Managing Email

0
556
Managing Email

Email tips tell you what you should do and what you shouldn’t do. You will gain experience for sometimes. And you are now confident to use and write email. Your inbox is getting more and more emails and has thousands of email. Sometimes you find yourself buried in a clutter. Or your mailbox quota is over and you cannot receive any more email. Even worse, when you open your email program, all your emails simply disappear, etc. Managing email well can help you prevent this from happening. It will save a lot of your time and energy and you will be better at work.

Here are some techniques for you to adopt:

  1. First managing email technique is to get your emails organized by putting them into folder, assigning category or using Rules.

A folder can be

    • A customer, a vendor or a partner: for example, if you are a sales a person, you can create folder and name it as customer’s name and move all your important emails with that customer, such as your quotation to this folder. You can also create folder, name it as vendor name or partner name to store all your vendor’s quotation or your partner agreement. In this way you can easily find them later on.
    • A function or an activity: for instance, you can create a “Meetings” folder and store all emails relating to your meetings in this folder.
    • Creating new folder in Microsoft Outlook can be done by Right Click on the parent folder and then click on “New Folder” as below picture and name it.
Create New Folder
Create New Folder

 

You can organize emails by category. A category can be assigned by:

  • Right click on Category Column, then you can choose a category as below screen
Choose a category
Choose a category
  • You can create a new Category by click on “All categories”. You will see the screen below, then you click on “New” and give category a name
New Category
New Category

Note:  If you don’t see the Category Column, you can add this column by going to “View” Menu, then click on “View Setting” to show setting screen. Click on “Column” button. In the “Show Columns” screen, you can add or remove a column.

 

 

Show Category
Show Category
Show Category 2
Show Category 2

Rules can be an effective way to save time.

  • In the “HOME” tab, click on “Rules” and “Create Rule”

 

Create Rule
Create Rule
  • In the “Create Rule” screen, you can click on “Advanced Options”. Rules Wizard will show many conditions for you to choose.
Rule Advance Option
Rule Advance Option

 

Managing email can be done by one of these technique or you can combine 2 or 3 of them together. For example, you create a rule to move all emails from Customer A to folder A. Or you can create rule to receive from specific email and assign it to a category and then automatic move these email to a specific folder. There are many rules you can combine together. Please take some time to explore and practice.

  1. Clean your mailbox.
  • You can clean your mailbox by deleting unnecessary emails. You can archive old emails, back up these archives and delete these archives. If you want to find back your email, you can import these archives back to your inbox.
  • Remember to empty “Deleted Items”, “Junk-emails” folder or in “Sent” folder periodically. Make sure you back up before deleting them.
  1. Back up email.

You can back up the whole email database or you can back up a specific folder.

  • To back up a whole database, go to “Account Setting”, check on tab “Data files”, you will see the location of your email database file. Just go to that location, copy and paste to your back up folder. You also need to name your file so that you can understand what that means later on. I suggest you add year, month, date or even time to the file name.
  • To back up a specific folder, Go to menu “File”, click on “Option”. Choose Advanced option and Click on Export as below:

 

Outlook Option - Export
Outlook Option – Export
  • Click “Export to a file” and choose file type “Outlook Data File (.pst)”. Choose folder you want to export and Check on “Include subfolders” if you want to export the sub-folder as well

 

 

Imp Exp Wizard
Imp Exp Wizard
Chose Folder to Export
Chose Folder to Export
  • Choose the location you want to export to and name your file.
  • You can import these file later on by similar procedure, but in the “Import and Export Wizard”, you choose “Import from anther program or file” and then you choose the location and the file to import them back to your mailbox
  1. Compact database file to reduce database file

All your items (email, address book, calendar….) are placed in an Outlook Data File (*.pst). This allow you to access all your items offline.

When an item is stored in this data file, it will occupy some space forever, even though that item is already permanently deleted. This is the way a database file work. That means your data file just get bigger and bigger overtime. It will slow down the email program. Or outlook may have trouble to open the database file if it reaches the limit 50 GB (preconfigured by Outlook 2010, Outlook 2013).

This is why we should occasionally compact our Data file by using Outlook Compact tool.

To do this, Go to “Account Setting”, choose tab “Data Files”, Click on “Settings”, Click “Compact Now” and Outlook will compact the file for you. It will release the space previously occupied by deleted items.

Compact Outlook Data File
Compact Outlook Data File
  1. Remove emails on sever to avoid over quota on server.
  1. Unsubscribe from unwanted emails or encourage people to send you less.
  1. Create template emails in case you need to send or receive similar email.
  1. Take action immediately when applicable (reply, delete, skip, archive…).
  1. Use address book.
  1. Do not send email immediately when connected.

Find this managing email technique helpful? Please share it with your friends.

Want to know advantages when using email effectively? Please click here

If you have any comments or questions to share regarding managing email, please provide them below.

Leave a Reply