GTD newby & Outlook 2007 whitepaper

[ronjon]

i recently downloaded the "GTD and Outlook 2007" whitepaper pdf for setting up my outlook the gtd-way.

i'm working as a project manager and am handling multiple projects at the same time every time. I already have a referencing folders tree for all projects and subprojects (the work ones i mean, not gtd-projects).

In chapter 4: Managing email the process for email is delete, do / file, delegate or defer.

the delete and do part is clear :) and emails that not need action are filed in the reference folders.

i am however having problems getting my head around the delegate and defer part.
Q: when do i delegate an email and when to defer? (My guess is to delegate when there is action to be taking not by me, and defer to make it into a task which is assigned to myself?)

for delegate two folders need to be created: @Actions and @Wating for.
Q: when to put an email in @Actions and when in @Wating for?
Q: what to do with the @Actions emails?
Q: why do i not need to assign a category to the email?
Q: are these the only two folders needed for delegate?

for defer:
Q: what is the best method for transferring email to tasks? i need to have email attachements kept with the email, and i want to use my windows mobile phone also.

ronald

[TexasEx94]

Highly recommend Total Workday Control Using Microsoft Outlook: The Eight Best Practices of Task and E-Mail Management by Michael Linenberger if your going to use Outlook to manage your tasks.

[ronjon]

i already bought the pdf, was hoping that would be sufficient for setting up outlook:(

[ellobogrande]

The Outlook 2007 document provides most of the answers to your questions. Take another close look at the section on e-mail.

If you choose to use @Action and @Waiting For folders, here's how to use them. As you process each e-mail, you must make sure that you identify any projects that may be embedded in it. Put that reminder on your Projects list. If the e-mail itself represents a sufficient reminder of your next action (read, reply, forward/delegate etc) and that action requires access to the current e-mail system you're using, move it to the @Action folder. You can even change the subject line to add a reminder of your chosen action.

A category assignment is not needed for these e-mails because the action must take place within the e-mail system. If the next action is a phone call, put the reminder on your @Calls list and save the e-mail in an Action Support folder.

E-mails that you send for which you are waiting on an action by someone else goes in your @Waiting For folder.

The fastest way to move an e-mail to the Tasks folder is to use the CTRL+SHIFT+V key combination ("move to folder").

I hope that helps.

[clango]

for defer:
Q: what is the best method for transferring email to tasks? i need to have email attachements kept with the email, and i want to use my windows mobile phone also.


Right click on the mouse when you are in the email-inbox. Move on Tasks and you can create new, copy with or without attach

[clango]

Q: why do i not need to assign a category to the email?


I use Google desktop but there is also Find. I think this is more direct than the question : Which is the category I had chosen for this?