Best Practices For Managing Emails With Microsoft Outlook

Get the Most Benefits of Microsoft Outlook With Intellisoft Singapore
Intellisoft Outlook Training Singapore for Managing Emails Better
Intellisoft Outlook Training Singapore

Suffering from Monday Morning Blues?  Ever thought of a way of Managing Emails better ?

One of the key reason for these blues is the deluge of emails you will receive as soon as you open your Outlook Inbox. And then throughout the day, you will keep going to meetings & discussions… Every time you are back at your computer, the email overload keeps on increasing, giving you a nausea feeling of not being able to Manage Emails.

Intellisoft Outlook Training Singapore for Managing Emails Better
Outlook Mastery Training in Singapore

Suddenly your most important client calls. Have you taken action on the email they sent last week? You frantically search for the email, but can’t find it. Yes… you remembered to work on it when you received it, but then that email got lost in the jungle of never ending incoming email. Searching through thousands of email wastes more time.

Email has now become a burden for most people, and you are not alone. Most people feel frustrated, anxious, and are clueless as to where to start, or what is the solution to managing Emails in a Better way.

Actually, most of us spend an unusual amount of time using Microsoft Outlook. It has become a part of our daily lives.

Microsoft Outlook is used for Managing Emails & Tracking several Items:

  • Meetings
  • Calendar
  • Tasks
  • Notes
  • Project Tracking
  • Surveys & Quick Polls,
  • Journal
Intellisoft Outlook Training Singapore for Managing Emails Better
Learn to Stay in Track With Microsoft Outlook: One day Workshop at Intellisoft Singapore Systems

And many people even share their calendars with their secretaries and colleagues, creating more management challenges.

To trace the root cause of the problem, most people are never taught how to organize things in their school or college days. Plus, a large population grew up before email became the mainstay of our work life. So we have just picked up email along the way, without knowing how to use it effectively or how to organize it correctly.

So What is the Better Solution For Managing Emails Effectively?

Fortunately, the answers are pretty easy, and we have been practicing them for several years.  The solution is a combination of some best practices, some guiding principles, and some tips, tricks and shortcuts found within Microsoft Outlook or Gmail. 

We also teach these basic Principles, Tips, Tricks and Secrets of Managing Emails Microsoft Outlook in a short, 1 day Outlook Mastery Training Seminar.

One common Solution, based on the principle of Single Processing is the one that brings you the most bang for the buck. What is Single Processing of emails? Let’s find out.

Email Mastery Principle #1: Single Processing of Emails For Better Management

Outlook Mastry Training at Intellisoft Singapore
Microsoft Outlook Training Singapore

Many people have the habit of scanning their emails first thing, reading them selectively, and then moving on to other, more interesting emails. Then they keep going back and forth between the important ones, and miss the others.

And as new emails come, the ones that you wanted to work on keep moving down, and out of sight. Once they are below the fold, we tend to forget them, until the boss or client calls to remind us.

The solution is to touch each email only once. And when you touch it, you decide what you want to do with it. We follow the 4D rule for easier processing.

What are the 4D – Do it, Delete it, Defer it & Delegate it. Let’s understand each one in more detail.

Do it:

If the email takes less than a couple minutes to do it, just do it. Postponing it, and then searching and fining it to do it later will simply take more time. It is faster to simply do it, just now. This simple principle alone will save you a huge amount of time. We call it the 2-Minute-Rule.

Delete it:

If the email is not useful, it is just some spam, or an FYI email, that you can dispose of after reading, then just delete it. Do not become a hoarder. Don’t keep each and every email you get. Most email may fall in this category.

What’s the fear in deleting it? If you can find the information from a colleague or easily find it in the shared drive or the Internet, then this email will simply take more space and more band width. Just get rid of it right away. That’s one less email to deal with in your email box.

Defer it:

If the email will require you to do some research, some more background work, and you don’t have the time to do it now, you can simply defer it to a later date and time. But don’t leave it here. Plan a time to do it.

Stay on Top of your Emails with Outlook Training at Intellisoft Singapore
Microsoft Outlook Training at Intellisoft

Then move the email to your calendar, and fix up a time. You can also create a Task in Outlook, and set a reminder at the date/time you’ll do it, so that Outlook will remind you to do it, and it actually happens.

