How to have a Clean Inbox and Procrastinate too!

By standss · Comments ( 2 ) Tuesday, September 20th, 2016

Eeminders

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 to only keep emails in my Inbox that I actually need to work on. However..

There are many emails in my Inbox that I know  that I won’t be working on today… or even this week. I don’t want to delete them because I (maybe) will work on them someday.

Here’s a simple thing I do weekly that helps me have a clean Inbox to work from… and still keep those unurgent emails around.

I will show you two ways of doing things… a manual way and an automated way using eemnders for Outlook.

1) The Automated Way

Once a week I do a Weekly Review.

I look at the emails and decide what I will work on this week. Those emails get to stay in my Inbox. The others get moved out.

I use eeminders for Outlook to move emails out of the Inbox. I’ll show you the steps in a minute but basically…

eeminders installs inside Outlook lets me select emails to “defer” or “snooze” to a date and time of my choosing.  The selected emails get moved out of your Inbox but then magically reappear on your chosen date and time.

You can download a fully functional trial of eeminders for Outlook.

You can use eeminders to snooze your non-urgent emails for a week using the following steps.

Go to your Inbox.

Select the emails that you want to move out (press the CTRL button to select multiple emails if you want).

Right-Click over one of the emails and then click eemind me – 1 Week.

eemind_me

The selected emails will get moved out of your Inbox into another folder called eeminders. A week later they come back into my Inbox.

Why I like this?

  1. I don’t have to think too hard and the process is FAST. It’s not like I am deleting the emails. It is easy to identify emails that I won’t be working on this week.
  2. The emails will come back into the Inbox so I WON’T FORGET THEM! Chances are that in next week’s weekly review, I am just going to defer them for another week but that’s OK. At least I won’t forget them.
  3. In case I run out of things or change my mind, I can always go to the eeminders folder and retrieve an emails that I need to work on.

2) Doing this Manually

(In case you skipped it, please read the Automated Way above first to understand the idea of the Weekly Review)

You could also do this manually by creating a folder and calling it something like Next Week. Then when you do your Weekly Review:

  1. Go to the Next Week folder and drag any emails that you plan to work on this week into your Inbox.
  2. Go to your Inbox folder and drag any emails that you do not plan to work on this week to the Next Week Folder.

My own experience (and the experience of many many Outlook users who we work with) is that the manual method requires too much will-power and discipline and after a while we stop doing it.

I have been using eeminders in this way for the last 3 months and my Inbox has been a joy 🙂 to work from.

Main for post sendguard

Clean Inbox = One Folder + Two Habits

By standss · Comments ( 0 ) Wednesday, January 13th, 2016

Happy!

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 top.

This system does NOT require anything extra. All you need is Outlook to get started.

But first…

Why?

While a lot of productivity gurus advise that we should NOT use our Inboxes as a To Do list, most of us still do.  Why?

Because it still is the place where most of our To-Dos arrive. It’s easier to leave them there than to transfer them somewhere else. However …

The Problem with working from your Inbox is…

The emails do not arrive in the order in which you need to work on them.

Having them all in the Inbox at the same time can be overwhelming because you’re presented with too much information … you see everything that you need to work on… without any way of knowing what you need to work on first.

You can solve the problem using ONE folder and 2 New Habits

Assumption: I am assuming that your Inbox only has emails that you still need to work on. Emails that you have finished with have either been deleted or filed out of the Inbox (last week’s post compares advantages of filing emails by folders or tags in Outlook).

Here’s what you can do to have your Inbox show you what you need to work on this week, with the emails that you need to work on today at the very top.

Setting up the One Folder System

  1. Create a folder under the Inbox called Later
  2. Drag and drop the emails that you don’t need to work on this week into this folder.
  3. Flag (using the follow up flag in Outlook) the emails that you want to work on today.
  4. Sort your Inbox by the flag/follow-up column so that flagged items will now appear at the top.

Why do I keep all emails for the week (instead of the day) in the Inbox?

