CALENDAR & TIME MANAGEMENT

ORGANIZE YOUR CALENDAR

• Color-code for meetings, deadlines, and focus time. Stick to 3–5 colors for clarity.
• Suggested color system:

🔵 Blue = Team Meetings

🔴 Red = Deadlines

🟢 Green = Focus/Deep Work

🟡 Yellow = Personal/Reminders

TIPS FOR RECURRING TASKS

• Create templates for recurring emails or reports.
• Set up reminders for important tasks.
• Delete outdated or unnecessary recurring invites.

EMAIL & OUTLOOK PRODUCTIVITY

STAY ON TOP OF EMAILS

• Clean out your inbox regularly.
• Organize emails using folders or categories (color-coding in Outlook).
• Check the joint calendar before scheduling a meeting.
• Don’t use “Reply All” unless it’s truly necessary.

QUICK OUTLOOK HACKS

• My Templates: Save frequently used text blocks for instant reuse.

How: Compose email → highlight text → Insert → Apps → My Templates → save text.

• Schedule Send: Compose email → Send dropdown → Schedule send → set date/time.
• Link Emails to Calendar: Drag email to calendar icon → creates event with email content.
• Schedule Out-of-Office Replies: View → View Settings → Accounts → Automatic Replies → set time/date and message.
• Is your signature up to date? Click here 
• More Microsoft tips available here 

PRODUCTIVITY TOOLS & SHORTCUTS

HANDY KEYBOARD SHORTCUTS

• Ctrl + C / Ctrl + V → Copy / Paste
• Ctrl + Z → Undo last action
• Alt + Tab → Switch between open windows
• Windows + D → Show desktop instantly
• Ctrl + Shift + T → Reopen last closed browser tab
• Windows + L → Lock your computer instantly
• Windows + Shift + S → Snipping Tool (capture part of your screen)

BOOST PRODUCTIVITY

• Bookmark frequently used sites for quick access.

COMPUTER SECURITY & MAINTENANCE

STAY SECURE & FAST

• Check the email “From” field to validate the sender. This “From” address may be spoofed.
• Check for so-called ‘double-extended’ scam attachments. A text file name ‘safe.txt’ is safe, but a file called ‘safe.txt.exe’ is not.
• Report all suspicious emails to the IT Department.
• Did you know? Rebooting your computer once a day can keep your system running at optimal performance.