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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 e-mails because they're buried among the trivial ones? Then you're not following my Rule of E-mail 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 do 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 E-mail Organization.
Your Outlook Inbox should only contain messages that you have not read, need to act on, or where follow-up is necessary. Contrary to common practice, the Inbox is not a repository for every single e-mail 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, take care of immediately and then file it or delete it, or keep it in the Inbox only if you need to take care of it later.
Now I know you've got hundreds, maybe thousands of e-mails sitting in your Inbox right now. What are you are going to do about all those e-mails? 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 e-mails and then either delete them or file them. Before you know it, you're Inbox will contain only recent messages that need replying or to be finished. Now there is a second rule to my Rule of E-mail Organization, and that's that if the nature of your job requires you to store up a bunch of e-mails for processing later, than 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 e-mails that there's 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. On to the next video.
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