Because I can get a quick overview of what I need to work on in the near future by simply glancing at the Inbox…plus it makes the system easier to use if I only need to look at unurgent emails once a week.

Habit #1: Daily Review

You will need to do the following each time you get new emails in your Inbox.

Either delete or file emails that no longer need your attention. Once you complete this your Inbox will only have emails that still need your attention.

Move emails that you will not be working on this week into the Later folder.

Flag any emails that you will be working on today (and unflag any emails that you have changed your mind about).

Habit #2: Weekly Review

At the start of every week, go to your Later folder and move any emails that you plan to work on this week back into your Inbox.

That’s you new Clean Inbox but…

Probably the biggest problem with this system is the need to manually move emails back into your Inbox.

It is easy to forget about the emails that have been moved to the Later folder and as a result miss out on opportunities (and annoy customers) because of tasks being left undone.

You can solve this problem with a simple bit of automation that eliminates Habit #2

eeminders for Outlook addin installs inside Microsoft Outlook and adds a button to the Outlook ribbon for you. Now when you process the emails in your Inbox, you can tell it when you plan to work on an email.

The email will be moved out of the Inbox to the eeminders folder…. and then automatically (magically) returned to the Inbox at the date and time of your choosing.

Don’t worry. Your emails are safely inside your Outlook. You can go to the eeminders folder at any time if you need to “reschedule” an email.

(If you are also looking for a folder based solution for email filing, then we recommend QuickFile Pro for Outlook which has eeminders intergrated in it. Make sure you select the Pro version)

Summary

This simple system (ONE FOLDER and 2 HABITS) will unclutter your Inbox and help you get the right things done by removing (currently) unimportant emails that may distract you.

Instead of hundreds of emails, your Inbox will now show you only what you need to work on this week, with the most important emails at the top.

This system does NOT require anything extra. All you need is Outlook.

The only downside is that it requires some discipline in moving emails back to the Inbox again on a weekly basis.

As a result we have also recommended eeminders for Outlook, an addin that can automatically move emails our of your Inbox and then back again on the dates that you plan to work on them.

Eeminders is very reasonably priced and most users will find that it pays for itself within a month at the most.

Download a FREE FULLY FUNCTIONAL trial of eeminders for Outlook now!

Emails To-Do today at the Top of the Inbox

By standss · Comments ( 5 ) Wednesday, November 20th, 2013

Although I have tried many different productivity techniques (GTD, TBYL etc),  I still find that I have too many emails in my Inbox. Here’s a little technique that I use to get the emails that I need to work on today  to show up highlighted at the top of the Inbox. This works even if the emails were received on different days.

Follow the steps below to have the emails you want to deal with today appear at the top of the Inbox:

You will also need to have our eeminders for Outlook addin installed.

  • Open Outlook
  • Go to your Inbox, select the email that you want to work on today
  • Right click on the email and eemind me
  • Click Now
  • Follow the same steps above for all emails that you wish to deal with today
  • Once done, on the eeminders toolbar/ribbon, click View > click Inbox (sort by eeminders)

This will now sort your Inbox and show all emails that you need to deal with today at the top of the Inbox. The emails will also be bold and marked as unread so you know which ones have been done and which are still left.

New to eeminders?

eeminders for Outlook makes it much easier to have an uncluttered Inbox that helps you get the right work done. eeminders comes with a number of views to make it easier to see what you need to work on in your Inbox. With eeminders you can also:

  • Defer/Snooze emails out of your Inbox …. until you need them
  • Get Follow-up reminders for emails you send… in your Inbox
  • Do more than just emails… schedule your non-email tasks in your Inbox too
  • Move your non-urgent emails into a Someday folder to relook at in the future when you have free time
  • Review and Reschedule your future email workload easily

Download a free 30 day fully functional trial from our website to test drive it yourself or watch a short video to see eeminders in action.

I hope you find this tip and eeminders useful.

Do you know of other ways to use your Inbox as a To-do list? Share it with us by leaving a comment below.

