Category: Outlook Email Filing & Management Tip

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Best Practices for Creating an Email Filing System in Outlook

In this post we define best practices for an Email Filing System that will work for lawyers, accountants, engineers, architects and other professionals who do work on discrete projects (or matters if you are a lawyer). The simplest system that you can use for organizing your emails is based on…

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Quick Steps: Add shortcuts to the Outlook ribbon to file your emails

Quick Steps: Add shortcuts to the Outlook ribbon to file your emails This week we continue our series on automating Outlook using it’s built in Quick-Steps feature. I will show you how to use Quick-Steps to add buttons to your Ribbon that will let you file emails to any folder…

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How to have a Clean Inbox and Procrastinate too!

Is you Inbox full of emails that you don’t want to work on but you don’t want to delete either? Here’s a tip on how you can keep them in your Inbox and remove them at the same time.  Confused? Read on. My general strategy to Get Things Done is…

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4 Tips to Tame Email without Multi-Tasking

Studies clearly show that people who do not multi-task can focus for longer periods of time and feel also less stressed. But emails makes it difficult to NOT multi-task, particularly if you get notified each time an email comes in. This post shows you 4 things you need to can…

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[Video] Getting Started with QuickFile for Outlook

This 5 minute video shows you how to use Microsoft Outlook to keep your emails organized. The video uses QuickFile for Outlook which you can download and try at no cost. You will see how easy it is to do the 3 ESSENTIAL email filing tasks that all business people need to…

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How to use Clutter in Outlook… with and without Office 365

Microsoft introduced the Clutter feature for Office 365. In this post, I share how Clutter was designed to declutter your Inbox… my own experience… and what you can use instead. What is Clutter Clutter was introduced for Office 365 users at the end of 2014. Microsoft says that Clutter was…

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3 Common Mistakes of Email Filing

The theme for this month has been email filing and clean inboxes. This week we look at the three common mistakes that result in lost emails and cluttered Inboxes. Over the last 15 years we have helped thousands of Outlook users get their emails organized and their Inboxes clean. In…

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Clean Inbox = One Folder + Two Habits

This post continues with the theme of Getting and Staying in Control over Your Email and your Inbox. I am going to show you a simple way you can setup your Inbox to show you only what you need to work on this week… with today’s action emails at the…

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Take action on your Outlook emails at the click of a button (QuickSteps)

You can reclaim a lot of your time and energy wasted on emails by automating repetitive tasks. Outlook has a built-in feature called Quick-Steps that makes it easy to create your own automations. The easiest way to show you the power of QuickSteps is with an example. Our company owns…

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Email Etiquette and Reply-to-Alls

The Reply-to-All button in Outlook can be both dangerous and an enormous time-waster, particularly in larger organizations. In this post we look at when it is OK to Reply All and how you can configure Outlook so that you (and others) make the correct choice between Reply and Reply-to-All. What…

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Protect your company from wrongly sent emails

The web is full examples of what the dangers to organization due to emails sent to the wrong email address (including one that may have led to a $1B settlement). What are the risks to your organization from these kinds of mistakes, and what you can do to manage those…

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A look at the year gone by and Welcome 2015

Happy New Year to all our readers and their family and friends. Hope you all had a great holiday de-stressing (hopefully not distressing) yourself and gearing up for the year ahead. I understand it will be awhile till we all get back to actual work so we will keep the…

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The Best use of Outlook Rules to improve Productivity (and Reduce Distraction time)

I have written on several occasions that I don’t use the Outlook Rules much but I have now managed to find an excellent use of this feature which has helped me stay focused and improve my productivity. Do you subscribe to any email newsletters, mailing lists or groups? I often…

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How to Tag (Categorize) Emails in Outlook so that it is easier to find them later

In the last post I showed you how most Outlook users were changing the subject of the emails to make the email findable later. I don’t personally change the Subject of emails. Instead I use Email Tags to tag my emails with keywords for searching later. My suggestion appeared to…

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