8 Tips for Organizing Email
Ranked #3,440 in Business & Work, #121,526 overall
How to Organize Email in your Inbox
For many of us, the ever-increasing volume of incoming emails presents a daunting challenge for maintaining personal efficiency and productivity. The expanded real-time access to email messaging offered through mobile devices and unified communications further stresses the need to manage and organize email in your inbox effectively. Here are a few suggestions to help you organize email messages in your Outlook Inbox.
Screenshot Image by the Author
8 Tips for Organizing Email
Tip #1
Organize Your Inbox:
The layout of your Outlook Inbox enables you to view the specific properties of the incoming email message, and to sort the order of the email messages accordingly. The task bar in the Outlook Inbox is used to customize the icons for sorting and viewing the incoming email messages based upon the email's properties. For example, you can use the icons to determine which new messages will show up at the top of your Inbox by importance, the latest message received, the subject line, or by who sent the email. You can see if an email message has an attachment and pre-view the size of the file, which can be an important consideration when mobile or if on a connection with limited bandwidth. Customizing the icons on the task bar of your Inbox allows you to organize email messages based upon your priorities, and helps to determine which messages are most deserving of your attention.
Tip #2
Enable "Auto Preview":
In Outlook, the Auto Preview feature allows you to see the first few lines of an email without actually opening the message. You can glance at all of the email messages in your Inbox, scanning for repeated threads or opening lines of interest or importance.
Tip #3
Create Archive Folders:
Reduce the overall clutter in your Inbox by moving read email messages into archive folders. New folders are easy to create by simply right clicking on "Archive" and then selecting "New folder". Label the folders by topic, customer name or sender and then move those emails worth saving into the appropriate folder. Archiving messages makes it easier to sort and find the remaining messages in your Inbox.
“Want to reduce Inbox clutter?
Delete those unnecessary emails!”
Tip #4
Delete Unnecessary Emails:
This is another clutter-clearing exercise that makes it easier to organize email messages. Deleting emails after you are finished reading or acting upon the message can also help relieve the stress associated when searching through an overflowing Inbox.
Tip #5
Set Up Rules:
Create Rules for auto-routing incoming email messages out of your inbox and into predefined mailboxes to read later. The Rules function allows you to send automatically emails to pre-determined folders by specific email addresses, distribution lists or by subject line. Low priority emails such as newsletters or other subscriptions can be automatically routed to a folder and stored until a later time.
Tip #6
Junk Mail Options:
If an email message slips through your spam filter, flag the sender as junk mail to block future messages. The junk mail feature automatically routes the targeted email out of your Inbox and into the Junk Email folder for deletion.
Do you really need to "Reply to All?"
Tip #7
Avoid the "Reply to All" Syndrome
It is not uncommon for lengthy threads to circulate and recirculation through your Inbox, as everyone who responds to the email message to automatically clicks on the "Reply to All" option. Before replying to an email with multiple addressees, take note of the other users who were copied on the message. Does your response apply to everyone, or only a specific few? Limiting the distribution list for sending messages can also help to reduce receiving unnecessary emails in return.
Tip #8
Turn off the Return Receipts for Read and Delivery
Certain situations clearly call for obtaining a receipt on the delivery or opening of an important or time sensitive email message. Using the Read and Delivery Receipt functions appropriately can eliminate receiving unnecessary confirmations, making it easier to organize email.
In today's time compressed business environment, using some or all of these suggestions can help you to organize email, saving a few valuable minutes every day. Email management can also help to reduce the feeling of being stressed and overwhelmed by too many emails in your Inbox. Multiple the minutes saved by the days in a week, month and year, and you can gain back some valuable time.
How do you manage your email Inbox?
8 Tips for Email Etiquette
Email News
- OKC Charm Rubbing Off On 'Sir Charles'
- By Steve Shaw, News 9 - bio | email News 9 caught up to Sir Charles Friday afternoon, just after he stopped at the National Bombing Museum during a VIP tour. Charles Barkley has changed his tune about what he thinks about Oklahoma City.
- Peninsula Daily News launches new online calendar of North Olympic Peninsula ...
- You can also continue to send us your submissions via email ? news@peninsuladailynews.com ? or fax (360-417-3521) or the postal service (PO Box 1330, Port Angeles 98362). The PDN's online calendar is a great way to create buzz about your local ...
