2. Do not let your inBOX
ruins your day.
• Don’ t take a look every 5
minutes to your emails.
• BUT take a look only 2 or
3 times per day and
optimize the way you
manage them.
3. Only Handle It Once
(OHIO)
• Essentially, once you see the email in
your inbox, deal with it immediately
if it must be or dealt with later.
• Your options are :
• NOW : to Delete, Delegate, Reply (if
less than two minutes), Archive (read
and file)
• LATER : Task (or simply keep the
email in the inBOX)
4. Reduce nb of email in
your inBOX.
Create rules to classify
automatically incoming email
such as daily reporting, regular
newsletter, etc.. that do not need
you daily attention.
5. Check Your Spam Folder
Periodically
• Check your spam folder periodically for
legitimate emails that may have been sent
there by mistake.
• If you find legitimate email you can select it
and mark it “Not Spam ” to move to your
InBOX (with the attached files) and ensure that
future messages from this sender will not be
flagged as spam.
• Delete all remaining emails in your Spam
Folder : keep it clean.
6. Think twice & check before
clicking.
• Use emails protection tools against
phishing/spoofing & ransomware,
etc…
• But on top of that, be careful with all
strange, unexpected, unknown
incoming emails.
• If there's a doubt, there's no doubt :
delete !
7. Keep a track of
expected answers.
• For exemple add a /RR (Reply Requested) in the
subject of all mails which need a clear answer.
• Then setup a rule to move into a folder
(ReplyRequest) all emails with a //R in the subject.
• Your ReplyRequested folder is your reminder of
expected answers.
• And tell the people what does the /RR in your
emails subject mean.
There’s others options to achieve the same result, using the
native features of Outlook for example.
8. Protect you email accounts
• Activate MFA (Multi-Factor
Authentication)
• Use apps such as Microsoft
Authenticator with all your
accounts (emails but also
LinkedIN, Amazon, Facebook, ..)
9. Email etiquette
• Do have a clear subject line.
• Keep e-mail short and to the point.
• Be clear in want you're waiting for.
• Re-read the message before sending to ensure it is
relevant and clear and without orthographe or syntax
issue.
• Don't email to the world. Use the ‘cc’ appropriately : be
sure that you're not going to spam people.
• When you answer to an email, do not reply to all if your
answer is 1:1.
• Double check you have the correct recipient.
• Check there’s no macro in your attached files.
• Compress large files before sending as attachments.
• Do not use upper case or red character.
10. Don’t forget to attach
the required files
3 steps
• My email well written, proofread
and ready to send
• My email sent
• The remaining attached document...
11. Use « Search »
to find emails.
• Keep low number of folders
(and avoid subfolders), don't
lose time to organize too much.
• Spend time on how your mail
"search" function work. It’s
often the best option to find
quickly an old email.
12. Email is not always the right
communication tool !
Sometimes it could be :
- a WhatsApp,
- a SMS,
- a Visio session,
- a phone call,
- a direct face to face IRL (In Real Life)
We are not all reacting the same way to
incoming message according to the channel.
We must adapt to the way other people are
using communications tools.
Editor's Notes
There is two type of people :
- those who try to keep their "email reception folder" empty
- those who keep all their emails within the "email reception folder"
