Various first use questions...

[Anonymous]

Perfect!  Yes, you are right, I must have mistakenly set the “Add Categories to the Toolbar” option.  Certainly didn’t mean to do this, and I don’t want this option.  What I need to do is quickly categorize right from the inbox.  It is working again, and beautifully. Thanks!

And your input to Question #2 is just great.  This is exactly what I need.  Why?  Too many emails and their subject lines are so damn obscure.  (Yes, I need to open and read just like anyone else.)   But for me, the email triggers some type of action I need to take and all I need is to quickly describe that action without having to slide that email into the ‘task’ folder. With the text box, I simply describe my own action item, in my own words -- plain English – and I’m done.  When I scan later (and using the Categories), I know exactly what I need to do.  This, combined with your quick categorizing, helps out greatly.  

Friend, I am getting to love your product  . . . and of course your responsiveness is wonderful.  

Here’s one enhancement idea, and my little secret:  For me, as few keystrokes as humanly possible – that is key.  Now, nobody types faster than me, but yet I really don’t want to Alt-Z and then type a series of keystrokes with every email.  So, last night I downloaded a trial version of ‘AutoMe’ which is a keystroke automation tool.  So, whereas there is a long list of categories in a tree that is several levels deep, what I really need to focus on are the ‘priority categories’ that are the top priority for me NOW (in the immediate horizon, days, weeks).  So, I am now using AutoMe to automate the top categories I am concerned with right now.  As projects change, and opportunity tracking and personal/home priorities may change, then I can simply change my AutoMe script to allow me a two-stroke categorization of the new priorities.  Example:  To categorize urgent items, that is 5 keystrokes using your interface: Alt, Z, Tasks, Priority, Urgent.  With ‘AutoMe’ I have set this to simply: Alt-1.  The other priorities are Alt-2 or Alt-3, etc.  So, for you, may I suggest an ‘Ultra-Accelerator’ involving scripting a direct categorization of, let’s say, 10 priority functions. And of course this would need to be revised by the user as their needs change overtime; and in fact that is the whole idea (instant categorization of priority actions).  For example, I have Alt-F1 through Alt-F2 now automated for instant categorization of the current top opportunities I am tracking and core projects.   And I have already said that Alt-1 through Alt-5 are my top priority categories.  Perhaps your solution can embed this sort of scripting, that I am otherwise using ‘AutoMe’ to achieve.  Just an idea.  Obviously, my aim is to minimize as much keystrokes as possible (might be hard to believe, considering the volumes in my emails, eh?).  

Still working through this tool (while also my core workload).  Probably more questions.  Standby.

[Anonymous]

Question: As you already know, I like the follow-up flag because it is consolidated in the ‘follow up folder’.  All emails are then consolidated (inbox and sent) and so will Tasks when I update to Outlook 2007. So, I plan to use the Outlook Follow Up Flag for priority setting (red, green, blue, yadee, ya) and so NOT user Categorize Plus for priority.   Again, my thinking is that in using the Follow Up Flag then every follow up item (every color) will be consolidated into the one Follow Up Folder.  I really like that. 

Q1: However, is this what YOU recommend?  Or, is there some benefit I’m overlooking regarding using Categorize Plus for priority setting?

Q2: I have programmed a few keys to limit key strokes (For example Alt-1, sets the Red Follow-Up Flag).  Problem is, I just noticed there doesn’t appear to be the same menu option for Tasks (in other words, I can’t use Action-Follow-Up for setting a follow up flag in tasks).  Now, I know you job is not to provide Outlook support, but if you have any ideas I would appreciate it. 

[Jon]

Actually the ability to set follow-up flags for Tasks is available in Outlook 2007.  So you now have yet another reason to upgrade.   

Regarding the general use of Follow-up flags, the answer is yes, follow-up flags are an effective way to do what you are doing.  I recommend that you continue to use them.

[Jon]

I am sorry, I mis-read your email.  Actually, the follow-up flags in Outlook 2007 are time based not priority based.  When you transition from Outlook 2003 to Outlook 2007, Outlook will migrate your follow-up flags into Colored Categories, which are more effective for tracking priority.  After that, it is easy to create priority category menu items in your Categorize Plus drop down menus.  I am sorry that I missed that in your original question.  It has been awhile since I have used Outlook 2003 follow-up flags and I forgot the difference.

Ask if you have more questions. 

