Do you ever feel like you spend half your day trying to organize your inbox in Outlook by checking and sorting email, only to find that hundreds of messages still remain? Email provides an efficient way of communicating for work and personal use but if mismanaged, it eats up potentially productive time and create stress. Use the five tips below for organizing email in Outlook to improve your productivity and eliminate email overload.
Tips for Becoming an Email Outlook Organizer:
The email inbox holds all the messages that come your way and those emails remain in the inbox until you move or delete them. When you open Microsoft Outlook and instantly feel overwhelmed it’s a sign that you are ready to begin using the following tips to manage your inbox for maximum efficiency through better email organization in Outlook.
Becoming a good email outlook organizer will save you time and aggravation. You will be able to open your outlook and organize your inbox without stress allowing you to focus on priority emails and improve productivity at work.
Let’s start at the beginning and this is when email reaches your inbox.
#1: Using Microsoft Outlook Rules:
Organize Outlook by sorting out some of your emails before they hit the Inbox using Microsoft Outlook Rules. The rules feature allows you to create actions on incoming emails based on the sender or on certain keywords in the subject line. This will allow you to focus on priority emails and reduce email overload within your inbox. For example, you can set up an Outlook rule to automatically move messages from your CEO, identified by name, to a folder that you created for priority emails. If you are planning to attend business conference, you can sort out these types of messages with the words “Business Conferences”, “Business Conference Paris” or “Business conference Petite Champagne” in the subject line to a folder named “Business Conferences” that you have created within your inbox. Using Microsoft Outlook rules removes you from the daily sorting process by automating the process and helps you become more productive through a more structured inbox within Outlook.
This will of course lead you to become a highly productive superhero and set you on your way to a raise, promotion or maybe even that lunch with Bill Clinton that you always wanted to have.
#2: Dedicate time to organize your Outlook inbox:
If you begin with hundreds or thousands of messages in your inbox, you need to take the time to go through them and delete or store the messages to help you take back control of your inbox. If you find that the task is overwhelming, just make a new folder with today’s date and move all messages that are currently in your inbox into that folder. This will give you a fresh start while maintaining access to non-priority emails. Later, if you retrieve an email from the dated folder that you created, move that email into a category folder. This will make it easier for you to find important emails in the future. Dedicating the time to organize your Microsoft Outlook inbox using a folder structure is an easy way to help you take control of your inbox and manage email overload.
This tip does come with a warning. If you dedicate the time to organize your inbox, you’ll have the bandwidth to tackle those important projects and your reputation for being a smart, dependable and productive employee may follow you around wherever you go. In fact, you may get so popular that Larry Page may read about you in the Wall Street Journal and call you in to run that new top secret division at Google.
If you are not sure how to set up folders in Outlook, we have included a YouTube video below that will take you step by step through the process of Organizing your Microsoft Outlook Inbox
#3: Treat priority emails with urgency:
One of the easiest ways that you can organize your inbox is to always take action on priority emails immediately after you read them by placing them in a specific folder. This may be a ‘Pending Action’ folder. If you’ve received no priority emails and you do not need to deal with the message right away, you can choose to delete it immediately or move it to an ‘archive” folder should you need to reference it in the future. Taking this action alone without doing anything else will help you organize your Outlook inbox because you’ll avoid an overload of information staring at you every time you open Microsoft Outlook.
Superhero status does come at a price. Now that you have been on top of things by organizing your inbox and focusing on priority emails, it’s time to buy a William Fioravanti Bespoke Suit so you can also look like James Bond when the board of directors calls you in and announces your appointment as the new CEO.
#4: Unsubscribe to non important newsletters:
Exercise your right to unsubscribe to newsletters that you no longer want and act as a distraction . If you gave a business or organization your email address and are continuing to receive newsletters that are no longer read, you are only amplifying your stress levels due to email overload. Look for the directions to unsubscribe, most often found at the bottom of the email. Included below is an example of such an unsubscribe option that should be available with all newsletters.
Unsubscribing from email newsletters will filter all the noise and will allow you to manage your inbox by focusing on priority emails which are most important to you and your business.
#4A – Send non priority emails to a separate email address:
Alternatively, send all marketing related emails and newsletters to a separate email address that you only check once a week. Eliminating marketing messages from your inbox at work will help you organize email in outlook by removing superfluous clutter and distractions. Doing so will help you focus only on priority emails that are work related.
I know, I know what you are thinking, focusing on priority emails is what you should have done all along instead of trying to implement Inbox Zero which never worked for a highly productive employee such as your self who gets over 100 emails daily.
Bet you are ecstatic reading this blog post because these productivity tips actually help you manage your outlook inbox.
#5: Consolidate work related email addresses
Forward all work related emails to one business address if possible. If you keep more than one email address and want to continue using them, forwarding all messages to one email address allows you to check and sort priority emails in one place to improve productivity. If you cannot do this or if your email client does not allow it, then you’ll need to take go back and follow the suggestions above for each of your email accounts.
It’s not all bad news, look at bonus tip number 6 to deal with email overload even if you have multiple email accounts.
Why you ask? Simple. Zoomin will help you focus on priority emails. How? Well our algorithm is not as complex as Google’s but it does rock like nothing you’ve ever seen before. Zoomin breaks down your gigantic and uncontrollable inbox into prioritized views. No need to set up Microsoft Outlook rules, no need to forward emails to another address, no need to set up folders within Outlook. Who needs this meshugaas? Download Zoomin and let our email productivity app do all the work so you can focus on what’s important, family time and your business.
Yes once you start using Zoomin, you’ll experience Zen.
So why go through all the manual steps to organize your Outlook inbox when Zoomin can do it for you.
What’s it all cost? Here’s the best part, for a limited time you can Download for Free the Outlook & iPhone App through our early access program. Don’t wait because Zoomin will soon launch on the Apple App store and will no longer be free so get Zoomin today and be a rock star with your family (you’ll have all that extra time to spend with your family instead of in the office) and a superhero with your colleagues at work.
We hope these tips will help you organize your Outlook inbox and significantly reduce email overload however we would like to hear from you.
What have you done to take back control of your inbox and you can’t say download Zoomin because that’s already obvious.