Take Advantage Of The Focused Inbox Feature
Outlook offers the Focused Inbox to push bulk emails to the other folder so that you will only receive important messages in your main Focused folder. The program uses algorithms to recognize emails from your regular contacts and to sort out automatically generated messages or spam.
To turn on Focused Inbox, simply go to your settings menu and choose Display settings Focused Inbox. If an email gets through and you dont want to see it in your Focused Inbox, right click it and choose Move to Non-Focused.
Only Check One Account At A Time
Check your work emails at work. Check your personal emails after work .
Let your family and friends know they need to send text messages if they want immediate responses. Check your bulk email account when youre looking for something to read at nightor on your commute.
Your focus is your greatest asset. Dont let anything distract you from your peak productivity hours.
Experts say we spend only 5% of our work time in the valuable flow state that creates our best work and hottest ideas.
Remember, it doesnt do any good to maintain separate email accounts if alerts pop up in your browser, on your desktop, and on your phone. Take a little time to tame these temptationsa little digging through your settings and preferences can create a lot of mental peace and quiet.
How To Quickly Add A Folders To A Message Sent To You
To better organize your inbox so that youre not always looking at tons of different conversations when you open Gmail, you can add folders to each email so that you can immediately view which category it falls under. Moving messages into a folder in Gmail is simple and takes just a few seconds to do.
You May Like: Where Do I Find My Icloud Email
Choose A Single Email Account For Your Organization Project
Okay, so youre keen on organizing all of your email accounts. While you may be raring to go and roll up your sleeves, its a good idea to begin your organization efforts with just one email account.
Why is this? Well, for starters, you have to begin somewhere. Theres no sense in splitting your time and energy across several different accounts.
Whats more, organizing messages in one account allows you to test out what works, and what doesnt, for your needs.
And thats certainly a much smarter approach than rolling out a host of changes across all of your accounts.
So, be sure to select one single email account to organizeand stick to it. You can organize your other accounts later!
How Can You Take The Next Step With It
As stated above, there are additional features that can help you go further and have the best email folder system. Labeling, ticketing system, and shared inbox are the best allies for organizing your mailfolder system.
Opening more about shared inboxes, they are a way to collaborate with your team on emails that come into your company address. Here you can work with your team together to give faster and better support to your customers and stakeholders.
In terms of productivity, it is practical for teams to have individual inboxes for each member, and share mailboxes or emails where theres interest. And thats because:
- every team member has its email account and password, it is hard to be hacked
- They allow transparency: by sharing specific communication onto team boards, youll be promoting transparency. You will also provide context to why things are getting done
- They are collaboration-friendly: you can share tasks or even comment on someones else work while not creating a thread. It creates a sense of participation that engages teams and makes work much more efficient
- Allows delegation: you can assign tasks, and it helps team members to know whos responsible for answering some emails
- Have better visualization: it doesnt mix personal emails with team emails, so only you decide what you share with the others.
You May Like: What Does Cc Means When Sending An Email
Tracking Email And Schedule
If you answered any of the questions with I keep a track of it mentally, you suck at managing your mailbox and your schedule. You need to look at how to efficiently manage your work by planning your day.
If you answered any of these questions with I keep a track of it on my to-do list, you can manage depending on how many emails you have to attend to. If the number of emails is short, your to-do list will remain manageable.
However, if you have to handle lots of emails, adding all actions required for every email coming in as a to-do list, is not feasible. Even if you are patient enough to add them all, the long list will make the process inefficient.
Find Files Faster: How To Organize Files And Folders
You’re sitting at your desk, putting the finishing touches on todays big project, when ding! a message comes in from your boss: “Can you find that project we scrapped three years ago? You and John from UX worked on it, I think? We are thinking about picking it back up again.”
For me, requests like this always used to result in a moment of dread followed by a wasted day searching through old files. That is, until I learned how to avoid all that stress and wasted time. How? With organized file and folder structures.
You May Like: Sending Mp4 Via Email
Use Flags To Set Reminders
Folders, categories, and automated rules are all great tools to help you manage and organize your inbox, but sometimes you just need an extra reminder for a really important email. Thats where flags come in.
Flagging an email sets it as a reminder for something that needs immediate attention or a message that you might need to follow up on. Not only will the email get flagged in your inbox, setting you a visual reminder, but it will show up in other places as well.Flagged emails also appear in your Outlook To-Do Bar, your Tasks, and in the Daily Task List in the calendar.
The easiest way to flag an email is in your inbox itself. Each message should have a greyed-out flag that will turn red when clicked on. You can right-click on a flag to change the date if you want to set the reminder for tomorrow or next week.
When youre done tending to the flagged email, click on the flag again and itll turn into a check to mark the message as completed.
Besides flagging an email for yourself as a reminder, you can also set a flag for your recipient if you need a swift reply or want to mark your message as important.
How to flag your Outlook emails in just a couple of steps:
1. Before you hit the Send button, click on the Tags button in the Messages tab.
2. Click on the Flags button in the Messages tab. From there, select Follow Up and then click on Custom.
2. Select Flag for Recipient and then select the date you want to set the reminder.
Two Types Of Emails: Action Items & Reference Items
After you’ve deleted the email clutter you’re left with two main types of information in your email inbox, so we’ll talk about them separately below.
