Arranging your Outlook according to priority is not an easy task especially if you got hundreds of inbox items. So, here are some methods that help you indicate the important items in a way that helps you save time.
Step 1: Clear the unwanted emails: by deleting emails that are not needed, you put an end to the clutter resulting from its presence. If you find out that the items you deleted are still there, try to delete it several times during the week until it does not show anymore. In case you want to keep some items for a week, for example, create a “pending” folder and store them there. Remove from your inbox all the items that you are not interested in.
When you delete unwanted subscription mail, you are probably wasting your energy. It will have an unsubscribe link if it is from a legitimate source. In case the email was sent from a doubtful party, write a rule for it: right click the message then choose Rules > Create Rule. Check the “From…” box and Move it to Folder box. Choose whether you delete it or keep it in the “pending” folder. In order to easily delete without clicking and dragging or dropping, create a Send to Folder Quick Step with a keyboard shortcut.
Step 2: Identify important messages:
a) Use Different colors: Right click on any item and choose Categorize> All Categories. Select different colors according to favorites, project or importance. You can create keyboard shortcuts to obtain easy and quick steps. Now try to prioritize your inbox by View> Arrangement> Expand/ Collapse> Collapse All Groups. Put together items of the same category then right click on the category color box and choose Clear All Categories. By this process you will clear all categories from the selected item.
b) Assign Tasks using Flags: each email message carries a flag on its right, so right click on it and assign its right timing. You might assign some tasks for today or next week… Keep the today flag as priority; sort by Flag Status, collapse all groups.
c) Select what is important: right click on the Search Folders icon in the Navigation pane and choose New Search Folder. Create a search folder for Unread Mail, Mail Flagged for Follow-up and/ or Categorized Mail in case it was not created for you. You can classify it as favorites by right clicking on each one and choosing Show in Favorites. The unread messages will turn bold when you get new messages.
Only through arrangement you will be able to stay on the right track. When you classify all the email messages into categories and by order, you will facilitate your job and make sure you won’t miss anything. In addition to that, you will save your energy and time.