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Tool Time Tuesday

Windows Clock - Quiet Notifications

The Windows Clock will quiet all notifications on your desktop.

Windows Clock

  • Download Windows Clock to your desktop from the Microsoft Store (free).
  • Choose an amount of time you'd like to focus. The clock allows for breaks from focus time.
  • Go to Settings to change default focus or break times and update the sounds, theme, etc.

Time Blocking

Time blocking, or calendar blocking, is a scheduling format that allows you to divide your day into specific blocks of time. Set a time block for as little as 15 minutes or as much as a few hours to complete specific tasks, including breaks.

Four steps to time blocking:

  1. Identify tasks or projects
  2. Estimate how many hours each task should take
  3. Decide how much time you can allot in your schedule
  4. In Outlook, create an appointment, select the time frame and select a "Show As" status (pictured below). This will allow colleagues to see if you are busy or free.

TIPS:

  • Be sure to block time for non-work related activities including lunch, breaks, short walks, etc.
  • Leave time for people to schedule you for regular meetings. If you block all of your time you may create frustration for colleagues. Under "Show As" you can select "tentative" which shows that you are still available if a meeting or call is necessary.

More info: https://www.howtogeek.com/855433/why-you-should-use-time-blocking-to-manage-your-tasks/

Do Not Disturb

The easiest way to turn off notifications is to work offline or completely close out any apps you aren't using. This will eliminate notifications that interrupt focus time. If you can't close out your applications because you're actively using them, try "Do Not Disturb". This is helpful when you are in a meeting, presenting, or need focus time.

Skype

  • Select "Do Not Disturb" if you need to block calls. 

Teams

  • Click on your avatar to change your status to "Do not disturb". This will block notifications. You can also select a duration.

 

Outlook Focused Inbox

The Focused Inbox in Outlook will automatically divide your email messages into two groups. The focused group should be emails that need attention while the "Other" group usually includes newsletters and less urgent content.

  • Go to the "View" tab in Outlook. Select "Show Focused Inbox" This will divide messages into two groups. 
  • If a message should be in the Focused folder and it appears in other, right-click on the message and choose "Move to Focused". Learn more here.