TOO MANY EMAILS? Use THESE Proven Techniques | Outlook tips included
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- เผยแพร่เมื่อ 30 พ.ค. 2024
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Manage your inbox so you can be more productive and less stressed! Explore practical tips and strategies for managing your email efficiently in this comprehensive tutorial. Ideal for professionals overwhelmed by a constant influx of emails, learn how to regain control of your inbox and enhance productivity.
I'll share email management techniques that help you get organized. You'll also learn time management techniques to instantly put more time in your day and easily manage your Outlook Inbox.
In This Video, You'll Discover:
▪️ Developing an Email Routine: Understand the importance of setting aside dedicated time for emails to enhance focus and productivity.
▪️ Turning Off Notifications: Learn how to minimize distractions by managing Windows and Outlook notifications.
▪️ Using Folders and Quick Steps: Simplify your inbox with an effective folder system and Outlook's Quick Steps for easy email categorization.
▪️ Handling Action-Required Emails: Strategies for managing emails that require more time or specific actions.
▪️ Decluttering Your Inbox: Tips for reducing incoming email volume, including unsubscribing from unnecessary lists and using rules in Outlook.
▪️ Color-Coding CC Messages: Utilize Outlook's conditional formatting to easily identify emails where you're CC'd.
Does inbox zero work? The inbox zero method gave me anxiety so I had to find other ways to manage my emails. The method I share in the video is the best of all approaches I've tried.
00:00 Email Management Strategies
02:07 Develop Email Routine
03:03 How to Turn Off Windows Notifications
03:36 How to Work Offline in Outlook
04:00 Use Action-Based Folder System | Limited Number of Folders
06:58 How to Create a Folder in Outlook
07:21 How to Use Quick Steps in Outlook
08:32 How to Turn Email into Appointments in Outlook
09:07 How to Change Startup Folder in Outlook
09:44 Clean Your Inbox
10:13 How to Setup Rules in Outlook
11:09 How to Color-Code CC Messages with Conditional Formatting in Outlook
12:26 Wrap-Up
Read the complete article: www.xelplus.com/email-strateg...
LINKS to more Outlook tutorials: • Outlook & Email Tips
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#emailstrategy #outlook
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Some tips that I personally developed after more than a decade of working in insanely big corporate environments:
- Use smart folder called "To me" where i'm in the "To" list. Similar to what Leila has for "CC" emails, but without conditional formatting.
- Extensive use of "todo" flags: today, tomorrow, this week.
- Similar to what Leila suggested, I have 'blockers' in my schedule for desk work: writing reports, doing research, compiling financials. I mark these appointments as "Personal" and do not respond to any mails during them.
- Archiving emails is great, but I went even further: I'm archiving all mails that have attachments and are more than 1 month old.
- With the introduction of Teams, I enforced the etiquette of not attaching bulky files to emails, but putting them into specific Teams (or Sharepoint) folders and sharing only links.
Really great tips! Thanks for sharing!
In my experience, people only use 10% of what software can do. Thank you for showing us the hidden gems that make these tools outstanding!
I’m literally emotional watching this video. You are giving people their life/time back. Thank you!!
Oh my days! Thank you so much. I wish someone had shown me this 20 years ago! *sigh* better late than never. Now......to tackle my inbox!!
Custom color tip such a lifesaver! I receive 300+ email every day now I can easily seek emails marked to me individually / To me with other & CC!! Cannot thank you enough Leila!
You're so welcome!
This is great. I've got used to inbox-zero. I also use defined search folders of key people/companies, instead of proper folders/sub folders, which I agree can get out of hand. I've got into the same practice of; if it can be done in minutes, do it and send to archive. If it can wait a bit or might be interesting to read later, I flag it as follow up and move it to archive. It still shows up in the To Do list when it's due. Some feel happy seeing thousands of unread emails. I can't work like that.
I 100% agree. This is a good happy medium. Once you develop an email routine it's easier to manage it all instead of having the email inbox open in the background and checking whenever a notification appears.
I've struggled mightily for YEARS to organize my Inbox more effectively. I've already adopted several of your suggestions since watching this video yesterday -- and just managed to clear out/organize my past two weeks of messages, and now feel quite set up for continued progress. Thank you!
