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In Outlook 2007 Power Shortcuts, author David Diskin shares an assortment of time-saving tips and tricks to maximize efficiency and productivity in Outlook 2007. The course covers tips for organizing and sending email, working with tasks, scheduling appointments, and maintaining contact lists. Also included are tutorials on email etiquette, Outlook customization, and much more. A quick reference guide to shortcut keys accompanies the course.
Welcome to Chapter 2, Organizing Your Email. This chapter covers a variety of topics to save you time and keep you sane as you handle your email each day. One of the most effective methods of organizing your Inbox is to create folders. Just like the folders in your filing cabinet, you can create folders to store your emails by client, employee, project or any other method you wish. You can see here that I've built a folder called Storage and within it a folder for Administrative Work, Events, Projects, and Vendors, and I've even taken some of these folders and divided them into subfolders like DJ, Food and Venues.
Adding a new folder is as easy as right- clicking on the Inbox and choosing New Folder. For example, I'll name this folder RSVPs and place it just inside my Inbox folder. When I press OK, it appears right here as RSVPs inside the Inbox folder. Notice currently that the folder is empty. Note that folders aren't always shown alphabetically. You can't change that, but you can trick the system by putting an exclamation point or a number in front of your really important folders.
For example suppose I want Venues to appear in front of DJ. If I rename the Venues folder by selecting it, right-clicking, and choosing Rename Venues, I can put an exclamation in front to make it appear at the top of the list, or I can number these by right-clicking, choosing Rename 1) DJ, 2) Venues, and 3) Food.
After creating many folders to keep your email organized, it may eventually become overwhelming to access three or four folders that you use on a daily basis. Outlook provides you with a quick way to mark a folder as a favorite for easy access. Just point to the folder, right- click, and choose Add to Favorite Folders. When I do this with my RSVPs folder, it now appears in the Favorite Folders menu. Once here you can simply click on it to access that folder or drag-and-drop items into that folder to move them.
To remove a folder from your Favorites, just right-click on it and choose Remove from Favorite Folders. Notice that the folder is still in its original location. Once you've learned how to use folders, spend a few minutes thinking about how you want those folders organized. Creating a hierarchy of folders is a great way to group things together, but don't overdo it or you'll spend too much time clicking to expand folders all day long. Now let's move onto the most important concept we're going to learn in this chapter: my rule of email organization.
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