You’ll find the Search Folders node at the bottom of each account in an Outlook profile ( Figure A). The result is the same as if you had created complex rules to sort messages as they arrived, but the sorting is done on the fly, when you need it. Search Folders take advantage of the indexing capabilities in today’s Outlook message stores to filter messages based on criteria you specify. Old-timers who cut their teeth on Outlook 97 should pay special attention to a feature called Search Folders, introduced in Outlook 2010 and refined in Outlook 2013. If you’ve been using email since before the turn of the century, you’re probably accustomed to using long lists of rules to process mail as it comes in. accounts integrate well with Outlook, the email client program in Microsoft Office.You can take advantage of ’s excellent Sweep capabilities, which give you powerful message-handling features without having to create cumbersome rules.It also reduces the likelihood that you will inadvertently reply to a personal message from a work account, or vice versa.įor handling personal messages, I recommend setting up an account at. This technique has the advantage of keeping potentially embarrassing personal correspondence from being swept up in the event that your work-related email is ever placed on a litigation hold. For personal messages, set up a secondary account, one that uses a completely different server. The best way to prevent your work Inbox from becoming overwhelmed by clutter is to reserve it only for business-related mail. 1: Send unimportant email to a secondary account The techniques I describe apply specifically to Office 365, but the general lessons can be adapted to any reasonably complete business-class email service, including Google Apps. In this article, I outline five of my favorite triage tactics. Your starting point is understanding where the email volume is coming from and then prioritizing it, so that important stuff floats to the top of your Inbox while everything else gets sorted elsewhere, so you can review it on your own terms. Rules, while useful, are just one of many tools you can use as email wends its way from sender to recipient. No, that doesn’t mean creating long lists of rules. Instead, train those incoming messages to process themselves - not just in your Inbox but throughout your organization, so that you and co-workers can accomplish more, with fewer distractions. The alternative? Stop processing your email. That’s especially true for busy executives and IT pros in large organizations, where the torrent of incoming messages sometimes feels like it’s arriving faster than you can humanly process it. These simple steps will automatically lighten your burden of incoming email.Įmail will steal every spare second of your workday if you let it. No IT or business leader can afford to be pushed around by their inbox. Five ways to avoid email overload and regain control of your Outlook inbox
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December 2022
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