Internal communication about business-critical methods (mid to high importance) Whether it's communication with a vendor about services or a contract sent to a potential client, emails about business with external parties are often considered as a higher level of importance. Interaction with external parties (higher importance) We've simplified this by breaking down emails into three main categories: 1. In addition, not all emails are equal: different types require different retention periods based on their level of importance.įear not.
HOW TO CATEGORIZE EMAILS IN OUTLOOK FULL
While your organization needs to properly sort and manage email content, this task can feel gargantuan when every employee has their own full inbox and receives volumes of new emails on the daily. You've likely got a common case of the cluttered inbox. It's time to get real about the situation in front of you. This can all be done in three simple steps: Step 1: Face the clutter We'll also look at how retention policies can be applied automatically to these categories so business-critical email content is properly managed for easy accessibility and the most gained value. We'll be sharing a simple method to categorize Outlook emails via color coding for an organized inbox that sparks joy. This tip inspired us to share how categorizing your emails can both organize your inbox and transform your organization's overall email management processes. in your email inbox? While we can use Kondo's tips for folding or storing items in our homes, we've also found her advice to be applicable to organizational email management. But what about the clutter behind the screen.
So you just learned a great tip for navigating Outlook by color coding important contacts and messages.Marie Kondo advocated for the magic of tidying up various aspects of your life. Now any contacts in your VIP list will be marked with the color. Now click OK.įinally, click “Finish” at the Rules wizard. You can rename the category, so let’s name this one VIP. Then, a Color Categories window shows up where you want to select the color you want to assign. In the Step 2 box below, click the “assign” link. You’ll return to the Rules Wizard, so click the checkbox that reads “assign it to the category”. This will designate your contacts to show up in this category. Now, a Rule Address window will pop up and you’ll want to add any email addresses in your VIP category in the “From” box below. The Create Rule window will appear then click “Advanced Options”.Ĭheck the top options in the Conditions checkbox. To do this, click “Rules” in the top bar, then select “Create Rule”. We can also create a rule where emails from important people are marked with a particular color. Hit the search bear, click the “Categorized” button and find the color for the category to pull up all the messages marked with that particular color. Now, you can use the search function to find emails that you’ve marked as important. There are a variety of colors to choose from for your personal preference. To see this in action, select a message from a contact, click on the “Categorize” button in the top bar and choose a color. Outlook uses a color coding system that allows you to mark certain emails as important and then find those messages that are marked with that particular color. Using the Microsoft Outlook tool can be categories is a great way to keep your inbox organized and find emails from certain contacts when you need them. When you’re buried under a flood of emails, this can really help critical messages stand out in your inbox.
Keep your email organized and stay ahead of important emails with this simple tool! On this week’s One-Minute Wednesday, John McCormack will be talking about how you can use Categories to highlight VIP emails and keep track of important notifications.
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