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Finney: Overwhelmed by email? Try changing your outlook!

November 7, 2012
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FinneyJust as many offices overflow with piles of paper, the Information Age has caused email inboxes to burst at the seams. It is easy to quickly feel overwhelmed by the amount of information piling up around us with listservs and emails from clients, courts, and colleagues because everyone feels compelled to keep us “in the loop.” Data retention policies often require us to keep these items, frequently leading to electronic hoarding tendencies. Overcoming this dilemma typically requires time and money, both of which are hard to part with on such a seemingly trivial issue. In reality, mastering email overload is a necessity and can begin with some simple Outlook changes.

The first step to regaining control over your inbox is to implement structure rather than allowing it to continue in an amoeba-like state. While most people are familiar with the concept of folders, they struggle with devoting the time to maintain such an organizational system on their own. So why not let technology do the work for us?

Many of us belong to listservs, receive court alerts, or are part of some mass email distribution, which results in an abundance of emails every day. An easy solution to organize this chaos is to establish rules which automatically group and deliver similar items into folders so new emails completely bypass the inbox. Beginning in Outlook 2010, rules are as simple as a right click. For example, right clicking on a court alert allows you to create a rule to automatically deliver messages from that court into a folder labeled “Court.” Now you can easily see an organized filing cabinet of messages and the number of new emails within each folder.

Some emails require immediate attention and therefore delivery to the inbox is necessary. Often the culprit of inbox congestion is messages we do not want to lose or delete, but rarely have time to appropriately file, so they continue lurking in our inbox. A quick remedy is a feature called Quick Steps which allows you to create custom buttons to automatically file reviewed messages from your inbox to a specific folder. By creating a Quick Step for each matter, you can properly file messages in a single click. This is a great method both for cleaning and maintaining an organized inbox.

Another offender of inbox overcrowding is unwanted junk mail. While some emails contain an “unsubscribe” link eliminating future communications, it is important to note this process only works with legitimate senders. In fact, spammers use it to confirm an email address is valid. An alternate option for handling unwanted messages is to classify them as junk mail and block future delivery, which can be done with a right click on an offending message.

Even with a tidy inbox, locating the exact message you are looking for can be difficult, as searching could lead to hundreds or more messages with no quick way to sift through the results. Outlook 2010 has not only improved the speed of searching, but also the ability to maximize search criteria limiting the number of matching results.

Search results can be frustrating, especially when nothing is found in the folder you know the message was filed in, until we realize it was somehow misfiled. Luckily it no longer matters where the message is stored, by simply clicking Search All Mail Items you can instantly search across all folders. While this makes location irrelevant, too many results can still be overwhelming.

The Search tab is a great way to quickly filter such results; adding criteria like sender, subject, date or even attachment. No special query language is needed; simply click the criteria type from the Search tab and type the word(s) you desire to find. This will allow you to find the needle in the haystack in record time.

Finding past messages in a conversation is a cinch with the ability to Show as Conversation in the View tab. This groups all messages within a conversation together allowing you to quickly “drill down” further into a conversation. If you prefer not to group your emails, you can still right click on a message to see related messages. This is priceless when trying to remember what was previously stated or attached earlier in an email chain.

In this world of continual multitasking it is easy to forget to follow up on items that don’t require immediate action. By right clicking the flag icon at the end of any message, you can add a reminder to appear on a specified date and time, which then allows you to view the email and refresh your memory on what you were supposed to do.

Technology is all around us. We can allow it to overwhelm us in a positive or negative manner. Change your outlook, change your life.•

__________

Deanna Finney (deanna.finney@miscindiana.com) is a co-owner of the Indianapolis-based legal technology company, Modern Information Solutions LLC. Areas of service include traditional IT services, software training and litigation support including trial presentation services. The opinions expressed are the author’s.
 

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  1. Applause, applause, applause ..... but, is this duty to serve the constitutional order not much more incumbent upon the State, whose only aim is to be pure and unadulterated justice, than defense counsel, who is also charged with gaining a result for a client? I agree both are responsible, but it seems to me that the government attorneys bear a burden much heavier than defense counsel .... "“I note, much as we did in Mechling v. State, 16 N.E.3d 1015 (Ind. Ct. App. 2014), trans. denied, that the attorneys representing the State and the defendant are both officers of the court and have a responsibility to correct any obvious errors at the time they are committed."

  2. Do I have to hire an attorney to get co-guardianship of my brother? My father has guardianship and my older sister was his co-guardian until this Dec 2014 when she passed and my father was me to go on as the co-guardian, but funds are limit and we need to get this process taken care of quickly as our fathers health isn't the greatest. So please advise me if there is anyway to do this our self or if it requires a lawyer? Thank you

  3. I have been on this program while on parole from 2011-2013. No person should be forced mentally to share private details of their personal life with total strangers. Also giving permission for a mental therapist to report to your parole agent that your not participating in group therapy because you don't have the financial mean to be in the group therapy. I was personally singled out and sent back three times for not having money and also sent back within the six month when you aren't to be sent according to state law. I will work to het this INSOMM's removed from this state. I also had twelve or thirteen parole agents with a fifteen month period. Thanks for your time.

