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Monday, 15 April 2013

7 Tips to Manage Your Outlook Email Effectively

Outlook can even help increase the efficiency and performance for its registrants. If you're using Outlook 2010, Outlook 2007 or Outlook 2003, you can easily manage your inbox.

You can use these tools to clean up your inbox and for you it's easier to find the information you need.

1. Filtering your posts:

Outlook 2010 has a new feature that helps to sort messages by date and sort them according to the conversation. When using this feature, messages that have the same subject appear as Conversation and users can view, zoom by clicking the icon to the left of the Subject line. Within your Outlook account messages within each conversation, are classified with the new message posted on the top. When you send a new message, all conversations are moved to the top of the email list that helps you easily control the flow of messages in your inbox. To turn the conversation in Outlook, click the View tab of the group conversation, check the "Show as conversations". You can reduce the size of a conversation with the Clean. This feature will help eliminate livestock duplicate messages. On the Home tab, in the Delete group, click Clean, and then click Chat and Clean.

In all versions of Outlook email, users can find the messages in the mailbox folder and change faster how they are classified in the email folder. For example, you can sort your emails by size, by date, by sender, file size or level of importance.

2. The grouping of the same messages in folders:

When you create a new email folder, users can group related messages in your Outlook folders. For example, you can group messages by topic, project, communication or other categories that are appropriate to your needs or your hobbies. Users can also create a folder for all messages sent from your boss or someone important, and that information needs to be stored.

To create a new folder in Outlook 2010, on the Folder tab, click New, and then click New Folder. To create a new folder in Outlook 2007 or Outlook 2003, on the menu bar, click File, select New and then Folder.

3. The search folder to find messages:

A search folder is a quick and convenient way to find a collection of messages in your inbox. Do not save messages, but provide virtual folders that show all messages in the Inbox based on the attributes that are being sought. Outlook folders default search provide features such as unread mail, but you can create your own rule. For example, you can use Search Folders to help you find information on a particular project, an important client or a future meeting. To create a search folder in Outlook 2010, in Mail Folder tab, click New, and then click New Search Folder. To create a search folder in Outlook 2007 or Outlook 2003, in the mail within the File menu, move the mouse to New and then click the Search Folder.

4. Using rules for routing e-mail:

By creating rules for Outlook, you can automatically perform actions for email messages incoming and outgoing depending on the criteria. For example, users can automatically forward their superiors all messages sent by someone associated with a project, as long as the message is received by the assignment of the word related to the project and that is related to all messages sent to the containing the word in the Subject field. The email routing efficient not only helps you organize your emails, but also helps you save time when doing a little homework.

5. Reducing spam with the Anti-Spam filter:

Keep unwanted messages out of your email from the Outlook Inbox using filter spam. This filter sends emails that have been marked as spam in a separate folder in the mailbox. Users can view the contents of this folder to make sure there is no valid email erroneously sent. If so, you should adjust the filter to avoid sending wrong in the future.

6. Assign a color category:

With the new Outlook can assign a color to a group of emails not related or other categories, such as notes, contacts and appointments. From there, users can easily identify and sort your desire. For example, you can easily keep track of all messages, appointments, and contacts to compute a sales project by creating a category called "Garage Sale" and the allocation of posts to it.

7. Trace flags:

Outlook users can use the "Make-up" to mark the emails and tasks to help categorize. You can track a subject, signaling the request of someone. You can also organize email folder easily because you know exactly what to do and when to do it. Note that when you create a task and you set a date for the task is automatically marked to not forget your expiration date and stick to it.

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