I've been following Leila for a year and I can't stress enough how grateful I am of her contents. Helps me a lot as a professional. Thanks Leila :)
Oh my goodness I love this. I thought I had some pretty spiffy Rules. I don’t even know if I am getting more CC or direct emails. What a great way to find out where time is being spent.
Awesome tips and I love there are multiple options for some actions. Colouring the text of incoming emails based on conditions is absolute gold! Thank you Leila!
You're so welcome!
@@LeilaGharani would've been nice to see categories thrown into the mix.
Thank you Leila ... all very helpful tips, some of which I've not known of before! I manage 3 mailboxes and can't wait until Monday morning to set them all up with these time saving processes. 😊
Hi Leila. Thanks for the Video. The conditional formatting for "cc" emails tip is really helpful. I would even say it's a life saver (for me) 😀 Thanks again
Thank you Leila! I just started a new job and I wanted to start off with good habits regarding emails. I've already implemented several of your suggestions!💐
Leila why are you so awesome? 😂 It’s almost sickening how much I learn from you and how much I enjoy your content!
Loved this video. Came with the goal of finding ideas on how to control my inbox better, but also left with a new idea on managing my calendar. Thanks a lot Leila! Long time follower here :)
Thanks for the tips,
I do not use an action folder (only follow up folder)
I also add a category/colour to focus on a few emails for action in my inbox.
yellow = to do, red - urgent, green = waiting for input from someone else.
when i put both colours, for example: 1st green, 2nd yellow, that means:1st waiting for reply, 2nd then I need to take some action after that.
I loved the breathing in a bag moment 🤣 I'm currently binge watching all your videos to avoid exactly this feeling of Anxiety. And your tips help a lot!
The first email video that actually makes sense! Thanks for this!!
We are pleased with your presence and the services
you provide through this program. Because you are distinguished in communication
through the service
There are some incredible suggestions in this video. I love that you’ve taken ideas from two
methodologies and synthesized them into your own. Inbox zero stresses me out too!
too mail emails? easy solution! its called DELTE
I've been watching you for a while. Really seen an improvement in the production quality over the last year +. Keep it up!
40 years I've worked in IT, and here I am still learning something new; well done.
Thanks Leila, this topic never gets old😀
Excellent tips Leila! This will improve productivity and lower irritation levels. Many thanks for this great video; Outlook will return to being less scary than horror movies!
Was just organizing my emails this Friday. These tips are helpful! Thanks Leila :)
Hope your inbox is now all clean and sparkly :)
@@LeilaGharani thank you Leila :)
These tips have blown my mind. I had no idea there was so much I could do in Outlook!!
Simply loved the action folder idea, thanks
Worth watching just for the "create rule" portion! I used to be a zero email type, but the pandemic ruined me. Thanks for the tips that should help me dig out of the pile! haha
I like using the conversation view for my inbox. Having the entire email chain in one drop down box is so much better than hunting through outlook looking for a specific email in a chain, usually just to find an attachment.
km
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Absolutely true! I cannot work without this feature turned on. It helps build a continuity.
I just learnt about this feature. It's a life saver
I use to do this in my earlier organisation, and it really helps! Thanks for this video.
You’re a life saver! Thank you! I’ll be sure to use these tips.
As an IT Professional she is definitely right, i spend the majority of my day filtering through emails.
we have a rule - if it is low priority, we can email, else talk to the person you were going to email. This really works. We really need think differently and consider how best to communicate. Tools like MS Teams are much more effective as well. Great video as per usual.
Totally agree with finding other ways than emails. Been more productive doing Teams chat (and only emailing the key agreements). Than doing 7 emails just doing some back and forth on project details, clarifications, etc.
my job wants everything emailed…. even if i am sitting right next to the person! very time consuming especially when i could get an answer before i could type out the email
Bad ideia.
Cover your ass and Have everything documented.
Email the person then give him a call if it requires urgent action.
@@OsukaMbalali Hi, we have a lot of trust in our business, and that trust extends to our customers (but regarded as partners). Working this way builds common goals and support to achieve those goals. I have worked in organisations that document everything in emails - we find that most people become keyboard warriors and loose track of what is important - working with your customers and delivering what they want, when they want, to the right cost and quality. Good luck in your working approach. Fortunatly, we all work in different ways and reap the benefits of those ways.
What an interesting idea! I sometimes feel that people will still feel invaded if I just send them a chat. But I think your approach will be helpful!
