Outlook

But why?

Why you might want them -

• they create order amidst the chaos
• they can help prevent important messages from getting buried in your inbox
• they can help you prioritize some emails over others

Why you might not want them -

• emphatically not for those who embrace the chaos
• they require a different type of engagement
• emails that are not part of the prioritized group may be forgotten and postponed for too long

Tip - if you want to keep your inbox well organized but know you'll need a little help remembering to check your folders, you can use a combination of rules and alerts to let you know when an email from a specific person or email address or with specific words in the subject arrive in your inbox.

But how?

Use the desktop client (i.e., not the web browser version)

1. Click File
2. Select "Manage Rules & Alerts"
3. In the pop-up box, select "New Rule"
4. Follow the prompts in the new pop-up box

Let's Practice

Follow the steps above to create a new rule that says any emails with the the words dogs rule in the subject to a folder called Dogs Rule.

Send an email to yourself with the the words Dogs Rule in the subject line and see if it went to your new Dogs Rule folder.

But why?

• operational continuity
• what if Outlook breaks (gasp! also, unlikely)
• enables you to keep project-specific emails with the rest of your project documentation

But how?

Use the desktop client (i.e., not the web browser version).

1. Click File
2. Select "Open & Export" from far left menu
3. Select "Import/Export"
4. In the pop-up window, select "Export to a File" from the menu of options, then click Next.
5. Follow the prompts to select what type of file and location you want it saved to.

Let's Practice

Follow the steps above to export emails contained in a folder (if you don't have a folder besides your main inbox, create one and send yourself a couple test emails to put in the folder).

But why?

• visually ID emails you need to return to or prioritize
• create a task list

But how?

Use the desktop client (i.e., not the web browser version).

1. Hover over an email you'd like to flag
2. Click the flag icon in the right hand corner

Alternatively, you can create a high order of flagging by:

1. Select an email
2. Select "Home" in the top-most menu
3. Click the "Tags" button to open a small menu
4. Click "Follow Up"
5. Select whichever reminder you would like.

To find the flagged emails, either:

• scroll until you see a flagged message (less effective)
• hover over or click the Clipboard icon in the left-most vertical menu

Let's Practice

Follow the instructions above to flag emails of your choice for follow up. Can you find them in your tasks list now?