![]() ![]() Consider turning off the automatic alert for every email under Outlook > Preferences > Notifications & Sounds or the Office Reminders for every appointment and meeting on your calendar at Outlook > Turn Off Office Reminders. If a notification pops up every time a message lands in your inbox, you might get distracted from your day-to-day duties. If you don’t have any of these tools in place, contact CMIT Solutions today-it’s not a matter of if but when in regards to email issues. Beyond that, a trusted IT provider can provide deeper network analysis and security monitoring tools that keep up with every new twist in the cybersecurity world. Marking such emails as junk and flagging repeat spammers will help to refine the power of the anti-spam software your business hopefully has in place. First, there’s your own human instinct, which might spot a strange email address or clunky subject line from a mile away. It’s best to protect your business from spam and junk email with a multitude of layers. Outlook automatically archives Deleted and Sent messages, as well, but you can streamline things further by implementing Archiving Rules (under Tools > Rules from the main menu) with strict criteria like “older than 120 days,” Important or Critical, or junk mail to be reviewed later. Select specific emails, folders, or categories, then click Archive on the top navigation bar to save those messages but remove them from your inbox view. This is another easy way to clean out your inbox. Once you get comfortable using Outlook’s search function, you’ll discover that it’s one component of the email application you can’t live without. Refine your search by contact, attachment type, subject line, or keyword to find what you need, when you need it. Once you have a basic organizational structure in place for new emails, you can devote a little time and effort to dealing with all those ones that are still important. Once your folders are in place, you can follow the “deal with it now” rule for each new email: either flag it, file it, respond to it, or delete it so it doesn’t clog up your newly organized account. Outlook allows you to go even deeper with the Categories field, which allows users to assign colors, titles, and specific statuses to folders. ![]() Want to Streamline Your Cluttered Inbox and Regain Control over Your Outlook Account? Try These Tips:Ĭreating a folder system that’s easy to maintain and relevant to your day-to-day work can transform your inbox, turning chaos into order. And boy, do we need the help: Microsoft estimates that the average email account receives upwards of 10,000 messages a year-and more than 75% of those are related to sales or marketing. Microsoft Outlook, widely considered the most popular business email application, offers an endless array of built-in time-savers and productivity boosters to help you organize your inbox. Faced with a never-ending deluge of new messages, a disorganized drafts folder, or too many archived emails, many of us just give up.īut these problems can be alleviated. But not all of us use that email inbox as efficiently as we could. ![]() Every difficulty or irritation is magnified at scale, so something that's a minor annoyance or time suck for one email will be a huge annoyance and time suck for hundreds of emails.Forget social media or streaming video-the email inbox is the one thing we all rely on, day in and day out. It couldn't be simpler, and when you're trying to stay on top of a never-ending flow of email, you want your process to be as simple and easy as possible. You just handle the mail and move it into your archive. Lastly, it can be maddeningly hard to find emails at a later date when they could be in any one of several folders, and each folder has hundreds of emails.Ī single archive makes it easy to move your emails from your inbox because you don't have to employ any thinking or decision-making resources. ![]() Secondly, it can take quite a bit of effort to decide where an email should go-does an email from your colleague about why they might miss a project deadline go into the folder for that project? The folder for that person? A lessons-learned folder?-and decision making is both time-consuming and draining. That's quite a bold statement, so a little justification is needed.įirstly, a hierarchy of folders takes time to set up and maintain, time that would be better spent handling your emails. ![]()
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