You are my new favorite. You have no idea how much I need these things!
You have the best tips for MS programs. Also, your presentation is clear, precise, and easily understood. Thank you for your help.
Excellent tips! Thank you, Leila! You drew attention to often ignored simple but important aspects. Notifications, be them for emails, Twitter or anything else, are sometimes a real nuisance!
Turning off the notifications is something we should carry FOR LIFE. It up to WE to decide when we are going to check e-mails, messages app and social media. Everytime we leave up for notifications, we lose autonomy. Notifications should be set only for important reminders, not routine new mentions
Most of this was a summary of my current outlook process, but you also included a few new tips for me to try! Awesome video, thank you. I'm looking forward to trying these out.
Glad you enjoyed it, Sarah!
Clearly and concisely explained. Thanks!
I’ve recently graduated and started a new job and emails once brought me joy and satisfaction but now they bring anxiety and stress. Thank you so much for these tips, this is amazing and is sure to help me filter through and feel on top of it all
This is such a great video. I’ll be sharing this with my team and feel it’s a must watch for anyone looking to tame the inbox monster. Subscribed!
Never thought about that custom color for CC, thanks for the tips
Happy to help!
me as well, thanks Leila
Same. Literally setting that up right now.
Best tip! shit, mails flying now! :D
Its a good tip. But people in my organization have no sense of To & CC. They start well, but the replies all get mixed.
You are making our life easier. Thank you
With every video I'm blown away by all the functions in these programs. Thank you so much for explaining them in an easy and practical manner!
You're very welcome!
This is great! I basically do the same thing except the Action Folder. I am going to try this. I would love to see some more on outlook (conversation settings, more advanced features) :)
More to come, Michael!
Fantastic advice! I’m a business financial consultant who receives a lot of informational and action oriented messages. After 20 years I have developed many of those same techniques, but like your experience, I have ended up with a vast number of folders for overly detailed organization. Your advice will help me reconsider my rules and organization to simplify things more and make things more manageable.
Same here! I have way too many folders. It needs to be re-organised.
Loved it, thank you for sharing!
This is a easy thing that I have ignored before. Your tutorial changed mindset of me. Thank you for your suggestion.
Great great tips! Now my tip, when is watch any of Leila's video I'll play them at x2.0 or x1.5. Awesome videos!
Nice! A GTD implementation using Outlook features! I had set up something similar in the past, but after a few organizational changes, I have slowly regressed back to the chaotic inbox mess.... also, I lack a self-discipline quality... But, Your video motivates me again to "Get Things Done!" Thank you, Leila!
Excellent tips! I’m a power user who’s been using outlook for 20 years and still learnt something new
I love your tips, they really help me to be more productive.
I would have loved learn all those things when I just started my career. took me a lot of years to learn them!
This video has some really great information in it. Thanks Leila
You're so welcome!
Great video! Thanks so much for this.
Excellent informative Outlook techniques, using Outlook more than a decade but still many are new for me.
Real help especially the colour code and adding emails to calender to work on later. Thanks😊
Great to hear, Michael!
Thanks Mme,
You are just too good....too good.
Thanks and blessings for your all efforts.
First comment and first like...:)
Fantastic suggestions! Thank you.
Thank you so much for these tips!
The best thing I have done is to enable VBA in outlook.
That meant a few reports are created automatically by reading the email and adding information in Excel files.
Off course it depends on your work, but that has saved me probably about 1-2 hours a day.
My biggest problem is how long it takes me to write an email. I want everything to sound perfect and end up rewriting them 20 times and an email that should take 5 minutes takes 2 hours. Such a drain sigh
Try bullet points. Use these headings for direction: Purpose. Context. Facts . Request. It saved me lots my time. Best of luck!
@@steca101 great idea. I'll give it a go
perfectionism
@@supersmart671 Yup. Hate it.
My issue too.
😫
You're the best to explain about 365 tools!
So, so sensible. Doing this right now. Thank you Leila
I love your videos! I, too, try to immediately process things that take two minutes or less, and I also delegate right away. If however I need to save something as a next action or deferral, I press Insert to flag it and then Delete to archive it. Later on, when I have set time aside to handle tasks I go to Microsoft To Do and handle the flagged emails there along with other tasks. Outlook combined with Insert and Delete keys and Microsoft To Do work well together!
Thanks for sharing your tips!
