Here are some tips I've found useful in managing
email. Currently I have close to 50,000 items
in my mailbox that I have stored for reference
I know it sounds like a lot, but over several
years I find there is a lot of information I need
to keep in order to refer to down the track.
So here are some tips for you to manage your email.
If you have any suggestions or your own tips,
please let me know and I'll put them into the
* Move the e-mail into a folder and get it out
of your inbox.
* To avoid confusion, create descriptive titles
for your folders.
* Flag messages after you read them to remind
yourself of any necessary follow-ups.
* Automatically delete messages you regard as
"junk mail" by using the Rules Wizard.
* Take advantage of the options that allow you
to preview the first few lines of a message.
Convert messages to tasks or appointments
One powerful but largely overlooked feature in
both Outlook 98 and 2000 lets you convert one
type of entry, such as a message, into another
type, such as a task or an appointment, simply
by dragging and dropping.
If you get a message inviting you to a function, for
example, drag that message onto your Calendar
icon or folder. Outlook creates a new appointment
with the message subject as its title and inserts
the message text as a note. Just set the date
and time and click Save and Close. Similarly,
make a new task by dragging a message to the Task
icon or folder. The feature works the other way,
too. Drag an appointment, task, or note to the
Inbox, and Outlook will create a new, un-addressed
message with the subject and text inserted for
Move it, don't lose it
To get around Inbox clutter, most of us manually
drag and drop messages into various folders. But
once you have a lot of those storage folders,
it can be a real drag to track them down; plus,
the manual method is tiresome in the extreme.
As an alternative, and much more efficient, approach,
use the Organize button in Outlook 98 and 2000
to move individual messages or create rules for
To move one message, click the Organize button in the
upper right of your Outlook toolbar (or choose it from
the Tools menu) and choose "Move selected message
below to..." (You can also right-click any message
in your Inbox and choose the same option.) The drop-down
list shows folders that have been used recently, but
if you don't see the folder you want, simply scroll
to the bottom of the list and select Other Folders.
Gotta have rules
You can also set Outlook to automatically file away
certain messages as soon as they arrive. This nifty
approach to message management is called a rule. Basically,
you define characteristics for Outlook to look for in
all incoming messages and tell the program what to do
with messages that match those criteria.
Start with a message already in your Inbox. Highlight
the message and click the Organize button. The pane
displays drop-down menus that contain folder names,
the sender's name, and instructions for managing e-mail
sent from or to that person.
Specificity is King
The From option is the most commonly used characteristic
for defining a rule; it lets you filter messages
based on the senders. Outlook puts in the name
of the sender for you, but you may want to edit
it so as not to confuse your rule. Outlook isn't
that smart; you can filter all mail from "Crazy
Suzie, Sales Manager," but if Sue changes
her title to "Crazy Suzie, Sales Supremo,"
your rule will fail. But if you shorten the initial
rule to look for only "Crazy Suzie,"
you'll have more flexibility.
To make more complicated rules or to edit and view
your existing rules, make friends with the Rules Wizard
that lives in the upper-right corner of the Organize
If you require more information,
to notify one of our team members.