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David's Rule of Email Organization

From: Outlook 2010 Power Shortcuts

Video: David's Rule of Email Organization

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.

David's Rule of Email Organization

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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This video is part of

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Outlook 2010 Power Shortcuts

73 video lessons · 15527 viewers

David Diskin
Author

 
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  1. 1m 7s
    1. Welcome
      1m 7s
  2. 15m 24s
    1. Finding a contact in seconds
      47s
    2. Viewing Outlook in multiple windows
      54s
    3. Sending a text (SMS) message from Outlook
      53s
    4. Viewing the schedule for an entire group
      1m 55s
    5. Setting your default Address Book
      1m 14s
    6. Color-coding important messages
      1m 17s
    7. Sending business cards via email
      1m 27s
    8. Using Quick Parts to avoid retyping
      1m 55s
    9. Adding hyperlinks to an email
      2m 36s
    10. Conducting a vote via email
      2m 26s
  3. 34m 52s
    1. Working with folders and subfolders
      2m 52s
    2. David's Rule of Email Organization
      2m 9s
    3. Staying organized with shortcut keys
      1m 49s
    4. Conversation view
      2m 9s
    5. Three ways to change how your Inbox displays
      2m 48s
    6. Deleting old messages
      2m 20s
    7. Three automatic rules for incoming messages
      4m 47s
    8. Creating a rule that replies with a message
      2m 39s
    9. Four ways to deal with junk email
      2m 50s
    10. Two ways to find an email
      2m 33s
    11. Repeating searches with Search Folders
      1m 12s
    12. Applying Quick Steps
      4m 42s
    13. Using the Activity Feed
      2m 2s
  4. 31m 1s
    1. Seven shortcut keys for sending emails
      1m 27s
    2. Three ways to use your Address Book
      2m 14s
    3. Three ways to send email to lists or groups of people
      2m 38s
    4. Five ways to use the Bcc field
      3m 27s
    5. Five ways to use formatting effectively
      2m 25s
    6. Three ways to spice up the occasional email
      2m 18s
    7. Four faster ways to attach a file to email
      2m 46s
    8. Skipping attachments altogether
      1m 45s
    9. Sharing your Calendar via email
      1m 43s
    10. Marking an email for follow-up
      1m 9s
    11. Setting up multiple signatures
      3m 0s
    12. Two unusual ways to use the Drafts folder
      2m 25s
    13. Holding an email in your Outbox
      2m 2s
    14. Inserting a screenshot
      1m 42s
  5. 8m 42s
    1. Five ways to create a task
      2m 50s
    2. Three ways to view your tasks
      2m 9s
    3. Three ways to change task due dates
      1m 10s
    4. Four ways to customize your Tasks folder
      1m 36s
    5. Setting task reminders (alarms)
      57s
  6. 17m 41s
    1. Four ways to reschedule an appointment
      2m 42s
    2. Four ways to track appointment details
      2m 14s
    3. Creating recurring appointments
      2m 0s
    4. Two ways to clone an appointment
      1m 37s
    5. Working with time zones
      2m 57s
    6. Setting the time zone of an appointment
      2m 10s
    7. Changing the time scale
      55s
    8. Finding an appointment quickly
      1m 1s
    9. Using the Calendar with shortcut keys
      2m 5s
  7. 13m 9s
    1. Adding a photo to a contact
      58s
    2. Tracking birthdays and anniversaries
      1m 19s
    3. Getting directions to a contact's address
      46s
    4. Three ways to customize your Contacts list
      2m 3s
    5. Adding a field to your Contacts list
      1m 13s
    6. Filtering your Contacts list
      1m 38s
    7. Merging your contacts into Microsoft Word
      2m 12s
    8. Customizing a business card's appearance
      1m 48s
    9. Quickly view and add a new contact
      1m 12s
  8. 19m 7s
    1. Using Outlook Today
      1m 16s
    2. Navigating through Outlook with the keyboard
      53s
    3. Windows 7 Quick Tasks
      42s
    4. Organizing by category
      3m 23s
    5. Setting an out-of-office message
      3m 1s
    6. Working offline
      1m 59s
    7. Ten email netiquette tips
      5m 4s
    8. Six tips for supervisors and managers
      2m 49s
  9. 6m 52s
    1. Customizing the Navigation pane
      1m 8s
    2. Customizing other panes
      3m 11s
    3. Customizing the Quick Access Toolbar
      2m 33s
  10. 54s
    1. Additional resources
      54s

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