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When it comes to Microsoft Office applications, law firms have unique needs. This Outlook training course includes training specific to the practice of law. You will learn how to effectively manage legal contacts, tasks and digital security. In addition, you’ll receive our complete Outlook curriculum. Mastering Outlook for Lawyers Made Easy features 22 video lessons with expert instruction. Watch, listen and learn as your expert instructor guides you through each lesson step-by-step. During this media-rich learning experience, you will see each function performed just as if your instructor were there with you. Reinforce your learning with the text of our printable classroom instruction manual , additional images and practice exercises.
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|Section 1: Course Introduction|
This lecture provides a brief summary of the topics covered throughout the course and offers suggestions for further reading and learning materials.
|Section 2: Managing Mail|
Many attorneys find that they receive a substantial amount of daily email. In this section, we will discuss many mail management techniques that have been found to be effective in categorizing, sorting, and clearing a cluttered mailbox. Learn this and more during this lecture.
If you have subfolders within your Inbox, you can create mailbox rules that will move mail to the subfolders when it is received in your Inbox if it contains specific text in the message subject or body. This reduces the amount of time it takes to manually sort and organize your Inbox and its subfolders. Learn this and more during this lecture.
|Many efficiency studies have pointed out that using the “Search” and “Search Folders” features within your Inbox is a much faster and more efficient way to sort and organize your email versus using subfolders. Using this technique, you do not create subfolders. All mail is collected within your Inbox. Learn this and more during this lecture.|
One of the quickest ways to search for email is by searching for text within the “Subject” line of the email. This allows Outlook to skip scanning the body text of the email, thereby allowing for faster and easier searching. In this lecture, we will examine changing the “Subject” line of an email you receive so you can add text that will allow you to find the email more quickly in the future. Learn this and more during this lecture.
|You can use the “Flag for follow up” feature, along with reminders in Outlook, to aid you in remembering the tasks and other activities you need to complete, as well as when you must complete them. Learn this and more during this lecture.|
|You may find yourself in a situation where you want to save an email message as a PDF document instead of printing a hard copy or saving it as an Outlook email file. This is helpful for file management, as PDF files can be highly compressed when archived. Learn this and more during this lecture.|
You can easily turn an email you receive into a task, thereby preserving the text of the email and any phone numbers or other information it contains as an actionable task for which you can then set a reminder date, as well as other task information. Learn this and more during this lecture.
The AutoReply feature of Outlook can be indispensable for busy attorneys who have a heavy case load and find themselves on the road often. Whenever you must leave the office for a day, it is a good habit to set an AutoReply to email. This will inform people that you are currently out of the office and give them a time when you will be back in the office. Learn this and more during this lecture.
|If you do not have the ability to access your Outlook emails remotely, another useful feature is the ability to have Outlook automatically forward email you receive to another email account you can access from your mobile devices. This way, you can still check your email when traveling or you have a free moment when in court. Learn this and more during this lecture.|
Many lawyers use standard text, such as a confidentiality agreement, within their emails and then simply make minor editing changes to the text to suit the particular situation. Whenever you have text that you insert and use repeatedly in your email, you can save it as a Quick Part in Outlook. Learn this and more during this lecture.
|Quick Steps were first introduced in Outlook 2010 and quickly became a valued feature. Quick Steps assist users in being more efficient by making multi-step tasks that they often perform in Outlook, shortened to be a click or two away. The default Quick Steps are shown in the middle of the “Home” tab within the Ribbon when you have the Inbox selected. Learn this and more during this lecture.|
If you are not connected to an Exchange Server, then you probably use a PST folder for your Inbox and other Outlook folders. For many lawyers, the sheer volume of mail that they handle can cause the size of the PST file to grow very quickly. In this lecture, we will review some tips that you can use to ensure that your PST folder size will remain manageable and that Outlook will therefore respond more quickly when you are using it. Learn this and more during this lecture.
|Section 3: Legal Contacts|
|Next, we will look at creating contact groups and using the Bcc feature to ensure contact confidentiality when sending emails using contact groups. Learn this and more during this lecture.|
|Section 4: Managing Legal Scheduling|
|In this section, we will discuss some additional tips and tricks that you can use when scheduling meetings and appointments in a law firm. As many paralegals can attest to, scheduling meetings and appointments can be quite a tricky business. Learn this and more during this lecture.|
In this lecture, we will look at writing a custom VBA script to accept or decline meetings and create a rule for our mailboxes that will run the script when a specified condition has been met. Learn this and more during this lecture.
|Section 5: Managing Tasks|
Many times, you may have the temptation to forward an email that needs follow-up to an assistant or colleague with some simple instructions to complete. While this is commonly done, you run the risk of forgetting to follow-up with the individual to whom you sent the email. Learn this and more during this lecture.
|As you create tasks within Outlook, you will often see the “Due Date” of the task displayed by default. In this lecture, we will look at adding a few columns of information to this view, making it easy to manage your tasks as well as their associated reminders. Learn this and more during this lecture.|
Once you have started assigning tasks, you can use the power of the “Categorize” feature within Outlook to create custom categories based on cases and then create custom task views to organize tasks based on case. This can be a great way to organize your case and matter workload within Outlook. Learn this and more during this lecture.
|Section 6: Security|
One way to ensure that your email is more secure is to purchase a digital ID. The digital ID, also often called a digital certificate, proves that you are whom you claim to be in your email by proving your identity to the recipient and aids in reducing email tampering. It does this by adding a unique code to your mail message that can only come from the digital ID of the sender. Learn this and more during this lecture.
|Once you have a digital ID, you can then send encrypted email. Note that before you can send encrypted email, you must first send the recipients of your encrypted email a digitally signed mail message so that they can add your digital signature to their contacts folder. This signature will then allow these recipients to read the unencrypted version of your email. Learn this and more during this lecture.|
Many lawyers add confidentiality agreements to their email. One way to add a confidentiality agreement is to create the agreement as a building block, which you can then insert into your email as needed. Learn this and more during this lecture.
You may consider setting up a rule to defer mail delivery. When you defer delivery, the email will sit in the Outbox for a specified number of minutes before it will be sent. This allows you time to ensure that your email contains all of the necessary information, and reduces the chances that you will send an email message by mistake to the incorrect recipients or with the incorrect content. Learn this and more during this lecture.
|Section 7: Course Conclusion and Instruction Manual in PDF|
|This lecture provides a brief summary of the topics covered throughout the course and offers suggestions for further reading and learning materials.|
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Our full-time staff of software training professionals have developed a product line that is the perfect solution for busy individuals. Our comprehensive tutorials cover all of the same material as our classroom trainings. Broken into individual lessons, you can target your training to meet your needs - choosing just the lessons you want (and having the option to watch them all if you like). Our tutorials are also incredibly easy to use.
You will listen and watch as our expert instructors walk you through each lesson step-by-step. Our tutorials also feature the same instruction manuals (in PDF) that our classroom students receive - and include practice exercises and keyboard shortcuts. You will see each function performed just as if the instructor were at your computer. After the lesson has finished, you then "toggle" into the application and practice what you've learned - making it the most effective interactive training solution to learn on your own.