[Anonymous]

Thanks.  What are ‘time-based flags’?  I’m not sure I like the sound of that.  Does that mean you have to set a date also?  I wont’ do that.  Less key strokes for me, not more.  In fact, I quite intentionally only use dates for actual calendar items.  For ‘priority’, the ‘red’ flag I regard as due TODAY.  If the item remains open into tomorrow, I expect the item to still be flagged and ‘in my face’ . . . and certainly not to drop off the list or get reflagged/recolored by virtue of the passage of time.  Similarly, I don’t want an item to automatically appear as ‘red’ (say from yellow to red) by virtue of the date getting closer.   Please clarify what you may know about this functionality in 07.  Pardon, I know you are not MS Outlook support.  Really, sorry for that, but this is pivotal to how I finalize use of Outlook vs. Cat-Plus. 

Now, I see you are indeed recommending using Categorize Plus for setting priority.  But, what about my core need to have a functionality similar to the consolidated follow-up folder?  Does your tool allow consolidating ALL items (inbox, sent and tasks) into one folder?  One view?  This is critical to me.  I just want one view to see all these items listed together.  From there I can use quick-keys to group, filter, sort, and also add my own plain-English comments in a text column. 

Thanks.

[Jon]

Please refer to the web site below to view information from Microsoft.  There is also a video demo on this site.  And it is pretty much as you assumed, time based and priority based are two different concepts.

Microsoft Website:  http://office.microsoft.com/en-us/outlook/HA102500961033.aspx?pid=CH100740861033

To list all of the various Outlook items together into a single view, then you will need to upgrade to Outlook 2007.  In 2007 there is an all items folder that will simultaneously display all item types and you can then group, filter, sort and add text as you have been doing. 

[Anonymous]

Thanks.  Ugh.  Here’s a problem I need to point out . . .

When you refer below to ‘group, filter and sort’ are you referring to Outlook, not Cat-plus?  If so, it sure seems to me that the Outlook filter/group capability that I ‘was’ used to is now ‘overwritten’ (for lack of a better word) by a Categorize Plus ‘DASL’ whatever that is.  Do I have that right?  In other words, the DASL seems to disable any Outlook filter or grouping and so I no longer have the full suite of options available to me to filter, group, etc (e.g., ‘customize current view’ ).  Don’t think I made this observation before, because as I am using flags it didn’t seem to matter (I used flags to prioritize, and cat-plus to categorize and filter).  In Outlook ’07 it sounds like flags won’t work for me anymore (setting dates for a flag is a thousand million keystrokes per week).  Tell me if I’m wrong, please.

Look, I need to fall back here and simplify my requirements to see what you think.  This is all I need to do, which I feel must be achievable somehow: 

Requirement 1: For every inbox, sent item and task . . . I need to do these Actions: categorize, prioritize (e.g., flags, not dates), filter and group.  Pretty simple.
Requirement 2: All of these Actions must be allowable (a) within the inbox, sent items and tasks pains separately; but also (b) within a single, consolidated view (i.e., such as the Follow-up Folder).  This is key: One view. 
Requirement 3: All of these Actions must be (a) involve the identical series of keystrokes across every pain (inbox, sent, task and consolidated); and (b) with as few keystrokes as humanly possible.  (In fact, last night I was reviewing programmable keypads.  I plan to program keys to do things in one press,  one.  Not many).

So, the only real question is this: What is the best way for me to satisfy these requirements?   In other words, if I don’t use the flags (as it appears I wont want to in 07 – I will not be entering dates for each flag), then will I lose the ability to use the follow-up folder (all items)? 

Look, it’s weird for me to be investing still so much time in this considering how busy I am.  But, I’m so damn busy I am desperate to solve this automation issue.  Catch 22.  Really, all I want is to get this set up and humming.

Thanks

[Jon]

Yes, I understand, please allow me to explain about filters first, and then I will address your three requirements at the end.

Outlook Customize Current View Filters vs. Categorize Plus
If you apply a Categorize Plus filter, then it will overwrite any applied Outlook custom view filter.  And, in Outlook 2003 only, even when you do not apply a Categorize Plus filter, then Categorize Plus must still overwrite any currently applied Outlook view filter.  This is not a problem in Outlook 2007, it is only a problem in Outlook 2003.  And I should also mention that CP will only overwrite the Outlook custom view filter, CP DOES NOT overwrite the “Grouping” definition nor any other property defined in your Outlook custom views.  Therefore, you can still use the Outlook Customize View dialog to customize your Outlook views, and then use Categorize Plus to apply your filters.