Great video. Thanks so much -- I really needed a concise and effective set of strategies to increase my efficacy at work and handling my personal email! Thank you!!
Glad it was helpful, Juliet!
This is such a great video. I’ll be sharing this with my team. Great work once again Leila.
Extremely useful! Thank you!
Leila, I love the new intro and visual quality of your videos. It was good before, but gat damn! Very helpful tips for Outlook. Thank you :)
Amazing, I wish I watched this 10 years ago :)
I went from over a thousand unread emails to zero unread messages. I set up a new email routine, folders sorted, unsubscribe to unwanted emails, applied the single touch rules, and add the color feature to my cc. Thank you so much. I didn’t on a Sunday so on Monday I’m ready to go.
Glad it was helpful for you!
Great guidance! I really appreciate you sharing these tricks to make work-life much easier!
Great content as always. I would add that when you flag an email to follow up in outlook it gets synchronised with the To Do app so you can get through your tasks without being distracted by more incoming mail.
Which todo app?
It's an awesome feature but that works only for your outlook, hotmail emails but not for Gmail!
@@puranyashkapoor7468 Microsoft acquired Wunderlist and the dev team rewrote it calling it Microsoft to do. Wunderlist was amazing and I am very happy with the new to do. I use it for groceries and other quick item lists. I also use everdo for task management with a more GTD approach with the extra fields like time to complete and effort. Really hope Microsoft adds some more GTD based items.
Watching her excel videos helped me increase my income about 40k in a couple years. My excel skill got so good I could basically negotiate with the government jobs I had higher amount for the increased skill.
Hello Leila, first of all, thank you so much for these great tips (as always), I learn a lot whith this channel and I really appreaciate the way you show it, this is both very pleasant and easy to understand. 😊
Just to add my personal contribution (sorry if it had already mentionned, I did not read all the comments) : on my side I like to use flags, I find them very handy to use as you can define categories that you can apply simultaneously for emails, meetings and tasks :
- 1st, you can keep a certain logic to organize and view your data
- 2nd, you can use the flags to create search folders afterwards, so when you put a flag on a email, this one is automatically assigned o the related search folder
- 3rd : you can use flags to narrow researches (mails, meetings, tasks)
PS : sorry for my bad English 😕
Thank you for all your tips. I learned a lot!
Thanks for sharing - those were some really great tips. I already have used color coding in my calendar to get a better overview (working on multiple projects color coding on meeting organizer (=project manager) would accomplish that), but i never thought of using this for CC mails. Great stuff!
Wonderful!
Another idea. Under options, reading pane set your inbox so emails only get marked as read if you open them. This way you can scan through your inbox in the reading pane and move or delete non action emails leaving the action emails as unread, letting you know you need to action the email.
Picked up a couple of great new ways to flag my mail. I really hadn't played with the flagging feature in outlook.. Thanks again for your simple well directed info. To many don't keep on topic and jump around to much.. each feature you talked about you were careful to fully explain that feature before moving on. I can't follow those who try to talk flagging an email while showing how to sort it to a new sub folder and marking it to alert you later. It's the difference in demonstrating what you can do and teaching some else the features so they can figure out how to use them;
Your tips are really useful and practical. I have been trying them for a while and it has really helped simplify things. Thanks a lot!
The BIGGEST Issues that I have: "Email etiquette:"
- Getting emails that require an action from you when you are CC'd.
- Getting emails that don't follow a thread - like answering an email that doesn't follow the subject line
- TIP - I use conversation view - So I can see the first email in the thread and the responses to that thread
- Getting emails with vague subject lines that are big tasks
- The screen clip emails that have important information that require research and you are stuck sifting through the whole email looking for the task in screen clips.
- I work in an ERP/MRP centric company - That is very task oriented and I can get upwards of 350 emails a day (BTW the record is at 634 emails in one day) where 50% of them are actionable(either by me or my team), 25% are important information to retain for something that will be needed 1-2 months from now and the remaining 25% is other stuff (HR communications, IT Comms. other things that are important but not immediately actionable). So the hardest part of dealing with that is reading to determine what category they fall in when the simple rules are not followed.
-TIP use CATEGORIES - This is a great feature but requires a good time setting up but once I had it - timesaver.
- I also get emails for tasks from my Boss, their boss, Managers, Directors, VP's and the President of the Company. Requiring Action and they don't always act responsibly with etiquette either.