If this email is part of a larger project, perhaps you can file it with other project related items – in a dedicated folder, or simply attach the relevant category to it. By doing this, you will be able to find it easily later on, in a single place.

Delegate it:

If you are not the right person to do it, you can delegate it to someone else – perhaps your secretary or a colleague who is more knowledgeable. If you do not have a large team, and do not have a secretary, you may not have this luxury. Do not worry.

Many simple tasks can be outsources to freelancers, or virtual assistants. If it is possible to delegate or outsource it, then do it immediately. And set a reminder for yourself, and for the delegate, so that both are aware of the delegation, and the due date/time.

These are simple tips and guides, and will help you immensely. And if you want to learn how to apply each of these techniques specifically to Microsoft Outlook, we invite you to attend our 1 Day Outlook Mastery Seminar in Singapore.

Want More Principles, Tips, Tricks & Shortcuts to Make Life Easier By Managing Emails With Microsoft Outlook?

Our 1 Day Outlook Mastery MasterClass is choke full of tips and tricks.

We cover the Best Practices for Managing Emails, Meetings, Tasks, Categories, Email Filing, a Good Folder System to file emails, Searching For Emails, and Getting Things Done to achieve more quickly in your life.

SkillsFuture Ready Training on Outlook Mastery

Eligible Singaporeans can use SkillsFuture for this course. And foreigners can attend these courses at our super low course fees too.

Contact us to know more about the course dates, course brochure, and register for the Outlook Mastery Training in Singapore today.

How To Register For Outlook Mastery Training?

Simply visit the Intellisoft Outlook Training Registration Page, and fill in your particulars. There are limited seats, and we will be glad to see you in class.

Also Do Check out our interesting Article on 10 Practical Ways To Improve Time Management Skills to organize your tasks and use your time effectively.

Intellisoft Launches Oracle SQL Expert Certification Training

Oracle SQL Expert Certification is an excellent way to demonstrate your expertise, build your credibility, and boost your career in the Oracle Relational Database Management by writing fast and efficient SQL.

Whether you are an Oracle application developer, an SQL Query Writer, or creating Web ASP.Net / PHP Programs, it is essential to know the full potential of the Oracle SQL Database engine, and the best way to write simple, complex and powerful SQL Queries that deliver quick results for your end users.

Oracle SQL expert certification requires a thorough knowledge and understanding of SQL. The certification will test your knowledge, and application experience with multiple questions.

Anyone can brag about their expertise and experience, but Certification also gives confidence to the employer, and shows that you are serious about your career.

Certification demonstrates your expertise, knowledge, experience and builds your credibility. It also gives you the confidence, and helps you plan your next career move.

Intellisoft Systems, a premier training and skills development institute, has come up with a detailed, 5 day training and coaching program that gives you the required knowledge, skills, step by step approach to learn to build, manage, execute and manage simple to complex SQL database queries, and build robust SQL that can handle the pressure of small and large businesses with ease.

After this training, you will have the required skills and know how to prepare and give the Oracle SQL Expert Certification Examination with ease. This course is appropriate if you are using Oracle 10g or Oracle 11g database.  This course is well suited for beginners and advanced users of Oracle, who are vying for Formal Oracle Certification in the use of SQL – with passing the Oracle SQL Expert certification exam.  Course Duration: 5 Full Days (9am – 5pm)

This course is well suited for beginners and advanced users of Oracle, who are vying for Formal Oracle Certification in the use of SQL – with passing the Oracle SQL Expert certification exam.
Course Duration: 5 Full Days (9am – 5pm)

The Oracle SQL Expert Certification (1Z0-047) is a 2 hour test with 70 multiple choice questions. You need to score 66% to pass the exam and gain this coveted certification. The exam can be scheduled at any PearsonVue Centre, and there are several centres in each country, with  15+ examination centres in Singapore alone.

The SQL Expert Certification Training and Coaching is provided by Vinai Prakash, founder and CEO of Intellisoft Systems. He has over 25 years of experience working with SQL Databases, and has extensive experience with Oracle, SQL Server, MySQL, Sybase, and many other databases. His expertise in Business Intelligence, Performing Complex Query Optimization and Managing Large and Distributed databases is exceptional. Further, Vinai is passionate about training, and has been conducting Oracle, Microsoft SQL Server, MySQL training and consulting projects over the past 20 years.

