With meetings, spam, and the daily chaos in your e-mail world, the inbox on your mail client, be quite so full and complex. A messy inbox can sometimes make it difficult to find specific and important e-mails, and perhaps You not really know where to start looking. These situations can be rectified, and help you to get a more streamlined and organized Outlook. Microsoft Office Outlook tools helps you to organize e-mails in a significant, simple way. These features and tips here work equally well in the Outlook 2007 and Outlook 2003.
Not using Outlook at all? Maybe your using Outlook Express, which is part of Microsoft Internet Explorer, or perhaps you are using Windows Vista and using Windows Mail? Both of these have an interface similar to some of the Outlook, but does not support as many options and configurations. To find out more about this read about Outlook Express or Windows Mail.
This information will show you some tools that you can use to organize and systematize your e-mails. You can use one of these tools, or a combination, to categorize / search and check e-mails you're looking for, or need.
Tip 1
Grouping of messages into folders.
By creating separate folders for sorting messages, you can easily keep good track of the various messages that are flowing around. You can base this on the sender, the days, weeks, or any additional criteria you may need. This is perhaps the easiest way to sort and organize messages, as it requires little intervention and easy sorting. To do this, follow these steps:
1. Open Outlook and Choose E-mail, so that the list of the inbox comes up.
2. Right click on Inbox and select New Folder.
3. Enter the name of the folder, such as Project, "Sender," January, etc.. Depending on how you want to sort.
4. Select where to place the folder, it can either remain as a branch under the inbox, or you can move it to a specific location.
5. Move so the respective messages that you want to have the entry in the folder from the inbox. This is easily done by using click and drag method from the inbox.
In this way, you can easily find the emails you want in an easy to efficiently, there is little effort to move these emails over manually, but later in article we will look at how you can create that rule To do this automatically.
Tip 2
Create Search Folders for quick messages.
Search Folder is a fast and convenient way to search for predefined groups of emails on. This sort does not store messages directly to folders so that it is mentioned above, but it makes rather a virtual folder that show all messages that are in the inbox depending on attribute / predefining you have selected. Outlook has no separate default folders, such as unread e-mail, but you can also create your own. For example, you can create search folders that contain specific projects or senders, and more. To create your own search folders for Outlook 2007 and Outlook 2003 is pretty simple:
1. Open Outlook, Click File and then New. Then select Search Folder that is in the list that appears.
2. Here you can choose to use the default search options or if you want to make your own.
3. Follow the instructions that are displayed in the window for the search folders.
Tip 3
Quick Sort of messages.
We can also find messages in your Inbox in a simple and fast way by sorting them by modifying the way it appears in your inbox. We can sort them by date, sender, size, and more. When done it will be the messages with the highest value or alphabetic order is automatically put at the top, you can also flip charts to show the reverse order. You will also get the messages in groups, based on the criteria that are set.
Tip 4
Use of rules and alerts.
Using Outlook Rules and Alerts, you can easily automatically perform actions for both incoming and outgoing messages based on the criteria you give them. You can, for example, to forward all messages that come to your inbox from a particular person to your own specific folder. This could be based on either the sender, message title, or a bunch of other options. By forward messages using rules and alerts, is not only more efficient, but it also organizes the entire inbox in a very efficient and transparent manner. You save that time to even sorting these messages, and saving you time to find the specific messages. To find where you create that rule and alerts in Outlook do the following:
1. Select Tools on the taskbar in Outlook and then select Rules and Alerts option in the list.
2. A window called rules and alerts pop up, here, select New Rule, and you now have a new window that lets you configure it like you want.
To read more about the rules and alerts, you can read these links for Outlook 2007 and Outlook 2003 (English).
Tip 5
Reduce unwanted messages with spam filter.
Protect your inbox against confusing and unwanted messages using Outlook Spam Filter. These filters send messages flagged as spam to their own folders in Personal Folders. One could easily see here over the messages, and ensure that there are messages that are sent wrong here, or you can adjust the flag so that it becomes more or less restrictive. To learn more about this please read, these links, respectively, to Outlook 2007 and Outlook 2003.
Tip 6
Color coding of the e-mail.
Another simple way to distinguish between the messages is to give them color coded. By using color codes, it is easy to distinguish instantly between the different messages, for example, configure your inbox to assign automatically a color to the messages flowing into the inbox, out of the given criteria (you can also manually give them a certain color for them when they arrive to the inbox). This is a simple way to highlight important messages, which you will quickly find, or who are from specific senders. You take simple right click on the message you will note, select Categorize and choose a color. There you can choose the standard color, or create their own.
Tip 7
Flagging messages.
One could easily use the flagging of messages, tasks and more using the quick flagging, which in turn helps you to classified them and / or mark them for further activity. Flagging could help you to remind you of follow-up or answered the e-mails or other services or activities arising. Here you can also add your own reminders on the flags. A very effective way to collate and follow up messages.
Flagging in Outlook 2007
Flagging in Outlook 2007 works the same way as in previous versions, except for a few exceptions. Previously one could choose between different colors of flagging, but in Outlook 2007 You can choose between different design on the flag. That way you can use the color that suit you best, and see the degree of importance from the designer of the flag. Read more about flagging in Outlook 2007.
Flagging in Outlook 2003
Here you can use six different flag colors to identify the different identities. One could, for example, use the red flag on the very important messages, you can use the yellow flag on the less important messages, and blue flag on messages to be read later. You can also configure your own shortcut flag of their choice that meets your requirements. Learn more about flagging and how to make colored fast flag.
This was a few simple tips to those who want little more order in their inbox, and not quite sure how to do this.