- Also - the dreaded instant messaging software. Nice for quick ask questions but infuriating for asks that are multistep and WHAT A DISTRACTION.
So teaching people how to email is big in my book. I enforce the behavior of my team to act responsibly with sending emails.
- First thing I always say to them if you want me to action something and you CC me you may not see a response right away.
- I teach them to move the names around in the email from To: to CC: based on the person that has to action. No vague requests and above all else - Read and re-read what you are sending. Have some structure to your email.
- Don't answer OK to a task oriented email without completing the task (I know you got the email/meeting request I do not need affirmation of that outside of the normal means).
Wow, all great tips! Thank you! Upwards of 350 emails a day is crazy. Hats off to you for staying organized in such an environment.
I think one way to keep it organized is to use the other microsoft apps. For example, Yammer for internal communications only (this would take a lot of comm. emails from your inbox). Planner for specific tasks instead of delegating them via email. Teams for faster communication, etc. A tip that works for me is to categorize the emails as Follow up and Urgent and then have a search folder on my favorites section to concentrate all the categorized emails. I hope any of these can help you with the big load you get daily!
Excellent Tips!! Very much relevant in corporate environment!!!
Email management is fundamental yet far to overlooked.
We receive hundreds upon hundreds of emails.
I find it vital to combine Categories, Rules & Alerts, Quicksteps and Conversation View to manage my emails.
Alas, so many people don't really do this...
Not gonna lie, but if feel anxious just seeing other people's Inboxes 😵💫
Thank you years and years using M outlook and I didn't know about the sweep option!!!!! it was exactly what I needed
amazing!
I just started using outlook rules and it works like a charm!
I’m the type of guy that keeps all in inbox. I actually color code CC emails in light gray, so that they do not catch me eye much. Also emails from bosses in red because you need to keep them happy. One tip I did not see and actually is great (for me) is the conversation view where all mails on the same subject are joint together.
All good work places advise that this is how to go about doing it. Better still use one note along side outlook
@@MsWatchdog can you elaborate? Are you able to take notes in Onenote from Outlook?
How to joint all mails w. same subjects ? Could you show step-by-step ?
@@lealudwig714 In Outlook 365, while in your inbox, go into the VIEW menu and then click on the "Show as Conversation" tick box.
Thank you so much ! That is incredible !!!!
Great tips, I am a new subscriber. I actually use a rule and a separate folder for emails where I am in CC and only look at there occasionally. This alone largely reduces the number of emails in my inbox. I use colour coding to mark emails coming from Managers I report to, so I know that is something I need to look at with more importance than others. I work in a large corporate environment, a global IT company with 100K+ people. I have been using the newsletter folder and rule for many-many years now. I will start to promote your videos for my team, we can learn a lot from them.
Hello! I prob work at your same company and am struggling to stay on top of everything! I love the CC rule and setting that up tomorrow!
Thank you Hala, your videos are, clear, concise and very useful,
Not what I was expecting but I really like it.
I just spent $60 on an email system that reduces my inbox. If only this video came out one week earlier.
On my previous job, we usually receive hundreds of emails everyday. In order for us to address concerns on a timely manner and based on priority, we set up a Subject Line format that each team members should follow - this will ensure that the rules we setup on our inbox are going to work every time. E.g. If the concern is to rebut an audit finding, the email Subject Line should start with "Reconsideration Request:". When we setup this workaround, callouts and escalations were dramatically reduced as disputes were addressed within our rebuttal timeline which is 48hrs. So this is something that everyone can follow. You not only managed your inbox but as well as your team's. :)
Thanks for your tips, Jimmy!
love the colour coding rule! thank you!
Excellent tips! Thank you Leila.
Your microphone is amazing. Sounds like an ASMR video.
Oh thank you!
The best as always Leila
Thank you! Some of these I did not know about.
You are Amazing. Your tips actually helped me to fix several issues I have been having on a daily basis. Thank you so so much!
Managing a shared mailbox with multiple team members is challenging. Would love to see a video with tips on thay.
Leila since you use the "Archive" /"delete" function as your triage of emails, note that "Backspace" sends the email directly to " archive" so that may speed things up even more not having to drag or select "archive" icon. Thanks for your excellent instructions on all your you tube posts.
SUPER TIP. Thank you Leila