- Time Warner Cable loses Louisville TV stations in retransmission dispute
- FierceCable is a daily email news briefing for cable service provider executives. Benefit from our time-saving update on TV Everywhere, Interactivity, Headend Consolidation, DOCSIS 3.0, and other cable industry business and technology news.
- LodgeNet replaces CEO with Windjammer chief Philip Spencer
- FierceCable is a daily email news briefing for cable service provider executives. Benefit from our time-saving update on TV Everywhere, Interactivity, Headend Consolidation, DOCSIS 3.0, and other cable industry business and technology news.
Books on Email Etiquette
Give a gift to someone who needs one....
Writing Effective E-Mail: Improving Your Electronic Communication (Crisp Fifty-Minute Series) by Nancy Flynn, Tom Flynn
E-mail is more prevalent today than ever before. I more...1 point
Strategic Business Letters and E-mail by Sheryl Lindsell-Roberts
Discover how a well-crafted message can make anyon more...1 point
The Executive Guide to E-mail Correspondence: Including Model Letters for Every Situation by Dawn-Michelle Baude
Sit down at the keyboard and cinch that deal! Press more...1 point
E-Mail: A Write It Well Guide by Janis Fisher Chan
The book is the updated version of E-Mail: A Write more...1 point
Email Etiquette: Netiquette for the Information Age by David Tuffley
Email, what would you do without it? But do you kn more...1 point
Business Grammar, Style & Usage: The Most Used Desk Reference for Articulate and Polished Business Writing and Speaking by Executives Worldwide by Alicia Abell
Based on the actual writing and speaking styles of more...1 point
SEND: Why People Email So Badly and How to Do It Better (Vintage) by David Shipley, Will Schwalbe
Send-the classic guide to email for office and home-has more...0 points
Writing That Works; How to Communicate Effectively In Business by Kenneth Roman, Joel Raphaelson
Writing That Works will help you say what you want more...0 points
Email Writing Secrets That Sells
In "Email Writing Secrets That Sells", I more...0 points
Get to the Point! Painless Advice for Writing Memos, Letters and Emails Your Colleagues and Clients Will Understand, Second Edition by Elizabeth Danziger
Thousands of readers have gained from reading this more...0 points
Just for Fun
I Read Your Email T-Shirt
Email Marketing News
- On the Web: Email marketing among best investments
- But for that particular event I mixed in email marketing, specifically mass emails to potential students. The result was a 25 percent increase in the number of attendees over the previous three years. I had been trying to sell email marketing for use ...
- StrongMail's Email and Lifecycle Marketing Solutions are a Perfect Fit for ...
- With StrongMail, Guess? has its own dedicated email marketing system that offers tighter integration, superior automation and higher ROI than its previous, multi-tenant email service provider (ESP). Since its founding in 1981 as a jeans company, ...
- The "Penguin" is Holding Business Hostage
- Route 72 Systems, LLC, a premier provider of internet marketing and email marketing lists understands the predicament online business owners are experiencing. With many websites dropping out of the top 1000 results and seeing significant drops in ...
- StrongMail's Email and Lifecycle Marketing Solutions Are a Perfect Fit for ...
- With StrongMail, Guess? has its own dedicated email marketing system that offers tighter integration, superior automation and higher ROI than its previous, multi-tenant email service provider (ESP). Since its founding in 1981 as a jeans company, ...
Rubber Wristband: Email Me
More Email Stuff
Email Fun Stuff
Wallmonkeys Peel and Stick Wall Decals - Email Symbol - 24"H x 24"W Removable Graphic
WallMonkeys wall graphics are printed on the highe more...1 point
I Read Your Email Men's Sweat Shirt XL-White
http://www.amazon.com/TK-421-iPhone-Case-Flip-Out- more...1 point
1 Inch Rubber Wristband Email Me Black & Blue/White Writing Bracelet
1 Inch Rubber Wristband Email Me Black & Blue/ more...1 point
TK-421 iPhone Case with Flip-Out Keyboard - iPhone 4
We taunt our monkeys Brett & Julie for stickin more...1 point
BoxWave Keyboard Buddy iPhone 4 Case (Jet Black)
Bluetooth Keyboard Case for iPhone Device. This is more...0 points
GSI Quality Digital Mobile Pen, Write And Upload Notes And Drawings To Computer, USB Interface - For Students, Lectures, Meetings Etc.