The limitation with respect to custom view filters exists because of the way that Microsoft designed the view filters in Outlook 2003.  For Outlook 2003, programmers do not have reliable access to the currently applied filter, neither can they reliable remove a previously applied filter.  That means, if a user were to apply a filter using Categorize Plus in Outlook 2003, and then remove that filter, unless Categorize Plus overwrites that filter with a new filter that “displays all items”, then the old filter might (and I say might) still be applied.  This behavior is completely unpredictable in Outlook 2003, and therefore Categorize Plus must specifically write a “display all items” filter when no Categorize Plus filters are applied.   

Microsoft fixed this problem in Outlook 2007, and therefore, in Outlook 2007, when the user removes all filters that are applied by Categorize Plus, then Categorize Plus is able to completely remove the filter without having to apply a new “display all items” filter.

A solution to this limitation for both Outlook 2003 and 2007 is to use a Categorize Plus Filter Menu item to perform the filter that you are trying to apply in your Outlook custom view.  The user can use either a Categorize Plus Standard Filter menu item or create a Categorize Plus Custom Filter menu item to apply the same filter originally configured in the Outlook view.  In fact, for custom filters, Categorize Plus uses the same Outlook Filter Dialog to allow the user to enter the filter criteria.  This filter can then be applied using Categorize Plus, and Categorize Plus can also be configured to save the filter combo box by view name.  Therefore, whenever you display that view, Categorize Plus will automatically apply the filter combo box.  I have provided links below to the help topics that explain how this works.

CP Standard and Custom Filter help topics

• Categorize Plus Standard Filters Menu, which highlights the Standard Filters available in Categorize Plus
  (your version of CP will also contain additional “Task” related standard filters that are not yet included in the documentation)
  http://www.veranosoft.com/reference/scr/html/Standard%20Filters%20Menu.htm
• Categorize Plus Menu Items, which explains the different types of menu items
  http://www.veranosoft.com/reference/scr/html/Menu%20Types.htm
• Entering Outlook Filter Criteria, which explains how to enter custom filter criteria for Filter Menu Items
  http://www.veranosoft.com/reference/scr/html/Custom%20Filter.htm
• Save Combo Boxes Options, which explains how to configure Categorize Plus to save filter combo boxes by view name
  http://www.veranosoft.com/reference/scr/html/Save%20Combo%20Boxes%20Options.htm

Regarding your requirements
Now to comment on your requirements.

• Requirement 1: 
  To categorize and prioritize, I recommend that you use the Outlook 2007 Color Categories with each category representing a different priority.  This will allow you to categorize, filter and search for items by priority using shortcut keys from within the Categorize Plus drop down menus.
• Requirement 2:
  Categorize Plus works the same in all Outlook views and inside Outlook items, and it works exactly the same in the Outlook 2007 “All Outlook Items” view.  Therefore I recommend that use Categorize Plus with Outlook 2007 to accomplish your “One View” requirement.
• Requirement 3:
  As you know, I am also a strong advocate of shortcut keys.  Again, as you know, Categorize Plus excels in this respect where the same short cut keys and the same menu structured is mirrored in each of the Categorize Plus drop down menus (Categorize, Filter and Search) and each of these menus are the same and behave the same in each Outlook View and inside Outlook items.  It also behaves the same in the Outlook 2007 “All Items Folder”.  There is no difference.

   

I use this approach all of the time.  I have a list of Categorize Plus Category Tag menu items that consist of all of the primary colors (Red, Green, Yellow, etc) that are used for highest level prioritization.  Then I also have a sub-menu that lists all of the Outlook 2007 colors including (Teal, Steel, Dark Red, etc) for an even finer resolution for prioritization.  This permits me to easily find different priority items in Outlook 2007, the same as I had done in Outlook 2003 when using flags before I migrating to Outlook 2007. 

Let me know if this answers your questions.

[Anonymous]

Wow, John, thank you!  Ok, next step obviously is to finally update to Outlook 07.  We already own that license as part of our MS Alliance.  My business partner has provided me all the links, etc., now all I have to do is . . . find the time!!

I’ll let you know how it all plays out.

Just curious: You’ve described before that you do everything via the quick-key approach and you’re pretty fast.   In my humble view, nobody types faster than I, however I plan to minimize if not elim even extra keystrokes. So, I am currently testing out this ‘Auto-Me’ tool for programming a few keys on my current keyboard.  This is a test run, and actually it’s working out pretty cool.  My other epiphany was in just getting a USB programmable keypad (small, standard, 21 key – like an adding machine).  That way I can program those buttons to do the main actions (cat/priority/filter) in one press.  So, my question to you is this: good idea?  Any concerns? Have you seen or heard of anyone doing this before?

Again, thanks so much!

[Jon]

Yes, I do not foresee any problems using the “Auto-Me” solution as you have describe it.  Although, to my knowledge, no one else has done this, it should work just fine.