How to Organize your Work Emails: Best Email Folder System 

By: Standss Contributor , Apr 18th, 2023

Email has become an integral part of our daily lives. It’s a primary mode of communication for most professionals, and with the volume of emails we receive, it can quickly become overwhelming.  

That’s why it’s important to have a system for organizing your emails, especially if you use a platform like Outlook. Outlook is a popular email client that offers many features to help you manage your emails effectively.  

A well-organized email folder system can help you prioritize important emails, categorize emails by subject, sender or date, and keep track of emails that require follow-up or action. 

In this blog, we’ll discuss some tips and tricks for organizing your work emails in Outlook to make your email management experience more efficient and less stressful.  

Whether you’re a busy professional or just someone who wants to keep their inbox under control, this blog is for you.  

So, let’s get started! 

Download QuickFile for Outlook to File & Organize your Outlook mail

1. Create folders to organize your Email 

Creating folders to organize your email can help you stay focused, productive, and organized, allowing you to manage your work more efficiently and reduce stress.  

Creating folders to organize your email can help you in several ways: 

Easy Access: With folders, you can categorize your emails based on their topic or sender, making it easier to find what you need quickly. 

Improved Productivity: When your inbox is cluttered, it can be hard to focus on the most important tasks. By organizing your email, you can reduce distractions and increase productivity. 

Better Time Management: By keeping your inbox organized, you can manage your time better by prioritizing important emails and responding to them first. 

Reduced Stress: A cluttered inbox can be overwhelming, causing stress and anxiety. Organizing your email can help reduce stress and create a sense of control over your work. 

Improved Collaboration: If you work in a team, creating folders can help you collaborate more efficiently by ensuring that everyone has access to the relevant emails. 

2. Create a folder structure that works best for you  

Creating an email folder structure that works best for you depends on your personal preferences and the nature of your work.   

Some general tips to help you create a folder structure that suits your needs: 

Determine your categories: Start by deciding on the categories that are most relevant to your work. For example, you may want to create folders based on projects, clients, or topics. 

Keep it simple: Avoid creating too many folders or subfolders as this can make it harder to find what you need. Instead, aim for a simple and easy-to-navigate structure. 

Use a consistent naming convention: Use clear and descriptive names for your folders so that you can quickly identify what’s inside. A consistent naming convention can also help you stay organized and find what you need faster. 

Re-evaluate regularly: As your work changes, your folder structure may need to adapt. Set aside time to re-evaluate your folder structure periodically and make adjustments as necessary. 

3. Simply your Folder Structure 

Creating a few email folders simplifies your email management by making it easier to navigate through your inbox and can help you maintain focus on the emails that are most relevant and important to your work.  

Have you heard about the Hick’s Law? 

The Hick’s Law is a fundamental psychological principle that suggests the more options an individual has, the longer it will take for them to decide on the best course of action. 

Hick’s law is often incorporated into user experience design to avoid overwhelming potential users. 

When it comes to creating email folders, this law can be applied in several ways.  

Firstly, if you create too many folders, it can become difficult and time-consuming to decide where to file an email. 

On the other hand, if you have too few folders, you may not be able to organize your emails effectively, and you may end up wasting time searching for specific emails when you need them. 

To apply the Hick’s Law effectively when creating email folders, it’s important to strike a balance between having enough folders to organize your emails effectively and not having so many that it becomes difficult to decide where to file them. 

4. Regularly review and clean up your folders 

Set aside time to regularly review and clean up your email folders.  

Delete emails you no longer need, file away those that you do, and archive old emails that you may need to refer to later. 

Folders that you can create  

The email folders you create to organize your work emails will depend on your specific job responsibilities and the types of emails you receive. However, here are some common email folders you may want to consider:  

Action: This folder is for emails that require some sort of action from you, such as responding to an email or completing a task. 

Follow-up: This folder is for emails that you have responded to but are waiting for a reply from the recipient. 

Projects: Create a folder for each project you are working on, and file all relevant emails in these folders. This will make it easier to find all project-related emails in one place. 

Clients: Create a folder for each client, and file all emails related to that client in the appropriate folder. 

Newsletters: Create a folder for newsletters and other regular communications that you receive, so they don’t clutter up your inbox. 

Suggested folders that Lawyers can create: 

Clients: Create a folder for each of your clients to store emails related to their case or matter. 

Matters: Create folders for each case or matter that you’re working on, especially if you have several clients associated with it. 

Deadlines: Create a folder for emails related to deadlines, such as court dates or filing deadlines. 

Correspondence: Create a folder for emails related to general correspondence with clients, colleagues, or opposing counsel. 

Documents: Create a folder for emails that include important documents, such as pleadings, contracts, or agreements. 

Administrative: Create a folder for emails related to administrative tasks, such as scheduling, billing, or personnel matters. 

Reference: Create a folder for emails that contain information that you may need to refer to in the future, such as legal research, case law, or regulations. 

Suggested folders that Accountants can create: 

Clients: Create a folder for each of your clients to store emails related to their accounting needs, such as invoices, receipts, and financial statements. 

Tax Filings: Create a folder for emails related to tax filings, such as tax return documents. 

Payments: Create a folder for emails related to payments, such as payment receipts, vendor invoices, and customer receipts. 

Budgets: Create a folder for emails related to budgeting, such as budget proposals, expense reports, and budget revisions. 

Audits: Create a folder for emails related to audits, such as audit reports, audit requests, and audit schedules. 

Business Operations: Create a folder for emails related to the day-to-day operations of the business, such as payroll, employee benefits, and insurance. 

Training and Development: Create a folder for emails related to training and development, such as conference invitations, professional development opportunities, and industry news. 

Suggested folders that Educators can create: 

Classes: Create a folder for each of your classes to store emails related to course materials, assignments, grades, and student communication. 

Meetings: Create a folder for emails related to meetings with colleagues, administrators, or students, such as meeting invitations, agendas, and minutes. 

Professional Development: Create a folder for emails related to professional development opportunities, such as conferences, workshops, and training sessions. 

Research: Create a folder for emails related to your research, such as research proposals, grant applications, and research findings. 

Student Support: Create a folder for emails related to supporting students, such as academic advising, student services, and counseling. 

Committees: Create a folder for emails related to committees you serve on, such as curriculum committees, assessment committees, and accreditation committees. 

General: Create a folder for emails that do not fit into any of the above categories but may still be important to keep. 

Take control of your Inbox with QuickFile 

If you’re tired of spending countless hours sifting through your inbox, searching for that one important email, QuickFile for Outlook is here to save the day.  

Our innovative software allows you to easily categorize, file and prioritize your emails, all with just a few clicks. 

QuickFile for Outlook is designed to seamlessly integrate with your existing Outlook account, making it the perfect tool for individuals and businesses alike.

With our intuitive user interface, you can quickly and easily sort your emails into project-specific folders.

The Send&File feature of QuickFile prompts you to file sent messages as you are sending them.  

File your outgoing emails in your chosen folder with Send&File feature

QuickFile quickly learns about your filing habits and then starts to predict where you would want to file your emails.  

Filing a message to the correct folder becomes effortless with just one click after a short training period. 

You can also file your messages in the same thread with one click, without manually having to select them. This makes it easier to clean your inbox by quickly filing your messages.  

QuickFile is a great tool that can simplify email filing for lawyers, accountants, educators, government agencies and other professions involved in sending and receiving a large number of emails.  

Another useful feature of QuickFile is that you can defer/snooze emails out of your inbox until you need them with eeminders (see screenshot above).  

Download a fully functional trial today or contact sales on to learn more.  


Image Credit

Image by lookstudio on Freepik

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