How to Manage Your Email & Inbox Lessons 21-25
I get really depressed when I hit send and receive and end up with 30 or 40 new e-mails coming into my inbox. How about you? Are you looking for a way to better manage your e-mail? Would you like to feel more in control, rather than having your e-mail control you? That's why I have put together my new book called "The E-mail Manual". It is the book you should have received when you first started using e-mail. I think if everybody had a copy of this book on their desks and read it before they started using e-mail, there would be a fewer problems and issues with using and managing e-mail. Please enjoy these 5 email strategies. Be on the lookout for my other articles on how to better manage your e-mail and reduce the size of your inbox.
21. Colour code important emails as they come In.
One terrific function that can help you pick out Emails that are important is having Outlook colour code your Emails as they come into your Inbox.
For example, you can create a colour rule so that Outlook will colour an email from a certain person, company or group.
By using colour coding, certain Emails will stand out from the rest which is tremendously useful, particularly if you get a lot of Email.
Setting up a message rule to colour code your Emails is just as easy as setting up a rule for moving Emails to certain folders. Just go through the same steps we described above but when you come to the action you want Outlook to take, check ‘Highlight It with Colour'.
Then in the box where the rule is being created, you will see the word ‘colour' there which is also a hyperlink. Click on ‘colour' and you can pick the colour you want that email to become in your Inbox.
22. Do not let outlook automatically add people to your address book
There is a setting in Outlook where anyone who sends you an email automatically goes into your address book.
This is a good way to end up with thousands of addresses in your address book, many of which over time become essentially useless to you.
Turn OFF that feature in the Options area.
23. Always do a speel and grammer check
Just like in Microsoft Word, you should get Outlook (or your preferred email software) to check your spelling either as you are writing your email or just before you hit send. It's a good idea to turn on spell check and leave it on whenever you are writing Emails directly within Outlook.
The steps for turning spell check on are simple. Go to the ‘options' menu in Outlook for details.
24. Set up message rules so outlook keeps things organised for you
Outlook allows you to create ‘rules' so you can have any email moved automatically to any folder you like. A rule can be set up based on who sent it, the subject line or almost any other criteria you choose.
This is a great way to keep your Inbox empty of things like newsletters or email you know that are not important to read this week, but you do need to file away (for later).
Just let Outlook send every email that you don't need to read (and has come into your Inbox), into its proper folder. You can look at them by category or based on what you want to see, not simply by what arrives in your Inbox.
25. Set a time at the end of the day to do email maintenance
With so many people sending and receiving hundreds of Emails each week, taking time to manage your own email should become a part of your working week as much as brushing your teeth is part of your ‘getting-ready-in-the-morning' ritual.
So set aside a certain time towards the end of your week to do your email maintenance. This includes reading new Emails that you haven't had a chance to review or respond to earlier in the week.
Managing your email also means cleaning out your Inbox by deleting Emails you don't need, creating address book entries for contacts you will need again, updating your message rules, and making sure there are no important messages or tasks that have been overlooked, misplaced or misfiled.
It's also a good idea to check your calendar (for appointments due tomorrow) as well as your task list for things to do today and tomorrow.
Have a question for Paul or want to leave a comment? Click here.