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Create Task or Appointment from Outlook Emails (To ensure things get done)

By standss · Comments ( 0 ) Tuesday, October 8th, 2013

Tasks

If you use the Outlook Calendar or Tasks List to get your work done, here’s a quick tip on how to convert emails to appointments or tasks.

Why might you need this? Like me, you probably get a lot of requests to get things done via email. You also probably send many emails that you want to follow up on. I personally do not use my Tasks List or Calendar for this (I use eeminders which lets me use my Inbox as my To Do list. However if you use your Tasks List or Calendar, this is what you can do.

OPTION 1: (FREE) Create a Task or Appointment from Emails.

All you need is Outlook…

  • Select the Email (either from your Inbox or Sent Items folder)
  • Drag-and-drop it from the folder to either your Task List or your Calendar.

This will automatically create a new Appointment or a new Task for you that you can then modify with due dates etc!

If you also want to attach the email to the newly created appointment or task (for easy reference later)… you can drag & drop the email using the right mouse button (instead of the left), this will give you the option to attach the email to the appointment or task.

I prefer the Right click option. Have the full email attached to the appointment/task makes it easier to Reply or Forward if I need to.

While the free option will work, here’s a few additional options that you may want to look at to really boost your productivity.

Option 2: File and create the appointment/task automatically when you click Send

If you send out a lot of emails that you need to follow up on, I would recommend QuickFile for Outlook. It automatically prompts you every time you send an email out. The email will be filed to the correct folder after it is sent and your follow-up task or calendar item will be created for you.

sent item organizer

Option 3: Get your reminders at the top of your Inbox on the correct day and time

I have personally found that I forget to look at my Calendar and Task List and as a result many actions get left undone. I have started using eeminders which shows me what I need to work at the top of my Inbox. You can watch a demo video or download a trial version of eeminders for Outlook from here.

I hope you find this tips useful.

Do you know of other ways to schedule your work and complete them on time?

Share it with us by leaving a comment below.

Main for post sendguard

Main for post sendguard

How to use Outlook’s reminders to ensure that people respond to your emails

By standss · Comments ( 9 ) Thursday, October 3rd, 2013

How many times have you sent an email requesting for information and not received a response? In this post, we will show you how to set reminders not only for yourself, but also for the recipient to ensure that you get response to important emails on time.

GOOD NEWS, you can do this just using Outlook’s built in reminders.

  • Open Outlook
  • Create a new email
  • In Outlook 2013/2010, on the ribbon under the Tags group, click Follow-up > Add Reminder…
    In Outlook 2007, under the Options group, click Follow-up > Add Reminders…

outlook_reminder_settings

  • On the screen that appears, tick the checkbox “Flag for Recipients
  • Tick the Reminder: checkbox
  • Select the Date and Time for the reminder to appear in the recipients Outlook

To set a reminder for yourself:

  • On the same screen, tick the checkbox “Flag for me
  • Select the Start and Due Date
  • Tick the Reminder: checkbox
  • Select the Date and Time for the reminder to appear in your Outlook
  • Click OK

Now send the email as normal.

At the selected date and time, the reminder will pop-up to remind the recipient and you to deal with the email

I hope you find this tip useful in getting your work done at the right time.

Do you have other methods to ensure that important emails are dealt with or responded to?

Let us know by leaving a comment below.

You may also want to look at eeminders for Outlook. eeminders can also remind you to follow-up on an email but go one step better than Outlook’s built in reminders. eeminders can move a copy of your sent email to the TOP of your Inbox on your chosen date and time.
Try eeminders for outlook – Get the right things done… at the right time!!!

Myth: Inbox cannot be your To-Do list, Agree or Disagree?

By standss · Comments ( 0 ) Monday, September 23rd, 2013

I recently stumbled upon an article on PCmag that highlighted 5 reasons your Inbox is not your To-Do list. While I do not agree with the title of the article (I have started using my Inbox as a To Do list much more successfully than any other system I used in the past), I do agree with the reasons they have stated for the title.

