If you are like me, you probably use MS Outlook for almost everything. And since I live in my inbox, I’m constantly distracted by new emails popping in while I’m working. Since my task list and calendar are in Outlook, I can’t just close it down to work on a project. All the information I need is in an email!

So yesterday I “discovered” a cool trick to help minimize the distractions. First, let me share a bit about my setup so you’ll understand why this works – and maybe you’ll find it works for you too!

I have a Search Folder set up to only show the emails that I’ve flagged to be done today. That’s my to do list. It works well ’cause once an item is done, I just click the flag and it “disappears” from my folder! And I know it’s saved in my email so I can go back and get it again if needed.

I also have the Reading Pane open on the right. This allows me to view my emails and attachments without opening the email or attachment. Saves time and I don’t have quite so many windows open!

So, this setup works well except that as I’m working through my task list I see the folder list on the left. It shows my inbox and if I have any new messages coming in. That little blue number is the MOST distracting thing ever!

What I “discovered” yesterday is that there’s this little double arrow (looks like: <<) on the title bar for that folder list. I typically just have the Mail list open, so mine says “Mail” in big bold letters. Then on the right hand side of that title bar is the little double arrow pointing to the left.

When I click that double arrow, the whole pane is minimized. All it says on the left is “Navigation Pane” – which isn’t distracting! If I want to see my email again, I just click the double arrows (now facing right: >>) or click on the words “Navigation Pane”.  And voila! I can now get lost in my email folders again.

By using this simple feature, I can focus on the tasks at hand and not be led astray by the latest office supply store sale. Darn! I really needed another ream of paper!

What do you use to help stay focused?