Join Gini von Courter for an in-depth discussion in this video Understanding email management, part of Efficient Email Management with Outlook 2016.
- [Voiceover] We all want to be efficient at work. Efficient with our use of time. But when we think about email efficiency in Outlook 2016 or any other full featured email program what should we consider? I believe there are five key aspects of email management. Five different tool-sets that you and I can use to become not just more efficient but incredibly effective at taming our wild inboxes. The first is that we can set up Outlook so that it will support email review.
For example, we might want to think about using a reading pane if we're not using one now. And if we use one we might want to put it in a particular location. We might want to set the reading pane so it will mark messages as read as we review them in the reading pane. So that we don't have to do two separate steps. Reading, marking them as read. We can also take a look at some of the other tools like 'ignoring conversations' or the 'clutter' tool. That will allow us to quickly and easily review messages or choose not to review them.
But when we have a lot of messages we also need to have a set of tools that will allow us to effectively work through volumes of email. Not just as they're incoming but if we've saved them for future work. Therefore, you and I might want to consider creating views that allow us to look at our email for example, by sender or by date. There's a conversation view in Outlook that is an incredibly powerful review tool and one of the first things that I'll show you how to use.
And once we're comfortable with views then we should move on to creating folders. Whether you create folders in your inbox or you create folders in your archives and use them primarily to sort the messages you are finished with. You want to be able to create folders that store messages either temporarily or permanently that are product related or cyclical or the messages that come from your boss or from someone who's a direct report. And then we can tag our messages in three different ways. We can tag them as 'read' or 'un-read' We can flag them for future action and we can use catagories to help us sort and filter.
With all of this in place we will then take a look at the automation tools. There are two powerful tools available to us in Outlook 2016 that will automate how we work with email. The first is 'Quick Steps' which are like macros. But they run inside of Outlook instead of Word or Excel. We can then create customized rules that are used not just to move messages but to forward messages, to delete messages. To set up an alert. And to manage our email when we're out of the office.
When we take a look at the entire set of skills that we'll learn related to these five features then we're looking at what is needed for effective and efficient email management in Outlook 2016.
- Viewing messages by conversation
- Ignoring a conversation
- Using Mailbox Cleanup
- Arranging email by date or by sender
- Sorting and filtering views
- Creating inbox folders
- Customizing and using categories
- Using a custom search folder
- Creating Quick Steps and email rules
- Using automatic replies