Join Gini von Courter for an in-depth discussion in this video Email management: The basics, part of Efficient Email Management with Outlook 2016 for Mac.
- [Narrator] We all want to be efficient at work and effective with our use of time. When we think about efficiency in Outlook for Mac 2016, or any other full-feature email program, what should we consider? I believe there are five key aspects of email management, five different tool kits 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 setup Outlook so that it will support email review.
For example, if we're not using the Reading Pane, we might want to think about using one and place that in a particular location. We might want to setup the Reading Pane so it will mark messages as read while we review them so that we don't have to do two separate steps, reading then marking as read. We'll also take a look at some of the other tools like the Clutter tool that are part of how Outlook is setup and that will allow us to quickly and easily review messages or choose not to review them at all. But when we're looking through messages, we also need to have tools that will allow us to effectively work through volumes of email.
This is where views come into place. With views, we can look at our email by sender, by date, by size. There's a conversation view in Outlook for Mac that is an incredibly powerful review tool, 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 Create folders. Whether we're creating them in our inbox, for current messages, or creating folders in our archives that we use primarily to sort messages we're 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.
With messages and folders, or not, we can tag our messages in three different ways. Messages can be tagged as read or unread, messages can be tagged with flags for future action, and we can also tag messages by categorizing them. Finally, we can create rules that will manage your email when we're out of the office. All of these rules are used to automate email handling. This course is an in-depth look at these five broad categories of features that are what's needed for effective and efficient email management in Outlook for Mac 2016.
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- Viewing messages by conversation
- Using Instant Search to find a message
- Saving a search as a Smart Folder
- Arranging email by date or by sender
- Creating inbox folders
- Customizing and using categories
- Flagging an email for action
- Creating and managing rules that handle messages
- Using out-of-office replies