We recommend starting out with 2 or 3 folders. It’s possible to set up so many folders you start to lose track of what goes where. The options included in the Rules menu are pretty deep. Keep customizing and adding rules to enhance your efficiency. Once you have a few basic rules in place, you’ll start to see the value. Keep Customizing Rules, But Don’t Overdo It Reserve your main inbox for the unexpected. Create folders for clients you interact with often, for “cold call” sales emails, and for newsletters you’re subscribed to.
Try this for all sorts of email categories. If it doesn’t get it right, you can click “Create Rule…” or “Edit Rules…” and customize to your liking. Next, right-click on a message that you want to apply a rule to and select “Rules.” Outlook will try to figure out what kind of rule you want. Here’s how:įirst, create a new folder (say, Admin Updates for all those company-specific emails you don’t need to read right away) by right-clicking on your inbox folder. Use rules to automatically route emails to specific destinations. Dealing with similar emails all at once can save time. If your business is like most, you receive many messages that fall into categories. Microsoft Outlook has a powerful tool called Rules that can prevent many emails from ever landing directly in your inbox. Use Rules to Automatically Organize and File Emails Here are 5 must-know Microsoft Office hacks that will help you gain control over your email. If you’re using Microsoft Outlook to manage your work email, you might not be using this powerful program to its fullest potential. Unless you’re one of those productivity gurus who’s already achieved inbox zero, managing your inbox can be a frustrating, overwhelming task. No matter who you are or what your business does, email is a big part of your work. Even worse, an out-of-control business email account can be disastrous. An out-of-control personal email account can cause plenty of problems, like missed bill payments. How many email notifications are staring at you? 100? 3,000? More? Drowning in email is no way to live-or to conduct business. The biggest gain has been ensuring I don't re-read emails multiple times and get lost in my inbox.Take a minute to pull out your phone. It's not a perfect system and I'm continuously evolving it.
During the 4pm slot, I will action everything in "ToDoToday" and if time permits, in "ToDoThisWeek". Using Quick Steps, I send emails into the appropriate folder (or delete it if no action required). I currently check my emails 3x during the day (approximately 8am, 11:45am and 4pm). I've adapted the approach outlined by Luise Freese to reflect the way I work through my inbox (see above screenshot for my quick steps). More details on this approach: How to stay organized with your mails in Outlook like a rockstar | by Luise Freese | REgarding 365 Over the last 3 weeks I've adopted this approach and it's fantastic. Kevin van Neikerk, a colleague and amateur guitar pro, recently introduced me to the "Quick Step" approach to inbox zero and I'm a big fan. However, since joining Microsoft 2+ years ago I found myself slipping and often going multiple days with emails sitting in my inbox. From my early days at Arkadin, I've always been a fan of the Scott McMaster school of email (which is all about inbox zero = actioning/deleting all emails every day to get down to zero). That said, I still get ~100 emails a day. I'm a huge fan of Microsoft Teams so I tend to spend most of my time in there (vs.
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