Certification is the way to go for adding value to your portfolio, differentiating yourself from your peers, and raising your standard. It is a must for continuous, lifelong learning.

Contact Intellisoft at +65 6250-3575 or email to for more information, training dates, and for training course registration.

Effective Presentation Techniques for the Board Room

Creating Killer Presentations @ Intellisoft

After years of slogging, you are finally getting a chance to do a presentation in the board room. Do not take this lightly. And do not blow this chance to impress senior management about your skills.

Many a career have been contained when engineers, who are domain experts, completely knowledgeable, are called to the board room, and because of fear, or in-experience, are tongue tied, mutter, splutter, and mumble something incomprehensible.board-presentations

It is true, Fear of Public Speaking is the worst fear in the world. It is the highest fear, even ranking higher than the fear of death.

Do you want to stifle your career too soon, all because you are un-prepared for the big boardroom presentation?

Practice now. Get ready. Be prepared for your big chance. And play it safe, play it well, and present to win, present to wow, present to amaze your audience!

Effective presentation techniques for the boardroom can be easily acquired.

1. Prepare a Solid Presentation
This should not be a problem as you have the content, and you have the domain expertise. But it is an art to prepare a presentation. Do not present a 100 slide presentation full of bullet points. This leads to Death by PowerPoint.

The Secrets of a Great Presentation are:

A.  Tell ’em what you are going to tell ’em.
B.  Tell ’em.
C.  Tell ’em what you have just told them.

What this means is that a. Have a clear and thought about Agenda. State it in the beginning, so there is no mystery. Stick to the agenda.


Secondly, have only 3-5 points to cover in the presentation. Keep slides simple. And stay away from amateurish PowerPoint Animation effects. Fly in objects, slow animation, corny graphics or too much use of clip art is sadly lost on the boardroom. Do a slick presentation with corporate like graphics, simple round or square bullets. Keep to only 2-3 bullets on a slide.

Show less information, and talk more from these bullet points. So that people are not reading your PowerPoint, but rather they are listening to you.

Thirdly, summarize the information. Tell them the key points, your own justification/stand, and the final outcome.

2. Rehearse it well.

You must rehearse your presentation a few time in front of the mirror, or in an empty room. Time it, so that you know you will not overshoot the allocated time. And practice how to open the speech. How to close the speech. Some speakers start with a joke. But this must be done with care. What if no one laughs on the joke? It can back fire on you. So choose your opening carefully. You can go to YouTube to watch some good presentations at

Another good way is to record your presentation using a Video recorder, or a audio recorder on your phone. Listening to your own voice can seem odd, but you will catch many mis-pronunciations, and many pauses which you were not aware of.

3. Maintain Eye Contact & Good Body Posture

Many people are so afraid of the audience that they try to hide behind the podium, or they look at some remote corner of the room while speaking. In one of my earlier presentations, someone from the audience congratulated me on observing their new curtains. When I told them I didn’t find anything new about their curtains, she told me that I was staring at the curtains all entire time I was speaking. What a polite way to tell me that I lacked eye contact. I was so naive… but then I realized the mistake and thanked her for being so thoughtful. I then worked upon improving my eye contact, and learnt how to work a room.

You can look at their foreheads and continue for a few seconds, then move to another forehead and so on… It will seem to the people that you are talking to them, and not staring at some remote corner.

Similarly, it is important to maintain a good body posture. Stand straight. Do not slump. Keep your hands in the front. Not in the pockets, not dangling like a pendulum. And do not keep jingling the key chain or loose change in your pockets to avoid any nervousness. Nothing is more distracting than jingling change or key noise in a presentation. Do not pace the room from left to right. Stand firm in one place. You can move to different areas to illustrate the points, but do not dangle like a pendulum. It should look natural movement, not deliberate, for the sake of moving.

4. Have Enough Time for Questions & Answers

Anticipate some questions. In fact, you can have a Frequently Asked Questions section, and show standard, canned responses to some standard questions.

Keep some time for audience questions. Once the question is asked, repeat the question, so that everyone can hear it, and thank the Enquirer about the thoughtful question. Do not ridicule the question if it is a simple or silly question. Then answer the question completely. And get a confirmation from the enquirer about whether you have answered their question completely or not.


