A Little About Outlook Rule Feature
Microsoft Outlook has a feature called “Create Rule.” This is a feature that directs specific email to go into a folder you have designated to hold that particular content. It is simple to set up, easy to use, and organizes your incoming mail into its designated location. It’s like having an assistant who brings your mail to you in prearranged piles, e.g., bills, clients, vendors, magazines (or in the case of your email, newsletters), junk, etc. You get the picture. This allows you to get straight to the most important mail first without being distracted by other mail that is not pressing.
I take care of bills right at the beginning of the month, so during that time I will have all my “bills” mail in one place to go through at that specific moment. Magazines, periodicals, and informational literature I can grab and go through when I have a chance. First thing in the morning I can go through “client” mail to see if there is anything that needs to be taken care and requires a prompt response. It allows me to prioritize and take care of the important stuff first.
Another advantage is it keeps your desk clean. For many, the inbox has become the way station. When retrieving mail, use the four-step screening process. 1. handle: determine to keep or discard; 2. delegate: is this something that someone else can do; 3. file: if it is not urgent, but something you will read later; and 4. expedite: this leaves information that requires your immediate attention and action. Make a decision about each piece of mail as soon as you read it. Determine if you should 1. throw it out; 2. review later; 3. delegate; or 4. respond, take action.
Be discriminating with your mail and make a decision to do something with it. It is possible that the “review later” pile could grow and become unmanageable. You don’t want to have to rehandle mail over and over. Be decisive.
How to Create a Rule
In your inbox, right click on an incoming message that you would like to designate to a folder. Select “Create Rule.” You will be asked “When I get e-mail with all of the selected conditions.” Then select the checkbox(es) with a click of your mouse. You will then be asked to “Do the following.” You have the choice of selecting “Display in the New Item Alert Window,” “Play a selected sound,” or “Move the item to folder.” There are other options and criteria you can set in the Advanced Options, but I wouldn’t suggest making it too complicated. You merely want to direct related email to a location that you can filter through at the moment of your choosing.
The goal is clear your inbox to mail that requires your action. Once you have taken action on it and it is completed you can move that folder into its assigned location or delete. Basically your inbox becomes more of your task list and this is where you can use Screening and Decision processes.
Good luck in your efforts to streamline your email and share any tips and ideas that you may have.
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