Manage Email in Microsoft Outlook
Organize Emails and Improve Efficiency Using Categories and Rules
Mar 16, 2009
Using some of Microsoft Outlook’s many features can help to organize the emails which arrive every day, reducing time spent on administration. Two important features are Microsoft Outlook rules and Microsoft Outlook categories
There is detailed help on the Microsoft website showing how to create, delete and amend rules and categories.
Microsoft Outlook Rules
Rules can be set up to deal with emails automatically as they arrive and as they are sent. For example:
- All email from and to a specified person can be moved to a separate folder. Work out who sends the most important emails (e.g. family, manager) and create a new folder for each person. Set up a rule to move mail to the correct folder automatically and remember to check the new folders regularly for important messages.
- Consider setting up a new folder called copied mail and create a rule to move all copied (cc rather than to) mail straight to the copied mail folder. If this mail really was important it would be sent to the recipient not copied. Check this folder no more than once a day and delete the emails regularly.
- Set up a folder called reading or keep for now and automatically (using rules again) move regular news mail into the folder. For example, the weekly ‘what’s going on in the company’ email, regular and enjoyable newsletters received. When there is time to catch up on reading or when taking a break, go through this folder. Delete anything over 3 months old.
Microsoft Outlook Categories
All items in Microsoft Outlook can be assigned one or more categories. This can help to prioritize work if, for example, three categories are set up to designate importance. Email can be assigned to a category automatically by setting up a rule. Categories can also be set manually on any Outlook item. Email can then be sorted ‘by category’ in any folder, including the inbox.
Example use of categories in email:
- Use importance ratings. Whenever an email arrives, set the relevant importance category (don’t set one for unimportant and low priority items). Sort within folders by importance and work on important items first. Regularly review items and reassign the importance as items change priority.
- Set the category depending on different life roles (e.g. work, friend, membership, etc) and sort by role as required. Emails are often sent with an unhelpful ‘subject’ and categorizing by life role can help to find a particular email about something.
Reduce Administration and Save Time
Implement good practice to reduce administration and save time. The aim is to handle items as few times as possible. Try these ideas:
- Keep control. Choose when to deal with email by turning off the ‘beep - mail has arrived’ or any other interruptions. Schedule regular times to deal with email. Reduce the number of interruptions and gain more focus.
- Learn how to exploit Microsoft Outlook rules and categories.
- Choose how to reply. Consider using the telephone as an alternative to writing another email.
- Get off email lists that don’t provide useful and interesting information
- Prioritize email on first review and schedule when to deal with it.
All computer software has many features and exploiting the best of these can aid efficiency. Take control of email using Microsoft Outlook features such as categories and rules. It is also possible to synchronize email on two computers automatically.
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