Finally, once everything is said and done, thank the audience for giving you a chance to listen to you, and for their time and patience.

These are simple tips. Easy to master if you at least take notice, and practice on improving them. And once you apply them, you will be amazed at how powerful your presentations will begin to be.

If you would like to learn more practical tips, you can always attend a training program at Intellisoft, and learn from the gurus on how to improve your soft skills.

This article is written by Vinai Prakash, Founder, CEO and Principal Trainer of Intellisoft Systems. Vinai is a sought after trainer in the area of soft skills, project management skills, data analysis, business intelligence and IT courses. Vinai’s articles are published in the Straits Times, and many other books and magazines all over the world. Contact us to book Vinai for your next training or seminar.

Related Training: Presentation Skills: Speaking to Impress in our 1 day workshop. Full of exercises and practical examples, it is a totally immersive workshop that will work wonders to your Presentation Skills. Do check it out here: Presentation Skills: Speaking to Impress

Programming in C – Hands On Training in Singapore

Intellisoft Systems is proud to bring you new and exciting IT Training Courses. We have added yet another popular course for you – Programming in C Language.

This training is divided into 2 classes – a Beginners 2 Day C Programming Course, where you will learn the Fundamentals of C Programming – Data Types in C, Operators, Arrays, Conditional Statements etc. This will assist you to build a solid foundation in C Programming Language.

Advanced C Programming Workshop

Once you have mastered these foundational concepts of C Programming, you will be ready to move on to the More advanced concepts in C languagePointers, Memory, Manipulating Strings, Arrays, Files, Inputs and outputs

Some of the Advanced C Language Concepts we cover in our 2 day public classes in Singapore:

     * Working with bits: number system, OR, XOR , NOT ,Setting bit flags, Bitwise shift operators, Extracting bit values

     * Pointing to data: Getting values via pointers, Passing pointers to function, Arrays of pointers, Pointing to functions

     * Manipulating strings: String function, Working with strings

     * Building structures: Nested structures, Array & pointers in structures, Array of structures

     * Union: Array of union

     * Standard input & output file streams: Working with files

     * Header Function and Linking File: Function in custom headers, Multiple source files linking  files, Static functions.

It is best to take the Basic and Advanced course together – back to back. You can finish it in the same week, and be ready to start coding in C language.

Why not take this opportunity to check out the course outlines, and enroll in the C Language Training Programs. Check out our Training Calendar and Register online for C Programming Courses. You can also call us at +65 6250-3575, or email to us.

Intellisoft Systems Team

Recommended Training: C Programming FundamentalsC Programming – Advanced

How To Create A Dashboard in Excel?

Excel Dashboards To Visualize Information Quickly

How To Create A Dashboard in Excel?

Most people take Excel to be a number crunching tool… boring and unattractive.

Actually, Microsoft Excel has been slowly transforming… adding more and more features that make presentation of number much better with every new edition of Excel.

The Excel 2016, 2019 & Microsoft Office 365 versions are extremely powerful and you can create dynamic dashboards with buttons, check boxes, drop downs, scroll bars, conditional formatting, pivot charts, slicers, and a host of other features, just by using Excel.

What is an Excel Dashboard?

An Excel Dashboard is a simple tool for the management, allowing them to get a glance at the business in just a single screen – without looking at multiple sheets of data or charts.

See the dashboard created in the image here. You may not even realize that it was created in Microsoft Excel.

Plus, it is not just a pretty dashboard. There are things that can change – with  the click of a button, you can change the division, product, year, and the entire set of graphs, numbers, charts will change dynamically. Try that in PowerPoint….

Is Excel Good for Creating Dashboards?

Yes, Excel has all the important features that can make a complete dashboard. In fact, small companies rely on Excel for almost all their work as they can’t afford the more expensive Business Intelligence software. You can create multiple charts, KPIs, to be displayed in a single page, and set them to refresh automatically upon opening.

There are several options to add buttons, dropdowns, check boxes, radio buttons that add interactivity to Excel dashboards. With these control, plus macros, and Power Query running in the background to fetch and clean data, is all you need to make any kind of dashboard in Excel.

