Top five tips for better managing your Microsoft® Outlook 2010 inbox
Are you constantly worried about your swelling inbox? Are looking for ways to organize it? Well, look no further, for, we have compiled for you here the top five tips you can use to manage your inbox better. If you are using Microsoft Outlook 2010, you will find the tips handy because by following these tips, you manage your inbox and also save time while you navigate through e-mails.
Prioritize your e-mails
The only way to start off managing your Microsoft Outlook 2010 inbox is by prioritizing the mails. By this we mean that you should know which mails, lying in the inbox, require you to take prompt action and which can be taken up later. By setting the priorities and sticking to them, you can take care of all the urgent mails and save time, effort, and avoid embarrassment from your boss and clients. Once the important mails are responded to, you can take your time to read and reply to the rest.
Filter all e-mails that you receive
One of the best practices of managing an inbox better is to de-clutter your inbox by filtering all the messages/ e-mails received. By creating separate folders according to department/ year of task/ name of the sender, etc. you can clear your inbox and have all the mails organized neatly in their respective folders. By doing this you can ensure easier locating a particular mail when required and also can keep your inbox empty.
Fix a time to check your inbox
One very handy tip that you can use to manage your inbox is to set a particular time during the day to read through all the mails that have arrived in your inbox. By doing this you can make sure that you don’t have several mails piled up with many of them requiring your urgent attention. Also, during this time when you will scan through your Microsoft Outlook 2010 inbox, make sure you delete all unnecessary mails from the inbox and then from the deleted folder so that you are not wasting valuable space.
Save attachments locally on your PC
All mails that carry an attachment(s) should be locally saved on your PC to avoid your Microsoft Outlook 2010 from becoming too heavy to load. Also, if you may need to use the attachment to edit, forward, or use for your reference, it will be easier to locate it. Rather than having it in your inbox and downloading it each time you needed it, it is always a good practice to have it saved on your PC.
Reply, if you have to
The final tip that you can put to use while managing your Microsoft Outlook 2010 inbox is to adhere to the rule – reply, only if you have to. This means that all mails where you are in the cc list (for the purpose of just keeping you in the loop of things), may not require you to reply to it. Therefore, evaluate if you have to reply, if not, let the mail rest in its respective folder and you can refer to it later, if there should be a requirement.
The best way to keep your inbox better managed is to organize all the mails and remove all old/redundant mails that may never be required. If at all you are ‘emotional’ about not deleting a particular e-mail, save it on a CD and store it, or archive it rather than filling up your inbox unreasonably.