  4. Our nation produces very few jurists of the caliber of Justice DOUGLAS and his peers these days. Here is that great civil libertarian, who recognized government as both a blessing and, when corrupted by ideological interests, a curse: "Once the investigator has only the conscience of government as a guide, the conscience can become ‘ravenous,’ as Cromwell, bent on destroying Thomas More, said in Bolt, A Man For All Seasons (1960), p. 120. The First Amendment mirrors many episodes where men, harried and harassed by government, sought refuge in their conscience, as these lines of Thomas More show: ‘MORE: And when we stand before God, and you are sent to Paradise for doing according to your conscience, *575 and I am damned for not doing according to mine, will you come with me, for fellowship? ‘CRANMER: So those of us whose names are there are damned, Sir Thomas? ‘MORE: I don't know, Your Grace. I have no window to look into another man's conscience. I condemn no one. ‘CRANMER: Then the matter is capable of question? ‘MORE: Certainly. ‘CRANMER: But that you owe obedience to your King is not capable of question. So weigh a doubt against a certainty—and sign. ‘MORE: Some men think the Earth is round, others think it flat; it is a matter capable of question. But if it is flat, will the King's command make it round? And if it is round, will the King's command flatten it? No, I will not sign.’ Id., pp. 132—133. DOUGLAS THEN WROTE: Where government is the Big Brother,11 privacy gives way to surveillance. **909 But our commitment is otherwise. *576 By the First Amendment we have staked our security on freedom to promote a multiplicity of ideas, to associate at will with kindred spirits, and to defy governmental intrusion into these precincts" Gibson v. Florida Legislative Investigation Comm., 372 U.S. 539, 574-76, 83 S. Ct. 889, 908-09, 9 L. Ed. 2d 929 (1963) Mr. Justice DOUGLAS, concurring. I write: Happy Memorial Day to all -- God please bless our fallen who lived and died to preserve constitutional governance in our wonderful series of Republics. And God open the eyes of those government officials who denounce the constitutions of these Republics by arbitrary actions arising out capricious motives.

  5. From back in the day before secularism got a stranglehold on Hoosier jurists comes this great excerpt via Indiana federal court judge Allan Sharp, dedicated to those many Indiana government attorneys (with whom I have dealt) who count the law as a mere tool, an optional tool that is not to be used when political correctness compels a more acceptable result than merely following the path that the law directs: ALLEN SHARP, District Judge. I. In a scene following a visit by Henry VIII to the home of Sir Thomas More, playwriter Robert Bolt puts the following words into the mouths of his characters: Margaret: Father, that man's bad. MORE: There is no law against that. ROPER: There is! God's law! MORE: Then God can arrest him. ROPER: Sophistication upon sophistication! MORE: No, sheer simplicity. The law, Roper, the law. I know what's legal not what's right. And I'll stick to what's legal. ROPER: Then you set man's law above God's! MORE: No, far below; but let me draw your attention to a fact I'm not God. The currents and eddies of right and wrong, which you find such plain sailing, I can't navigate. I'm no voyager. But in the thickets of law, oh, there I'm a forester. I doubt if there's a man alive who could follow me there, thank God... ALICE: (Exasperated, pointing after Rich) While you talk, he's gone! MORE: And go he should, if he was the Devil himself, until he broke the law! ROPER: So now you'd give the Devil benefit of law! MORE: Yes. What would you do? Cut a great road through the law to get after the Devil? ROPER: I'd cut down every law in England to do that! MORE: (Roused and excited) Oh? (Advances on Roper) And when the last law was down, and the Devil turned round on you where would you hide, Roper, the laws being flat? (He leaves *1257 him) This country's planted thick with laws from coast to coast man's laws, not God's and if you cut them down and you're just the man to do it d'you really think you would stand upright in the winds that would blow then? (Quietly) Yes, I'd give the Devil benefit of law, for my own safety's sake. ROPER: I have long suspected this; this is the golden calf; the law's your god. MORE: (Wearily) Oh, Roper, you're a fool, God's my god... (Rather bitterly) But I find him rather too (Very bitterly) subtle... I don't know where he is nor what he wants. ROPER: My God wants service, to the end and unremitting; nothing else! MORE: (Dryly) Are you sure that's God! He sounds like Moloch. But indeed it may be God And whoever hunts for me, Roper, God or Devil, will find me hiding in the thickets of the law! And I'll hide my daughter with me! Not hoist her up the mainmast of your seagoing principles! They put about too nimbly! (Exit More. They all look after him). Pgs. 65-67, A MAN FOR ALL SEASONS A Play in Two Acts, Robert Bolt, Random House, New York, 1960. Linley E. Pearson, Atty. Gen. of Indiana, Indianapolis, for defendants. Childs v. Duckworth, 509 F. Supp. 1254, 1256 (N.D. Ind. 1981) aff'd, 705 F.2d 915 (7th Cir. 1983)

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