How to Create a Dashboard in Excel from Scratch?

It is pretty easy to make a Dashboard in Microsoft Excel. Here are some steps for you to follow:

how to create a dashboard in excel
How To Create a Dashboard in Excel

Step 1: To make a dashboard in Excel, you must begin with the end picture in mind.

If you do not have a clear end picture in mind, it may make sense to do some brainstorming on a piece of paper.

Better still, gather a bunch of colleagues and managers, and do this in a meeting, to understand what are the key things you must measure. KPI, ROI, Net Margin, Market Share, Cost per acquisition etc. are good things to measure. This can be translated into any industry. So you can measure Number of hotel nights booked, Number of patients admitted vs discharged, average hours worked per week etc. Excel Dashboard Course in Singapore

You also have to think about the Dimensions you would like to slice this data on – by Country Department, Quarter, Zone, Area, Cost Center, etc. This will allow you to compare the metrics from the different periods and it becomes much easier to track if the performance is getting better or worse.

Step 2: Collect the Required Data For the Excel Dashboard

Once you know what you want to track and measure, you must make sure that this data is collected, and is available. You might have to extract it from your ERP or internal databases or systems.

Microsoft Excel can load any kind of data – be it text file, CSV file, directly scrape off the data from the Internet, or even read it from a SQL RDBMS database.

Step 3: Clean the Data

Extract & take the required data. You will have to clean it using Excel Formulas and functions, or you can use Power Query. Remove useless columns.

Use of functions like these can be handy

  • LEN
  • NOW
  • LEFT
  • FIND

Step 4: Build Connections With Master Data

Raw data on its own may not be very useful. Build the right VLookups to link with Master Data for our Dashboard Creation in Excel.

You can link Excel to other external or internal workbooks, and worksheets. You must know how to copy or link data from external worksheets and workbooks.

The good thing is that once the connection is built, you don’t have to open the associated file to use it.

Excel will automatically open the linked files when the management dashboard is being refreshed.

Step 5: Build Measures & Calculations For the Excel Dashboard

A few new formulas may be required to be built, to calculate the key measures. This requires knowledge of advanced excel formulas like the ones here. You may need more or less….

Starting out with these key Advanced Excel Functions is going to be crucial for a good Excel Dashboard.

  • INDEX,
  • MATCH,
  • SUMIF,

Step 6: Build Charts & Tables With the  KPIs in the Excel Dashboard

The next step is to start building the dashboards with the KPIs, Charts, Pivots to summarize the data at the right granularity.

Excel dashboard training in Singapore by Intellisoft - Vinai Prakash
Excel dashboard training in Singapore by Intellisoft – Vinai Prakash

You can add pivot tables, Excel Tables, Charts, and Summary Calculations. You can also use Conditional Formatting for these values, to be able to pin point them easily. Once the Dashboard looks great, you move to the next step in Excel Dashboard creation, where interactivity is added.

Step 7: Add Interactivity With Excel Controls

Once the KPIs are in place, it is required for your to build the interactivity in, to slice and dice by country, division, zone, periods like quarters, months etc. You can add Slicers, Buttons, Dropdowns, Check boxes to check or uncheck, and based on the selection, the appropriate charts and KPIs can be updated.

Step 8: Begin Using The New Dashboard

That’s it. Your Excel dashboard is ready. Begin using it. Tweak it as needed. Share it with other colleagues, so you can gather more feedback, and improve it. Once a dashboard becomes ready, it becomes easy to measure things throughout the company, based on the same benchmark or metrics.

Learn How To Create Excel Dashboards

Of course, to start building such Excel Dashboards, you must know some Basic & Advanced featured of Excel.

Once you know these, you can begin to learn how to create such dynamic dashboards using Excel.

Attend Excel Dashboard Training in Singapore

Excel Dashboard Training Participants
Excel Dashboard Training Participants at Intellisoft

You can attend our 2 day Most Popular Excel Dashboards Training in Singapore – it starts at the basics, and covers step by step features required to create such dashboards with Excel, on your own.

Plus we provide you with snacks, tea/coffee breaks, so everything required is available… and you can focus on learning and building the Excel dashboards quickly, and easily.

Intellisoft runs Dashboard MasterClass in Singapore, Malaysia, Indonesia, Hong Kong, Dubai, Qatar, India, and many other countries.

