![]() Use Rules to Automatically Organize and File Emails Here are 5 must-know Microsoft Office hacks that will help you gain control over your email. ![]() Microsoft Outlook has a powerful tool called Rules that can prevent many emails from ever landing directly in your inbox. If your business is like most, you receive many messages that fall into categories. Dealing with similar emails all at once can save time. Use rules to automatically route emails to specific destinations. Here’s how:įirst, create a new folder (say, Admin Updates for all those company-specific emails you don’t need to read right away) by right-clicking on your inbox folder. Next, right-click on a message that you want to apply a rule to and select “Rules.” Outlook will try to figure out what kind of rule you want. If it doesn’t get it right, you can click “Create Rule…” or “Edit Rules…” and customize to your liking. Try this for all sorts of email categories. Create folders for clients you interact with often, for “cold call” sales emails, and for newsletters you’re subscribed to. Keep Customizing Rules, But Don’t Overdo It Reserve your main inbox for the unexpected. Once you have a few basic rules in place, you’ll start to see the value. Keep customizing and adding rules to enhance your efficiency. The options included in the Rules menu are pretty deep. It’s possible to set up so many folders you start to lose track of what goes where. We recommend starting out with 2 or 3 folders. Depending on your comfort level and the complexity of your role, you may eventually want to scale up to 5 to 10 folders, each with rules associated with it. Use OneNote and Teams to Reduce Email VolumeĪs great a tool as email is, it’s not very good for real collaboration. That doesn’t stop groups of employees from trying to collaborate over email. Take a simple task-say, filling in an Excel chart. Over email, you’ll end up with multiple versions of the file being attached to emails, all in various states of completeness. Your team will eventually get the job done, but it’s laborious, distracting, and inefficient. Microsoft has two main collaboration apps: OneNote and Teams. OneNote started out as a high-powered note-taking software, and it’s evolved into a powerful collaboration tool. Share a tab or a notebook with a working group, and your team can collaborate on a document or a chart within OneNote. Creative or knowledge-based teams can benefit from this kind of central repository of knowledge.Īnother use is creating a notebook that’s a shared note-taking space. ![]() Outlook integrates directly with OneNote with both “Move to OneNote” and “Open in OneNote” buttons. Use these to turn those pesky email threads into OneNote pages. ![]()
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