If this is you, then read on for some tips on organizing your Inbox so that you spend less time sifting through the junk and more time on the emails that need your attention now!
These tips below are based on using Outlook and Outlook Express, but if you don't use either of these email programs, just let me know the one that you do use and I'll find out how to do it!
First you need to create a set of folders within your Inbox. For example, I belong to several different networking groups and receive daily emails from all of them. Within my Inbox I have a folder for each client, and individual folders for each networking group that I belong to.
To create a new folder
• Right click your Inbox and select New Folder
• Give your new folder a unique name, for example I have an AUKVA folder for the Alliance of UK Virtual Assistants.
• Repeat steps 1 and 2 above for each new folder that you wish to create - do one for every group/person that you receive regular emails from.
Now that you have your set of new folders, you now need to create a Rule that will tell Outlook/Outlook Express that when emails are received from XXXXXX you want them to automatically go into XXXXXX folder.
To create a Rule
In order to explain this, let's assume that I am going to create a rule for all my AUKVA emails to go directly into my AUKVA folder:
• Go to 'Tools' ---> 'Rules Wizard' ---> 'New'
• Now choose which type of Rule you want to create. In this case I would choose 'Check messages when they arrive'. Choose Next.
• Select the conditions for your rule. In this case, I would choose 'Where the subject line contains specific words' because all my AUKVA emails have AUKVA in the subject line. However, if you are setting up this rule for receiving emails from a particular person, then choose 'From people or distribution list'.
• Now you have to enter specific words. Click on the hyperlink 'specific words' in the box below and enter your criteria. In this case I would enter AUKVA and Choose OK. Choose Next.
• Now you have to say what you want Outlook to do with these messages. In this case, I would choose 'Move to a specified folder'. The procedure is the same as in Step 4 above, click on the hyperlink 'specified folder' in the box below and select the folder where you want your messages to go. In this case I would choose my newly created AUKVA folder, which is situated within my Inbox. Choose OK. Choose Next.
• If there are any exceptions to your rule, add them here. Choose Next.
• Now give your Rule a name. Ensure that the 'Turn on this Rule' is checked and click Finish.
Tada! - You're done!
Now repeat steps 1-7 above, creating a separate Rule for each new folder that you've created. Next time you receive emails they will automatically be filtered into the appropriate folders. You will be able to see which emails need to be dealt with immediately, and which you can leave till later to read.
The emails that will appear in your Inbox will just be those that do not have a rule associated with them, or are junk mail. This will make them much easier and quicker to sift through.
If you need any help or advice with setting up your folders and rules then just contact me and I'll be happy to assist.
