Join Gini von Courter for an in-depth discussion in this video Understanding email management, part of Outlook 2013: Efficient Email Management.
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- We all want to be efficient at work and efficient with our time, but when we think about efficient email management in Outlook 2013 or any other program, what is it that we're talking about? I believe there are five aspects of email management that we should consider. Five different sets of tools or features that you and I can use to become not just efficient, but incredibly effective at managing our inbox. The first is to set up Outlook so that it will support email review. For example, we might want to use a reading pane, we might want it in a particular place.
We might want to have that reading pane mark messages as read as we review them, so that we know that we don't have to do two separate steps. We can also take a look at some of the other tools like ignoring conversations that allow us to quickly and easily review messages. But when we have a lot of messages we need to also have a set of tools that would allow us to effectively work through our email. Not just as they're incoming, but as we have saved them for future work. So, you and I might want to have views that allow us to look at our email by sender or by date.
There's a conversation view in Outlook that was new in Outlook 2010 that is incredibly powerful for review and one of the first things that I'll show you how to use. Once we're comfortable with views, we should move on to look at folders. Whether you create folders in your inbox or you create folders in archives and you use them primarily to sort your messages that you're done with, you'll want to be able to have folders that temporarily or permanently store messages that are product related or cyclical or come from your boss or someone who's a direct report. We can also tag our messages in three different ways.
We can tag them as read or unread. We can also flag them for future action or use categories to help us sort and filter. With all of this in place then, we'll take a look at the automation tools. There are two powerful tools that we can use in Outlook 2013 that will automate how we work with email. The first is quick steps, which are like macros that work inside of Outlook. Then we can create customized rules that are used not just to move messages, but to forward messages, to delete them, to play sounds, to manage your email when we're out of the office.
All of these are rules. When we take a look at this entire set of skills that we'll learn related to these features, then we're looking at what is needed for effective and efficient email management in Outlook.
Find the Outlook 2010 version of this course here.
- Viewing messages by conversation
- Ignoring a conversation
- Tagging messages with flags and categories
- Arranging email by date or by sender
- Creating inbox folders
- Customizing and using categories
- Creating a search folder
- Creating Quick Steps and email rules