Quadra

Connecting Technology and Business.

Track Your email Conversations

Outlook 2010 has a great new feature for organizing messages by date and arranging them by Conversation. Using this feature, messages that share the same subject appear as Conversations that can be viewed and expanded or collapsed by clicking the icon to the left of the Subject line. The messages within each Conversation are sorted with the newest message on top. When a new message is received, the entire Conversation moves to the top of your message list, helping to make tracking email threads a snap. 

To turn on Conversations, on the View tab, in the Conversations group, select the Show as Conversations check box. You can reduce the size of a conversation with the Clean Up feature, which deletes duplicate messages in the Conversation. On the Home tab, in the Delete group, click Clean Up, and then click Clean Up Conversation.
 
In all versions of Outlook, you can find messages in mailbox folders more quickly by changing how they're sorted in your email folders. For example, you can arrange your email by date, sender, file size, or level of importance.

Group or ungroup items automatically

  • To add or remove grouping in an arrangement, on the View tab, in the Arrangement group, click More for the arrangement gallery, and then click Show in Groups.

Group items manually or create a custom group

  1. On the View tab, in the Current View group, click Change View, and then click Save Current View As a New View.
  2. Type a name for the new view, and then click OK.
  3. On the View tab, in the Current View group, click View Settings.
  4. Click Group By.
  5. Clear the Automatically group according to arrangement check box.
  6. In the Group items by box, click a field (field: An element of a table that contains a specific item of information, such as a last name. A Title field might contain Mr. or Ms. Databases such as Microsoft SQL Server refer to fields as columns.) to group by.
If the field that you want is not in the Group items by box, click a different field set in the Select available fields from box.
  1. Click Ascending or Descending for the sort order of the group headings.
  2. To display the field that you are grouping items by, select the Show field in view check box.
  3. To group by subgroups, click a field in the Then by box.
  4. In the Expand/collapse defaults list, click the default for how you want groups to display in the view.
After closing the dialog box, display or hide items in a group by clicking Expand or Collapse.

Ungroup items manually

  1. On the View tab, in the Current View group, click View Settings.
  2. Click Group By.
  3. In the Group By box, clear the Automatically group according to arrangement check box.

10 Plus One Points To Note While Building And Delivering Presentations – The Steve Jobs Style

Ever since the launch of his first product, Steve Jobs transformed product launches into an art form. His bold vision for media consumption and his rise as the World’s most celebrated corporate storyteller helped make Apple the most valuable company in the world. We can learn a lot from the way he built and delivered his presentations. 

1.     Create a narrative. Use the story boarding method - brainstorm, sketch and white-board – age old but essential techniques to create a narrative before building slides – plan for demos, include videos and collect such “attention grabbing” items that will go into the presentation before actually building one.
2.     Simplify the description. – Use just one sentence to describe the product or the service or the point in contention in the slide so that this will get carried home by the listeners – fill in the details during the presentation or share the details at your web site.
3.     Present the competition as the villain. This allows the audience to rally around the hero which is your product or service. Even a problem or a pain-point could be presented as the villain.
4.     Position the benefits of your product or solution. Why should I care? What does this have for me? What is in it for me? Highlight the answers to these questions in the presentation. Top 3 reasons why…could be one such take-off point.
5.     Follow the “rule of three”. – Three sections of the presentation, three points to be discussed, three solutions to consider, three items to follow up – easy to remember, recall or recollect. This applies exclusively to a verbally delivered presentation.
6.     Sell your dream. Show them the bigger picture beyond the product or service or the solution. How does it cater to or satisfy your need? How does this solution address the larger issues?
7.     Visualize the points. Use pictures, photos and videos to impress your points upon the audience minds. Reduce the number of words. Remember the adage – a picture is worth thousand words.
8.     Put your numbers into context. Make them more meaningful by placing your numbers in perspective - how it sits against the competition or what share it has in the wider view of things.
9.     Use simple language. Avoid jargons and ambiguous words by making your message clear and direct.
10.   Set a climax moment. Build your points and pace your message towards a high moment of emotional release. This is sure to drive home the message you intend to convey.

 

11.   Practice your presentation. Rehearse it as many number of times you can to make the delivery seem effortless. The presentation skills are honed only through practice.