to

categorize an
open task (or
email)

Best Practice:
Only set a due date for hard
deadlines (externally imposed);
Use reminder feature for soft
deadlines

Microsoft OneNote

Many options for

tagging items on your
list: maybe, discuss
with ___, to do,
ideas, books to read
are shown at left

Make an item into an

undated Outlook task:
CONTROL+SHIFT+5

Email
TASK 1:
Review your
Outlook folder
structure and
decide on new
folder structure.
Set up your new
folders.
Create an
ARCHIVE folder
and move existing
folders (and any
aged emails) to
that new folder.

TASK 2: Select/ flag an email

or two for further processing
later in the session.
TIP: CTRL+SHIFT+m creates a new message;
CTRL+SHIFT+e creates a email folder;
CTRL+SHIFT+v to move a message

Waiting For lists

.

BCC yourself and set up a

rule that will move or copy
any sent email with you as
the BCC to a WAITING FOR
folder
BCC yourself and drag the
BCC you receive to the TASK
list with a category tag
@Waiting For (rename
subject as needed)

Type code at bottom of

message such as @wf and
set up rule to move/copy
sent items with such code in
message content to
WAITING FOR folder
Can also customize codes
for key team members such
as @wfnr with a folder for
each person

Notes

TASK: Practice
adding notes.
Even if you dont
have the content
handy, add a note
with a keyword
title so you can fill
in or develop the
details later.
TIP: CTRL+SHIFT+N to
create notes on the fly

5 Stages of Mastering Workflow

Collect

Process

Organize

Review
Do,
Delegate or
Defer

Working Session: Process

Is it Actionable?
No
Trash
Reference file
Someday/maybe list
Tickler file
Yes
Define the NEXT ACTION
DO if it will take < 2 minutes
DELEGATE if you can: Log on WAITING FOR list
DEFER to either CALENDAR or NEXT ACTIONS list

TASK: Run through the above steps with 3, 5, 10 items as you can
from your email inbox, your mind sweep list, etc.

Tips and Tidbits

Hows your typing speed? There are free online tests available, and
tutorials to help you improve. Aim for at least 50 wpm and yes, accuracy
counts!
Need to track time spent on a project, or in various roles? Try the free
automatic time tracker from Paymo.biz
Learn speed keys! Studies show you can accomplish a task 4x faster using
keyboard shortcuts than by reaching for the mouse.
Try Active Words to create keyboard shortcuts (hotkeys) to automate
routine keystrokes
Set yourself up as a contact with the alias QQ for quick email collection
Sync Outlook to your iOS devices calendar, mail, tasks and notes

IMExchange2
Sync Outlook tasks to iPhone and
iPad, including categories and
notes!

Next Actions
Where to go from here?
Clean up your Outlook system by purging, processing and/or
reorganizing all old emails, calendar items, tasks and notes
Set up Outlook/OneNote with your GTD folders & lists
Read the book Getting Things Done
Browse the David Allen Company web site
Order the GTD Outlook 2010 set up guide

Join GTD Connect

Share with others

GTD Best Practices

Get things out of your mind, and off your desk

Regular mindsweeps
Process in-boxes frequently (inbox zero)
Keep action reminders out of any piles and files

Decide/ define your next action up front

What specifically will you DO about this item?

Review your system regularly

Daily
Weekly
Respect due dates; use them sparingly

Thank you! . . . . Questions?

Contact information:

Mary Jane Russell

802-654-2494

mrussell@smcvt.edu