Introducing The New GSI Digital Writer Pen From GS more...0 points
Genius MousePen i608 Graphics Tablet (Silver)
MousePen i608, 6-Inchx 8-Inch graphic tablet for c more...0 points
VT PenPad 7.7-Inch Graphic Pen Tablet (Black)
The VT PenPad is our newest, most affordable and l more...0 points
I Read Your Email Men's Hoodie Sweat Shirt Medium, Black
http://www.amazon.com/GSI-Quality-Drawings-Compute more...0 points
Wacom Bamboo Pen and Touch
Bamboo Pen and Touch combines the benefits of Mult more...0 points
AT-A-GLANCE Outlink Products - AT-A-GLANCE Outlink - Notebook w/Spiral Perforated Task Pad, Simulated Leather, Slide Out Panel, Black - Sold As 1 Each - Task PadTM organizes your notes for easy transfer to computer. - Document tray provides a hard writing
AT-A-GLANCE Outlink - Notebook w/Spiral Perforated more...0 points
Did You Like Visiting This Lens?
This module only appears with actual data when viewed on a live lens. The favorite and lensroll options will appear on a live lens if the viewer is a member of Squidoo and logged in.
Thanks for stopping by!
-
-
Tipi
Jan 21, 2012 @ 12:24 pm | delete
- You just have a gift for organizing and helping others get there too and you've done it again with our Email, time to do some deleting. Netiquette" is a new term for me...the rules are excellent, thanks for including that and then a fun video for our entertainment! Blessed.
-
-
-
LaraineRose Dec 29, 2011 @ 2:47 am | delete
- Love the last video. I dislike acronyms but lately I have started using some myself. lol
Blessed this lens.
-
-
-
kathysart
Nov 27, 2011 @ 3:55 pm | delete
- lots of work went into this lens.. very nice! THUMBS UP too!!
-
More Altorenna Lenses
5 Tips for Creating Professional Voicemail Greetings
A Professional Voicemail Greeting is an important business tool for communicating with colleagues and customers. Voicemail is a common communications applica...
Handling Customer Complaints
Follow these 7 steps for Handling Customer Complaints and Improving Customer Service: In today's services oriented industries, it is extremely important for...
VoIP Phone Systems for Small Businesses
Many small business owners are asking if VoIP phone systems are right for their companies. VoIP (voice over internet protocol) telephony represents a major s...
Writing Effective Email
Writing Effective Emails: Email has quickly become one of the primary communication mediums in today's business environment, and is used internally between ...
8 Tips for Organizing Email
The global adoption of email as a primary means of business communications adds speed, efficiency and employee empowerment to the sending and receiving of in...
How to be a Successful Teleworker
Working from Home: Advancements in IT and communications technology is changing the accepted "norm" of the typical office environment, leading more...
Quit Smoking Cigarettes: A Plan for Success
It is often said that smokers never really quit; we just stop smoking cigarettes for extended periods of time. There are many smoking cessation programs and ...
Squidoo Community Polls
Squidoo members often post questions in the different forums, posing questions to the veteran Squids about Lens traffic, earnings, Lens visitors and more, so...
Stocking a Home Bar
With the right liquors, a few mixers, a little quality barware and some fresh ingredients, you'll have all of the ingredients for a fully stocked bar that ma...
Anthony Altorenna's Lensography
It's funny how life's twists and turns become a journey over time. Looking back, it is difficult to see how all of those little everyday decisions add up int...
by AnthonyAltorenna
I enjoy creating Squidoo Lens on topics of personal interest including woodworking, fishing & gardening. Most of the Lens photos were taken to show th... more »
- 96 featured lenses
- Winner of 43 trophies!
- Top lens » Salvaged Wood for DIY Projects
Explore related pages
- Handling Customer Complaints Handling Customer Complaints
- 5 Tips for Creating Professional Voicemail Greetings 5 Tips for Creating Professional Voicemail Greetings
- VoIP Phone Systems for Small Businesses VoIP Phone Systems for Small Businesses
- How to be a Successful Teleworker How to be a Successful Teleworker
- Quit Smoking Cigarettes: A Plan for Success Quit Smoking Cigarettes: A Plan for Success
- Stocking a Home Bar Stocking a Home Bar























