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Email Management Strategies

Managing the workflow
  1. Try to keep up. 
  2. Use Sorting & Searching strategies.
  3. Consider if reading messages without opening them helps you save time and/or helps you delete unneeded email.
    • Two options to try - see if you like the look, or find this distracting:
      1. On the View menu, click Reading Pane (choose Below or Right)
      2. On the View menu, click Auto Preview to see the first three lines of each message
  4. Mark as Unread (Ctrl/U).
  5. Consider if there is value to Work-related vs. Personal accounts.
Managing your mailbox. 3
  1. Throw things away; and empty the trash (DELETED).
    • Two options to try-
      • automatic: Tools->Options->Other->Empty Deleted on exiting
      1. manual: right click on Delete Folder -> Empty Deleted
  2. Pay attention to very large files.
  3. Use Personal Folders. (.pst)
    • Archives
    • Enterprise Vault
    • Sub folders
  4. Use Rules to move emails.4
  5. Virtually assign email items to color categories (people, projects, subjects or locations and activities)
    • Advantage is you can apply multiple categories to single item which makes filing and finding more efficient
more information
  1. Managing your Outlook Mailbox
  2. Outlook Rules Tutorial and Demo


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