These items can still be moved to your to-do folder so they’re not clogging your inbox, but you’ll want to make sure that you have a reminder to take care of them before a deadline.Ĭreate a reminder by adding these emails to Outlook’s task list:ĭrag the email and drop it on Outlook’s task list icon. Some emails don’t require an immediate response, but they do need to be handled before the time you have scheduled to review items in your to-do folder. Use Outlook’s Task List Instead of Clogging Your inbox Third-and perhaps best of all-it allows you to manage your time better throughout the day, focusing on important tasks instead of getting distracted by constant email questions and requests. Instead of creating countless folders (for different projects, clients, or other categories), you have just four to work with. Second, your emails are better organized! You have a set place to go now for emails that need your attention-just as many folders as you need to stay on top of your email, but no more than you need. New emails that come in at a steady stream don't get mixed up with existing emails you've already read, pushing all the important emails down. This method has three benefits:įirst, it keeps your inbox clear, allowing you to achieve inbox zero and avoid getting overwhelmed by a cluttered inbox.
#OUTLOOK 2016 REMINDERS NOT CLEARING ARCHIVE#
This might be the equivalent of an Archive folder, but you can use it for items that you'll need to quickly access in the next few weeks.Īfter processing your email, schedule time on your calendar every day to review and handle the items in your to-do folder. Drag those into the someday folder to review at some point in the future when work slows down and you need something to do. Instead, they’re things you’d like read/review one day when you have time. Someday – Some emails don’t require a response. Things like replies you're waiting to get or tasks that you've delegated. You’ll follow up on these items later, but moving them immediately keeps your inbox empty while you process the emails.įollow Up – Move emails to this folder that are put on hold. To Do – Drag non-urgent emails and emails that will require more than a three-minute response into your to-do folder. They’re either urgent or can be handled quickly (in three minutes or less). Inbox – The only emails that stay in your inbox are those that you should answer immediately.
When new emails arrive, move them to the appropriate folder: Now you have four folders for incoming emails, and you can use all four to manage your tasks and keep your inbox clear.
Repeat to create a "Follow Up" subfolder under the To-Do folder. The first is a "To Do" folder, and the second and third are subfolders called "Follow Up" and "Someday." These loosely follow the Getting Things Done® or GTD® methodology of organizing tasks.ĥ. To do this, create three new folders under your inbox folder. We're going to use these folders to do email triage, organize the messy inbox, and overcome email overload. Many people use the folder structure for archiving emails, but folders are also a great way to manage incoming emails as tasks and get them out of your inbox view. In Outlook 365, you can create a structure of folders for organizing emails. Move Complex and Non-Critical Emails Into a To-Do Folder
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note: Some of the features here apply to Microsoft's email service,, but most of them are for the version of Outlook that comes with Office 365.
Take advantage of these sometimes-overlooked features in Outlook 365 to better organize your emails and start focusing on more important tasks.Įd. There’s good news: achieving Inbox Zero doesn’t have to be a rare occurrence.
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