A messy, uncluttered mailbox will make it difficult for users to find the email they need. However, you can still overcome this situation. Microsoft Outlook provides great tools that help users filter email and organize messages in a way that is easier to manage and more meaningful. Outlook even increases the efficiency and productivity of the user. Whether you’re using Outlook 2007, Outlook 2010 or Outlook 2013, you can still easily manage your email.
You are using Outlook Express, or other email applications such as Windows Live Mail or Windows Live Hotmail. These software also provide many similar features as mentioned in this article. However, they do not provide the same tools for managing email. Use the Microsoft Office Outlook Hotmail Connector to add Hotmail accounts to Outlook, then you can use the tips below to sort your Hotmail account. Or, users can read the Hotmail features to organize information on the Hotmail system. For example, you can merge email from multiple email accounts, such as Gmail and Yahoo!. Mail. From there, users can receive, read and reply all emails from a single place.
Users can use one or more of the tools included in this article to collapse their Inbox and make it easy to find the information you need.
1. Quickly filter messages
Outlook 2010 has a great new feature to sort messages by date and arrange them according to Conversation. Using this feature, messages with the same subject will appear as Conversations and users can view, expand or minimize them by clicking the icon on the left of the Subject line. Messages within each conversation are categorized with the most recent message placed on top. When a new message arrives, all the Comversation moves to the top of the email list, making it easier for you to track your email streams.
To activate Conversations, on the View tab, in the Conversations group, enter the Show as Conversations dialog box. You can reduce the size of a conversation with the Clean Up feature. This will delete the same messages in Conversation. On the Home tab, in the Delete group, click Clean Up, and then click Clean Up Conversation.
In all versions of Outlook, users can find messages in the mailbox folder faster by changing how they are categorized in the email folder. For example, you can sort email by date, sender, file size or importance.
2. Group the same messages into folders
By creating a new email folder, users can group related messages into folders. For example, you can group messages by topic, project, contact, or other categories that match your job or interest. Users can even create folders for all messages sent from your boss or someone important, including important information to save.
– To create a new folder in Outlook 2010, on the Folder tab, in the New group, click New Folder.
– To create a new folder in Outlook 2007 or Outlook 2003, click the File → New → Folder menu.
3. Create a search folder to find the message faster
Search Folders is a quick and easy way to find an email message collection. They do not save any messages but instead are virtual folders that display all the messages in your inbox based on the attributes that users want to search. Outlook offers the default Search Folders feature – such as Unread Mail – but can also create its own rules. For example, you can use Search Folders to find all information related to a particular project, important customer or upcoming meeting.
– To create a Search Folder in Outlook 2010, in Mail, on the Folder tab, in the New group, click New Search Folder.
– To create a Search Folder in Outlook 2007 or Outlook 2003, in Mail, on the File menu, point to New, and then click Search Folder.
For all versions of Outlook, specify whether you want to use the previously created Search Folder or create a folder for yourself, then follow the instructions on the screen.
4. Efficient email routing using rules
By creating an Outlook rule, you can automatically take action on both incoming and outgoing email messages based on previously set criteria. For example, users can automatically forward to their superiors all messages sent from someone as soon as the message arrives, assigning the Sales item to all sent messages containing the word “sales” in the subject line. Effective email routing not only helps to organize email but also saves time when performing some small tasks.
5. Reduce email with junk file filters
Keep unwanted email messages out of Inbox using the Outlook Junk Email filter. These filters will send email flagged as junk files to a separate email folder in the mailbox. Users can view the contents of this folder to ensure that no valid e-mail is mistakenly sent there. If so, you should adjust the filter to avoid mistakenly marking these messages in the future.
6. Assign a color list
Assign a color item to a group of unrelated email messages and other items in Outlook, such as notes, contacts and appointments. From there, users can easily identify and organize them. For example, you can easily keep track of all messages, appointments and contacts for the Quantrimang project by creating a directory called Quantrimang Project and assigning items to it.
7. Flag for follow up
Users can use the Flag for Follow Up feature to flag email messages and tasks to help them categorize or mark them. The flag will remind you to track a problem, indicate someone’s request or set a reminder for a message. They can also organize email folders very easily because you know exactly what to do and when to do. Note that when a user creates an action and sets an expiration date for that task, the task is automatically flagged so that you do not forget the expiration date of the task and complete it.