Email Management in Outlook
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The document provides tips for effectively managing email in Outlook. It recommends using only 3 folders - Inbox, Reference, and Personal. Categories should be set up for emails like @Read and @Waiting to help with organization. Search folders allow filtering emails in different categories. The four D's model - Do, Delegate, Defer, Delete - is presented as a decision-making framework for handling emails. Calendar, tasks, and rules are also discussed as tools for staying organized. Questions can be directed to the presenter, Clive, by email.
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Email Management in Outlook
- 1. Email Management Making the most out of Outlook Clive Ciappara
- 2. Categories Today’s Agenda Search Folders Four Ds Calendar + Tasks Rules Email Tips
- 3. Folders Lots of Folders
- 7. You only need 3 folders
- 10. Categories
- 12. @Read Two Important Categories to have @Waiting
- 13. Multiple Categories for email Why use Categories? Conversations are already set Easily searchable
- 15. Search Folders
- 17. Let’s give them a try in Outlook…
- 19. Take care of them!
- 20. Four D’s Model
- 21. Do it - 2 minute drill Delegate it Defer it Delete it
- 22. Follow Up
- 23. Calendar & Tasks
- 24. Rules
- 25. Email Tips
- 26. For more help How Harry got organised Tame your Inbox with the 4D’s 4D’s for Decision-Making
- 27. Any Questions? Send me an email - Clive
- 28. Find out more • On https://techblog.betclicgroup.com/
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Editor's Notes
- Bonjour! Thanks for coming to today’s training about email management
- Today’s Agenda. We will talk about…. [slide] //This will help you in your day to day management of emails// What comes to your mind when you think about Email Management?
- Folders - Lots and lots of folders!
- - I don’t know if you manage all those folder, but that’s exactly what I used to do! This was part of my folders in Outlook as of last year. And it was An Epic Fail! I had rules moving emails around to try to reduce emails from my Inbox but end up not seeing them I had conversation that I put in different folders
- It’s like you’re in a supermarket. You’ll end up having to go through most of the rows (in our case most of the folders) to find the specific item you need. You can search but most of the time, we would go folder by folder and check if the email is in that particular folder.
- But that is what we do in real life. We use folders to put away papers, so the first thing that comes to mind is to do the same to our emails. But we have to adapt. So how can we make emails more manageable?
- - We will still use folders - But this time, you only need 3 folders
- Reference – store all the emails in here, it’s your email archive of the emails that you already read Personal – here you store all your personal emails // like any jokes from friends // so if you are searching for an email having your boss near you, you want find any embarrassing emails Contact Groups – store all the emails that are sent to contact groups // these are still important emails but don’t need your immediate attention
- So ok.. now we would have all those emails in 3 folders… But how are we going to sort emails?
- We will use categories. Categories are used to tag your emails
- - Open Outlook, and add categories to each email that you have This is a quick demo on how to set a category and create new ones
- @Read – set emails which have a PDF to read or statistics, to read them later if you don’t have time @Waiting – for emails that you send to others, and need a reply from them, set them as waiting to know immediately who still needs to reply to you
- You can have multiple categories set for the same email. You cannot do this with folders. Whenever you receive an email from a previous conversation on which you already set categories, you immediately know what the email is about Easily searchable. You’ll know how in a moment. So what do we have now? With this system you’ll end up with something like this.
- - You have everything in one folder, but categorized. - We now need to retrieve them. And that’s where the next folders are used…
- Search folders are virtual folders that will store all the emails that match specific criteria. So you can have search folders for the main categories you want. And you can view them in one location even though the emails may be located in different mail folders. So With search folders you can have the following setup.
- With search folders you can have temporary folders for the current projects you have. At the moment, since I’m working on the Poker Bonuses Project, I created a search folder for this project to have all the emails in one place Remember the @Read and @Waiting categories? I set a search folder to know what I have to read and what emails I still need a response from
- Open Outlook, and add search folders This is a quick demo on how to set a category and create new ones
- The difference between search folders and normal folders is that you won’t end up with a pile of folders of projects from 2 years ago. - Why? Because when you’re ready from the project, you can just delete it What If you need it again? You can just re-create it
- It’s now time to take care of the emails. How many times have you opened, reviewed, and closed the same email message or conversation? Those messages are getting lots of attention but very little action. So what do we do?
- We use the 4D’s model. What is it? This is a valuable tool to quickly decide what action to take with each item and how to remove it from your Inbox, and have that elusive Inbox-Zero. With the 4 D’s model, you will have 4 choices when reading an email:
- Delete it – if you don’t need it, just delete it Do – if it will take you less than two minutes to reply to an email, just do it Delegate – if you think this email is better suited to someone else or you really don’t have time to do it, delegate it and forward it to the specified person Defer – If you cannot delete it, do it in less than 2 minutes or delegate it, then this is something that only you can accomplish and will take more than 2 minutes. You need to defer it and deal with it after you had time to review your emails. You use the follow up. But how?
- [Show in outlook] how to make follow up of emails
- Important: Don’t use the Task View in outlook (Mail part). Instead in the mail part, show the calendar so you’ll know what meetings you have next As for the tasks, show the tasks in the calendar part to see them by date not in one big list.
- - Rules to move items to contact groups - Rules to set automatic categories (like Releases)
- View Settings in Outlook – Sent to me – make them purple Add to favourites - The search folders that I set a search for @Read and @Waiting are in my favourites pane at the top in outlook, along with my current project
- If you have any questions Send me an email!