Best Outlook email organization tips?
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Inbox is to do, then current client folder and old client folder. Never delete anything. Have admin news automatically file away to their own folders. Color code calendar.
I organize by client
Delete old emails that are part of a chain (keep only most recent email that shows the history of the communications). Exception is for the emails that have attachments in them
Another nod toward a folder for each client. Also have a folder for firm communications, any groups you're apart of, review emails, etc. Have a place for everything and as soon as you're done reading it, file it.
Here for the tips
Set up a run that automatically color codes incoming emails by client. Then once a week run a run that sorts the color codes to the appropriate folder. This way you still get all emails through your phone and you can still clean up your inbox with one click of a button when you are on your laptop.
Yes, please do tell.
Gmail ftw
I have a folder for all my clients. Inbox is things that I need to work on. In client folder but unread means I'll need it later. Set up rules to send emails I where you need them to go if you know you don't need to ever do anything with them (admin, etc). The hardest thing is file, file, file. Get that crap OUT of your inbox if it doesn't need to be there. I start freaking out when I have to scroll through my inbox, though it's basically an impossible task.
Assuming everyone knows how to set rules here? Surprised by how many people don't use them. I have separate inboxes for fucking everything. I probably get carried away with it but I love the organization.
Inbox copy folder where all cc and bcc mail gets files.
Delete nearly everything once you archive ;)
Yes!! Rules ftw
Rules are great but lets say you do the move all that I'm cc or bcc, then you don't get them on your phone's inbox. If only iOS and Android can finally create an unread folder to view all the emails that are filed away by rules. Another useful feature in outlook are categories. You can apply multiple categories to one email i.e. To-do category and then another for the client or training material, etc
Personally for me, my current client information stays in my inbox for the most part. I just did two client site visits and all that support went directly to a specific folder to be more organized. Before switching engagements, take 30 minutes to file everything quickly into folders to try starting off fresh with a clean inbox
I second the client folders, but I also use the categories function to keep things in my inbox sorted by client /topic.
I guess I know what I'll be doing this week during all of my downtime. 😊
Delete!