Welcome back folks… hope you have found the tips shared so far useful and tried to implement the simple email filing structure discussed in the post last week.
If you missed out, please read the earlier post which will help you implement a simple email filing structure and you will see how easy it becomes to file, find and archive e-mails later.
So… now that we have an email filing structure inplace… today’s tip is to answer the next obvious question
How do I file my sent and received emails to this folders?
For users of our QuickFile for Outlook addon… all you got to do is select the email you wish to file, select the folder and click a button to file away your emails.
If you are not using QuickFile or any other email management tools then the easiest way to move e-mails is to drag and drop.
Here is how I think you should configure Outlook so that your list of folders is displayed next to your Inbox (as shown below).
Viewing the list of folders beside the list of e-mails makes it much easier to drag e-mails from the Inbox/Sent Items to project folders.
To display the list of folders:
- In Outlook 2013: Click View tab on the menu > click Folder Pane > click Normal.
If you do not have the Reading Pane display, click Reading Pane > click Right
- In 2010/2007: Click View on the menu > click Navigation Pane > click Normal
- In Outlook 2003: Click Go on the menu > click Mail. If the Navigation Pane does not show: Click View on the menu Click Navigation Pane > click Normal
That’s it… try this filing method for yourself and see how easy it becomes to drag and drop emails into project folders and keeping your inbox clean.
Time to join the conversation – what do you think?
Let us know what you think by leaving a comment below. Feel free to share your own experience and the filing system that you use to keep your inbox clean and organized with our readers.
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Here are links to the earlier tips we have discussed so far in case you missed out:
Tip #1 of 8: Turn Off Auto-Archiving in Outlook
You should archive e-mails as projects are completed. Don’t disorganize yourself by archiving based on dates.
Tip #2 of 8: Think carefully before using Outlook Rules
Rules can cause you to miss taking action on certain e-mails and also filing them into incorrect folders.
Tip #3 of 8: Find out where your Outlook data file is and backup regularly
How can you be sure that your Outlook data is being backed up if you don’t know where it is?
Tip #4 of 8: Split your Outlook data into more than one file
This technique will stop your e-mail file from getting bloated, slow and eventually corrupting itself and dying.
Tip #5 of 8: File your e-mails using the same folder structure as you do for your paper files
Filing e-mails into folders makes it much quicker and easier to file, find and archive e-mails later.