The first type of emails are action emails. What I mean by that is when you receive the email you know you need to take some type of action based on it. Examples can be a bill you receive, or a file you need to print out and sign.
I have a subcategory of action emails, which I call follow up emails, meaning you don’t have to do anything except follow up and make sure whatever the email says will happen does, in fact, occur.
The second type of emails you receive in your email inbox are reference emails.
Reference emails are those emails you’d like to save in case you need to look at them again, but there’s nothing you need to do right now with the email, unless you really want to. This could include a wide range of messages including messages from a friend or family members, or things like newsletters from a favorite website.
Don’t Miss: How Can I Find My Icloud Email
Gmail Labels For External Emails
Gmail has added a new External label to emails sent from recipients outside your company. The External label, along with the reply warning banner, helps avoid unintentionally sharing confidential information with recipients outside of their organization. Additionally, users can use an advanced search for emails that have the word External to narrow down results to communications with 3rd parties.
Archive Emails To Keep Your Inbox Clean
Today, email users have more options for how to organize email inbox than a decade ago. Most popular service providers and clients support archiving.
What does it mean to archive an email message? Archiving helps keep your inbox clean by hiding unimportant emails that you’re not ready to delete.
For example, imagine you receive an assignment from your boss. After you complete the task, you could delete the original message. However, you wouldnt be able to read the message in the future. By archiving the message, you make it disappear from your inbox to reduce the clutter, and you can come back to the message later if you need to.
From time to time, clean up your archived messages to free up storage space. You can either archive messages manually or configure an automatic inbox cleaner to delete messages older than 30 days.
Also Check: How To Retrieve An Old Email Account
To Organize Your Inbox Stop Obsessing
If you compulsively check your email, forget everything I just said. You dont need to make email a priority you need to hold yourself back.
Not every email deserves a responseand many dont need to be read at all .
Take control of your time and let go of your must check email guilt. Tell the important people in your work, family, and social lives to text you if they have urgent information to share.
Only answer emails when it suits your schedule. It can help to block out a part of your day specifically for emails, and then to ignore your inbox for the rest of the day.
Consider Your Organizing Needs
Organizing emails into specific folders is just like organizing papers into manila folders. As with any good filing system, youll want to be able to easily retrieve information with ease.
Remember, youre not just placing your emails into any old folder and letting them sit there.
You want to organize your folders in such a way that you can read the name of a folder, and find the message you need inside the folder.
That being said, its worth thinking about your own personal preferences when it comes to files.
At what organization level are you most comfortable when it comes to sorting and organizing your emails?
Do you want to have generalized email folders, or would you rather have detailed email folders?
Its extremely important to be honest with yourself here. You want to create an email organization structure that not only works for your needs, but is one that youll truly enjoy using.
Some people might want to have a few email folders that cover many broad subjects, so they can quickly sort emails and have a basic filling structure in place.
Others might want to have several email folders that cover specific subjects, so they can really get specific in their filing.
And still others might have a type of hybrid system, where they have a few broad subject folders, and more detailed subfolders underneath.
Take a moment to give your organizing needs and preferences some thought.
You May Like: How To Recover An Old Email Account
Set A Time Limit For How Long To Spend In Your Inbox
Similar to taking a certain amount of time to respond to an email, set a time limit for how long to read messages in your inbox. If you’re on a limited schedule for work, try to avoid spending too much time reading longer messages. Instead, quickly scan through an email, determine how important it is and move along to the next one if it isn’t relevant. You can also mark certain emails to read later when you have more time available.
Set a time limit each day to read through emails and stick with it. When your time is up, remind yourself where you left off and return to that place the next day.
How To Remove Your Gmail Folders
Sometimes you need to delete some folders in order to narrow down the categories in your inbox, or theyre simply no longer relevant. Removing folders from Gmail is pretty straightforward.
You May Like: How To Print An Email
You Dont Have To Answer Them All Immediately
When youre doing one of your regular inbox checks, only deal with those emails that can be handled quickly. If an email needs a quick response, open and answer it as you go through your messages. But if it needs more time, set aside that time to answer it later. You can label those emails, put them in a specific folder, or use the snooze feature to receive the email at a more convenient time.
To Review And From Review Subfolders
This strategy starts with the same top-level folders as the example above, but instead focuses on keeping all the versions of a file intact. For example, in the “blog posts” folder, I saved three different posts. These posts are arranged by publish date and named by post topic, rather than by blog post title since titles often change.
Within the “0216 topic a” folder, the “to review/from review” folder structure comes into play. This structure works really well with files that will be going through many rounds of edits. I used this folder structure while working in publishing to keep track of all the rounds of editing, typesetting, and proofing that goes into a finished book.
I keep track of each draft of the blog post by saving it to either a “to review” or “from review” folder, meaning that the draft was last edited by me or by my editor . This helps eliminate confusion around the draft number . Ive also named every file in this folder with “v1” or “v2” according to version.
Heres how this structure works:
Read Also: How To End An Email To Your Professor