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Tired of a cluttered inbox? Does it take forever to find what you're looking for amidst all the junk mail and old messages? Are you forgetting important emails because they're buried among the trivial ones? Then you're not following my rule of email organization. You see, your Outlook inbox is just like the physical inbox on your desk. When you finish something that was in your physical inbox what you do with it? You likely file it or toss it. You rarely put it back into the box unless you need to work on it later. You should treat your Outlook inbox the same way and that's my rule of email organization.
Your Outlook inbox should only contain messages that you have not read, need to act on, or where follow-up is necessary. Contrary the common practice, the inbox is not a repository for every single email you've ever received. If you've got more than 50 messages in your inbox, you might want to reconsider how you're treating it. When a message comes in, it's recommended you take one of four actions with it. Read it and then file it away; read it and then delete it; read it, take care of it immediately, and then file it or delete it; or keep it in the inbox only if you need to take care of it later.
I know, you've got hundreds maybe thousands of emails sitting in your inbox right now. What you're going to do about all those emails? Well, the painstaking process of cleanup. Make a promise to yourself to spend no more than 15 minutes a day each day dedicated to cleaning up your inbox. Start with the oldest emails and then either delete them or file them. Before you know it, your inbox will contain only recent messages that need replying or to be finished. Now there is a second rule to my rule of email organization and that's if the nature of your job requires you to store up a bunch of emails for processing later then create a subfolder in your inbox and put them there.
I'm talking about the special requests for an upcoming event, orders that you're waiting to process, or any other emails that there is a bunch of. This way they don't clutter up the inbox, and you can get to them later, when you need to. When the event is done, just delete the whole folder. So now that we've agreed to keep the inbox clean, let me share with you some shortcut keys that can speed things up. Onto the next video.
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