If you would like to join our next Excel Dashboard Training Course, simply contact us, and we will advice you of the dates, training schedule in the city of your choice.

Contact us to enroll for this practical, hands on training. We will email you the Course Brochure too, so you can see the topics covered in detail.

Customized Corporate Training is available for this Excel Dashboard Training in Singapore

So far we have conducted a number of such classes for the staff of large MNC companies, teaching them how to create such reports and dashboards with ease, and they have been highly popular and successful… requiring us to do multiple repeat sessions for other divisions, countries also.

Do learn these simple techniques to create useful, and interactive Dashboards using Excel and beyond. You will be amazed at the ease with which you can track and measure things. Better still, everyone will be on the same page.

Removing confusion from the corporate culture is a major step towards success with Excel Dashboards

Vinai Prakash
Intellisoft Systems Team

Self Study for PMP Certification


The PMP certification is the highest certification for Project Managers. It is issued by the Project Management Institute in USA.

Eligibility Criteria for PMP Certification
To be eligible to sit for the PMP exam, and get PMP certification, you need to have 3 things.

  1. Degree or Diploma
  2. 4500 hours (3 years) of project management experience for Degree holders; 7500 hours (5 years) of experience for Diploma Holders. If you are not sure about how to compile your experience and check if it meets the 4500 hour requirements, you can contact the PMP Trainer in the class.
  3. 35 Hours of Formal education in Project Management ( 35 PDU Certificate).

Self Study for the PMP Examination

Yes, you can do self study for the PMP examination. In fact, once you have attained the 3 minimum requirements for the PMP Exam, almost all people will do self study for at least 6-8 weeks (about 2 months), before they will be ready for the PMP examination.

Usually, at Intellisoft, in our 4 Day PMP Examination Preparation Training Workshop in Singapore, or Malaysia, we help each student to come up with an individualized study plan, based on the amount of time available. This is a must, because of the sheer amount of study material.

There are 10 knowledge areas, and 5 process groups. In between them, there are 47 unique processes, each with its own Inputs, Tools & Techniques & Outputs.

Most PMP Books in the market are quite voluminous, huge and scary to look at. If you do not have a study plan, you will soon begin to wander, and begin to procrastinate.

In the PMP Boot camp at Intellisoft, we will help you to come up with a study plan, that is easy to follow, requires only 1-1.5 hours per day, and has a extremely high success ratio. Over a thousand students have followed it, and passed the PMP exam after studying and following the study plan created with Intellisoft.

How to Do Self Study for PMP Certification?

One of the first things you should do is to set a deadline – by when do you want to achieve the PMP certification? Set a date.

Nothing works better than a deadline. Remember your old college days? Most of the time, you used to complete that college assignment the night before it was due to be turned in… Remember those days!

Well, the PMP Exam is not something that you can take lightly and study the night before only. You need to study consistently for a longer period, usually 6-8 weeks.

So persistence. Consistent Persistence is required.

If you really desire the goal of being a certified PMP, you must exercise persistence, consistently. Study each and every day…. even if you study for only 1 hour each day.

You will be amazed at the progress you can make in a week of consistent effort.

Find a Buddy or a Partner with whom you can practice, and quiz each other for the PMP exam preparation.

This helps tremendously, and checking each other brings in some accountability. Now you have promised your buddy that you will study, so you end up studying.

In the PMP Training workshop in Singapore, our certified PMP trainers will give you hundreds of tips, techniques, tricks and mock exam questions to prepare, and get ready for the PMP certification examination.

Follow it, act on it, consistently. And you will be ready for the certification exam in no time.

We can help you!

If  you have any questions, simply post a comment below, or send an inquiry to the PMP Course Coordinator at Intellisoft, and they will assist you.

To your success in the PMP Examination. All The Best!

Vinai Prakash, PMP, ITIL, Six Sigma, MBA, GAP
Master Trainer at Intellisoft Systems, Singapore

PS: If you would like to know more about the PMP examination, attend a Free PMP Exam Preview Session at Intellisoft. Registration is Free. There is no obligation. See you soon…

Recommended Training: Blended PMP Exam Preparation Training SingaporePMP Exam Preparation Training Singapore

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