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In the last chapter we talked about using categories as an organizational method for the mail that you receive. There is one more organizational method you might consider and that's using folders, similar to the way that you would use folders in your My Documents folder, to sort out different documents that were related to different specific projects. You can do that same thing here in OWA. Additionally, you have the ability to create rules to automatically move items to different folders for you, but first let's find out how to create a folder.
To create a new folder in the Inbox, right-click and choose Create New Folder. I need to create a folder for the items related to this budget process that we're going to be doing. So I'm going to create a budget folder just like that and press Enter and now I have a new folder inside my Inbox. Now to be clear, if I move items to this folder, they're still part of my inbox, they still count in whatever cap my information technology staff has provided. But it's a method that allows me to sort out my information.
I also have some other documents that I want to mark and there are things that I need to work with specifically for year end for last year. So I'm simply going to create a Year End folder. So three, four, five, ten, twenty however many folders you need; you can create folders within folders. So I could have a budget folder and this year, clicking again, in the folder I want to create a new folder in, I could create a new folder that is for the 2014 budget, then I could create one for 2015 budget and so on.
But I'd caution you not to think of this as a direct parallel to Windows. When I create folders in my My Documents folder, it's to store things for the long haul. You really don't want things living in your inbox for years and years and years, it's just a bad idea and your IT people will stop you even if you don't stop yourself. So rather than have a system of annual folders I would tend to have two folders that said for example, this year and next year. And simply not get in the habit of having lots of folders that have specific years or specific names.
I can also create a folder for my projects and move email items to those folders. But this is how you create a folder, whether it's in your inbox in a folder that's already in your inbox or any place else here in OWA.
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