Getting Things Done with Outlook and iPhone

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My Getting Things Done productivity environment is that of a “normal” employed computer user: email, calendar and tasks reside in Microsoft Outlook 2010/2013, that being connected to an Exchange server. Whatever happens has to be embeddable into that system. As mobile device the iPhone comes along, which plays nicely with Exchange in terms of email and calendar, and roughly with tasks through the Reminder app but not as I need it.

Business

GETTING THINGS DONE
WITH OUTLOOK/EXCHANGE
AND IPHONE/IOS
Joachim Schlosser

Just my system – might not fit you.
This slide deck visualizes the blog post
“Getting Things Done* with Outlook
2010/Exchange and iPhone/iOS” on
www.schlosser.info/gtd-outlook-iphone
Read for detailed instructions and
explanations.
* “Getting Things Done” is a method and book by David Allen.

Email – 4D method
Delete Do Delegate Defer
Photo Credit: shioshvili cc. Photo Credit: Matthew Wilkinson cc. Photo Credit: MizaPhoto cc. Photo Credit: Courtney Dirks cc.

Email
Productivity loss by over-organization Less Is More
Photo Credit: khrawlings cc

Email Folders
 @Reply
 @Read Offline
 @Read Online
 Reference
 Travel

Finding Fast ‒ Search Folders & Search
 Virtual folders
 Per project
 Per VIP group
 Keywords
 to:name and from:name searches the name just in
receiver respectively sender.
 subject:topic searches just in the subject line.

Actions ‒ a Task List with Context
 Context determines your options, not priorities

It is Monday 2:31pm. What do you do?
 Where are you?
 How much time do you have?
 What persons are in your reach?
 Which tools do you have right at hand?

My Contexts
 Agendas
 Errands
 Calls
 Computer Offline
 Computer Online
 Home
 Office
 Waiting for
 Projects
 Someday/Maybe

Define new Task List View
 Columns symbol, done,
prio, subject, notes,
due
 Grouping categories
 Sort none
 Filter extra done ≠ yes

Synchronize Actions Outlook – iPhone
 TaskTask App (see in iTunes)
 TaskTask HD (see in iTunes)
 Same categories

Graphic: Courtesy memo randoms by Jason Franzen of More Simple

Resources
 This guide as blog post (also in German)
 Other
 Outlook search folders – Microsoft
 Outlook Attachment Remover Add-in
 GTD Times – Blog of David Allen Co.
 memo randoms by Jason Franzen
 David Allen: Getting Things Done book

Mind like water
www.konvergenzbereich.de
Photo: Joachim Schlosser. License CC-BY-SA.

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Getting Things Done with Outlook and iPhone

1. GETTING THINGS DONE WITH OUTLOOK/EXCHANGE AND IPHONE/IOS Joachim Schlosser

2. Just my system – might not fit you. This slide deck visualizes the blog post “Getting Things Done* with Outlook 2010/Exchange and iPhone/iOS” on www.schlosser.info/gtd-outlook-iphone Read for detailed instructions and explanations. * “Getting Things Done” is a method and book by David Allen.

4. Using Getting Things Done

6. Email – 4D method Delete Do Delegate Defer Photo Credit: shioshvili cc. Photo Credit: Matthew Wilkinson cc. Photo Credit: MizaPhoto cc. Photo Credit: Courtney Dirks cc.

7. Email Productivity loss by over-organization Less Is More Photo Credit: khrawlings cc

8. Setting up your system

10. Email Folders  @Reply  @Read Offline  @Read Online  Reference  Travel

11. Finding Fast ‒ Search Folders & Search  Virtual folders  Per project  Per VIP group  Keywords  to:name and from:name searches the name just in receiver respectively sender.  subject:topic searches just in the subject line.

12. Actions ‒ a Task List with Context  Context determines your options, not priorities

13. It is Monday 2:31pm. What do you do?  Where are you?  How much time do you have?  What persons are in your reach?  Which tools do you have right at hand?

14. My Contexts  Agendas  Errands  Calls  Computer Offline  Computer Online  Home  Office  Waiting for  Projects  Someday/Maybe

15. Define new Task List View  Columns symbol, done, prio, subject, notes, due  Grouping categories  Sort none  Filter extra done ≠ yes

16. Synchronize Actions Outlook – iPhone  TaskTask App (see in iTunes)  TaskTask HD (see in iTunes)  Same categories

17. Graphic: Courtesy memo randoms by Jason Franzen of More Simple

18.

19. Resources  This guide as blog post (also in German)  Other  Outlook search folders – Microsoft  Outlook Attachment Remover Add-in  GTD Times – Blog of David Allen Co.  memo randoms by Jason Franzen  David Allen: Getting Things Done book

20. Mind like water www.konvergenzbereich.de Photo: Joachim Schlosser. License CC-BY-SA.

Getting Things Done with Outlook and iPhone

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