The Outlook will take several posts to cover because there really is a lot to it if you maximize the capacity of its value in organizing your work and life. Now I use the Outlook 2007, so when giving directions, that is the version I will be referring to. Also keep in mind that not all versions are created equal, so the version you have may not have some of the features that I refer to.
Mail. This is one that is a must have even if you use nothing else. I am an organization freak and like to keep all my information in their respective folders. Personally, I have a preference for a nice clean and relatively empty inbox, but that’s me. This way when I want to go back to view information or communication, I can wire down my search as to its location. I can be pretty brutal deleting junk and email that is resolved and need not be referenced. However, I do find that I have certain folders that I don’t plan on getting rid of information, and that folder may become cumbersome.
I keep folders for each person, newspaper, magazine, blog, RSS Feed, and client I receive communication from. Many times these are kept in a group folder. For example, you could have category folders such as family, clients, health & fitness, forums, education, etc. I would then place the individual files within the category files. Now this is me. It’s kind of like a filing cabinet idea. I know where everyone is and I can generally locate exactly what I’m looking for.
Now if you are like me and can collect a lot of information, you will need to access another useful tool in order to quickly locate an item when time is of the essence. In Tools, just click on Instant Search and/or Expand the Query Builder. Seek and ye shall find.
Archive. There are two choices here. 1. Archive information you’re not working with or 2. completely forgo creating category and individual folders altogether and go direct to archive. You have your Instant Search tool. Really, for some just getting it out of the inbox serves its purpose by keeping only new incoming email and emails that need action seen. Once you’ve completed what is required of that email, you can send it straight into archive and it’s off your desktop, so to speak, and keeps your focus on the “now.”
Either way, you have managed your email, the clutter, and your sanity.
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