The advice we will now provide is for users of Microsoft Outlook. It’s one of the many essential tools included in Microsoft Office 365 suite which we wholeheartedly recommend to our clients due to its ability to provide businesses, charities and organisations with all the packages they need, to provide essential data backup should a problem occur and provide users with the ability to access info wherever they are.
Creating Your Own Online Filing Cabinet
Instead of leaving all your emails in your inbox, Outlook provides you with the opportunity to create custom folders so you can store related emails together and easily access them when required.
Custom folders are very easy to create and do not have any size restrictions.
You should consider creating folders for individual clients, suppliers or people from different companies you are working with on a project.
Some of our clients create folders to store invoices sent and received.
All you need to do is select the personal folders option in Outlook, then choose new folder from the list that will appear.
Give your folder a name so you can easily recognise its contents.
The folder will now appear in your inbox and you can either drag and drop emails into it or create rules that will automatically move them to the folder when they are received.
Create Your Own Rules to Sort and Move Emails to Your Folders
Do you use the ‘create rule’ feature in Outlook? If you are already using folders or thinking about setting them up, then you should also consider creating rules.
The rules you create will tell Outlook what you want to do with individual emails you receive and save you valuable time. You can automate them for repetitive tasks, tell Outlook where you want to display them or which folder to move them to. Do you want to be alerted when important emails are received with a message and unique sound? It’s all possible and relatively easy to set up.
All you need to do is select the email you want to create a rule for. Right click on the email or highlight it in your inbox and select the ‘Create Rule’ option. Follow the step by step instructions. Rules can be created for individuals, companies, similar subject lines or keywords in an email, it is up to you.
Assigning Categories Can Help You Manage Your Emails
Which emails do you need to respond to first? Which ones have you replied to and which still need an action?
Using the Categories option in the Outlook menu enables you to assign each email a status so you can easily see what actions have or need to be taken.
To create a category, select ‘All Categories’ from the dropdown list and then select ‘New’. You then have the option to assign this category a name and a unique colour.
To assign the categories you have created to an email all you need to do is right click anywhere in the email and select category from the menu.
If you delete a category that has already been assigned emails you won’t lose the emails.
Block Unwanted Emails
No doubt you will probably have received quite a few emails about New Year offers etc. from unsolicited sources? To stop these all you need to do is right click on the email, select the junk option and then choose block sender.
It really is as simple as that and will make an immediate difference.
Are You Flagging?
We’re not asking if you are getting tired or need a rest! Flagging is a handy option that enables you to prioritise your emails and to also make sure you follow up if required within a specified timeframe.
Your flagging option is available when you right click on an email or when you highlight it in the inbox and select the ‘Follow Up’ option in the navigation bar.
Choose to Unsubscribe
Thankfully the clear majority of unsolicited spam messages do have an option at the bottom that allows you to click on to unsubscribe and be automatically removed from the sender’s database.
Whilst in theory this is most welcome please be careful as in some instances the sender will not remove you and instead send more as you have proved the email address is active.
The safest option would be to ‘Block Sender’ as this is an action you are in control of.
You Still Need to Check Your Spam Folder
All the above will most certainly help you to manage your inbox more effectively but ultimately you still need to check the contents of your spam/trash/junk folders before automatically deleting them because sometimes emails you want can appear in there rather than your inbox.
It's usually quite straight forward to access your spam folders. Individual companies might have their own policies which require a different approach. If you are missing emails, we advise that you check with your network administrator to determine whether the contents of the spam folders are accessible and available to review.
We hope the above has been of interest and use to you. If you require any help or assistance regarding anything IT related, please do not hesitate to get in touch.
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