  1. No control over incoming items.
  2. Lack of tools for prioritizing and setting deadlines .

We recently surveyed 30,000+ Outlook users on a similar topic and asked if they were using their Inbox as a To-Do list, what are some of the problems and tips to better use the Inbox as a To-Do list?

Our survey confirmed that most Outlook users were still using their Inboxes as their primary to-do lists… despite what productivity guru’s say! Why?

Most of us have tried to follow the advice of productivity guru’s, spent time searching for solutions to overcome email overload and tried using the Outlook Task and Calendar… but all the methods failed… Because it just takes too much will-power and discipline to continue to follow this methods.

Needless to say, using the Inbox as a To-Do list does have some limitations such as:

  • The Inboxes is always overloaded with no control over incoming emails!
  • There is no way to prioritize or schedule emails in a more meaningful order.
  • There is no easy way to view (or adjust) your work schedule when you work from your Inbox.
  • There is no easy way to add notes to an email to remind yourself later why you actually left the email in the Inbox
  • How to ensure that other people respond to emails that we have sent.

But some users shared very clever tips to deal with these problems:

  • BCCing themselves on emails that need follow-up (so that the emails come back to your Inbox)
  • Flagging or marking emails as Unread (so that they look different from other emails in the Inbox)
  • Having a system of folders for different priorities (requires discipline which I personally don’t have)

You can get more details on each of the solutions listed above in our Free Report. This report outlines a number of tips that you can use to unclutter your Inbox and get more real work done.

Based on our survey, the inbox is still the primary To-do list for majority Outlook users and with a few tweaks and built-in Outlook features (BCC, flagging etc), you can make your inbox work as a To-Do list.

How to better use the Inbox to get the right work done… at the right time?

If you are amongst those who prefer to use the Inbox as your To-Do list, you could implement the tips suggested by actual users above or try the eeminders for outlook addin.

eeminders works directly inside Outlook and lets you:

  1. Defer/Snooze emails out of your Inbox …. until you need them
  2. Get Follow-up reminders for emails you send… in your Inbox
  3. View your Inbox with the emails that you need to work on at the top…. in bold
  4. Do more than just emails… schedule your non-email tasks in your Inbox too
  5. Move your non-urgent emails into a Someday folder to relook at in the future when you have free time
  6. Review and Reschedule your future email workload easily

Don’t take our word for it, try eeminders free for 30 days or watch the short demo video to see for yourself.

What is your opinion, can the Inbox be used as a To-Do list or not?

Let us know by leaving a comment below

eeminders addin version update: New features + Minor bug fixes

By standss · Comments ( 2 ) Wednesday, September 11th, 2013

The latest version of eeminders is now online and available for download. This update is free for all existing users of eeminders and has some GREAT NEW FEATURES. We’ll have blog posts later on some of the new features but here’s a quick list.

It has only been a week since we launched our new outlook addin eeminders just a week ago. We’ve had hundred of emails telling just how useful the addin is. Our favourite comment… eeminders is LIFE CHANGING!

We’ve also had a lot of suggestions for improvement. We’ve done our best to implement the best ideas in this version.

New features available in this version are:

  • You can right click on emails to eemind me or Someday (instead of using the ribbon or toolbar).

eeminders right click menu

  • You can clear the eeminder dates from emails that are in your Inbox. Right click on the email and click eemind me date clear. This is useful if you want to keep the email in your Inbox even after you’ve completed working on it.
  • A new option on the Setting screen lets you choose whether received emails will be copied or moved when eeminders are set. This was previously only available for Sent emails. However several users told us that they needed this for the received emails as well as originals needed to be moved immediately to public folders, document management systems etc
  • A new option in the Setting screen lets you turn of the notifications that eeminders displays in the Windows system tray when emails are returned to the Inbox etc. Most users told us that they loved this reminder but a few wanted the option to turn it off,

Click here to download the latest version of eeminders.

For those readers who don’t know what eeminders is:

eeminders for Outlook helps you unclutter your inbox and get the Right Things Done… at the right time!

  • Defer/snooze emails out of your inbox and it will magically return to your inbox at the date and time you ready to work on it
  • Add notes so you are not scratching your head why this email was not dealt with earlier
  • Get reminded to follow-up on important emails
  • Don’t know when you will work on an email? Move it out of your inbox into a Someday folder to refer when you have time.
  • And more

Visit our website now to learn more about eeminders and download a fully functional 30 day trial

Why are emails showing under date (NONE)?

By standss · Comments ( 0 ) Thursday, August 29th, 2013

A few eeminders users have asked why their Inbox has emails grouped under NONE for date. Emails in this view are grouped and sorted to help you get the right work done… emails that you have chosen to work on will display at the top. This post has a more detailed explanation on how you can use this

inbox sort by eeminders

Firstly… The received date of your emails have NOT been changed in anyway.

In this view your emails are sorted by EEMINDER DATE, not received date.

This lets eemidners show you what you plan to work on at the top. You can see that your emails are sorted by eeminder date by the little downward arrow next to EEMINDER in the column header.

As a result the groupings are also by eeminder date.

Emails with no eeminder date are all displayed under the title of NONE. However within this grouo they are sorted by reminder date.

If you want to view your emails sorted and grouped by received date you can always click on the Received column header (clicking on the column a second time will change the sort order from ascending to descending or vice versa).

Related Posts:

Using (and customizing) eeminders views for your Outlook Inbox

Using (and customizing) eeminders views for your Outlook Inbox

By standss · Comments ( 0 ) Thursday, August 29th, 2013

eeminders for Outlook makes it much easier to have an uncluttered Inbox that helps you get the right work done. eeminders comes with a number of views to make it easier to see what you need to work on in your Inbox. You may however choose to customize them to better suit your needs.

You can choose the views by clicking on View (on the eeminders ribbon/toolbar) and then selecting the relevant view.

eeminders view

Inbox (Normal)

This is the normal view that most users use with Outlook. We also add the eeminder date column to this view for you to make it easier to see your eeminder date.

If this view does not show all the information that you want, we recommend that you customize this view. You can remove the eeminders column… add new columns and sort and group anyway you want.

You will then see your customized view anytime you click on Inbox (Normal) on the eeminders View menu.

Inbox(eeminders)

This box shows you your Inbox sorted and grouped by the eeminder date. By default this will show you the things that you have schedule to work on AT THE TOP OF THE LIST.

This view is resorted and grouped by the eeminder column whenever you select Inbox(eeminders) in the menu… even if you remove the eeminder column from the view.

If you want to remove your own changes and reset the Inbox(eeminders) view, click View- Reset on the eeminders tab on the Ribbon. You can then select which views you want to reset before clicking OK.

New to eeminders…

Find out more about how eeminders unclutters your Outlook Inbox.

Related Posts:

Why are emails showing under date (NONE)?

eeminders Outlook Inbox Solution is online!

By standss · Comments ( 0 ) Wednesday, August 28th, 2013

Just a quick note… eeminders for Outlook is now available for download (and purchase) online. There are BIG early mover savings for the first 500 customers.

Get all the details here:
http://www.standss.com/eeminders/

We were originally giving the extra discount to the first 200 customers. We decided to increase this to 500.

Why?

This email is going out to 35,000+ Outlook users!

Based on the number of emails we have already received, I am guessing that the first 200 licenses are going to go FAST. We wanted to make sure that our customers in the different time zones around the world had a fair chance.

(We were suprised to receive confirmation for our first orders a few minutes ago… we hadn’t even finished uploading the eeminders website. It’s really encouraging to know that customers are that excited about eeminders)

I suspect that the 500 licenses will be gone within 24 hours… so visit the website now!

Best regards
Sanjay

PS: We are so confident that eeminders will solve your Inbox problems that we have extended our normal guarantee from 30 days to an unheard 90 days. Click now to be one of the first 500 (out of 35,000 plus Outlook users receiving this email).
http://www.standss.com/eeminders/

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