I'm not trying to bash Microsoft or anything, but ever since I started using gmail my email life has significantly improved. The only feature missing was the ability to access my mail while offline, but that wasn't as significant as all the bad things about Outlook, so I ignored it. Now that there's offline gmail I really don't see a reason to use any other program. Nishit vaghela. Nice way to manage emails scott. Can u please explain some tips to write signature too? I also use a rule that says if the sender isn't in my address book, put the email in a folder called 'probablySpam' If I check it and find something from someone I want to correspond with, I then make sure I add them to my address book.
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Excellent post! But please explain the "Favorites" part.
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My eyes got big when I saw that, but when I pulled up Outlook I'm at a loss to figure out how to set up a "favorites" set of folders. Is this a beta-office thing only? Mike C. Too bad anything that gets filtered out of the Inbox doesn't show up on a Blackberry!!!! Kills me.
Oh well, better to have the BB! Thank you for an excelent article. If I look for more internet-stuff about Outlook any suggestions where I can go?
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And do you have any clue why my Outlook suddenly starting to import my mail yep every mail even the ones I have imported before from Hotmail. Is it some kind of index or counter that is wrong? What do you think? Best regads and thank you in advance Rune Lind. Great tips, seems like common sense now that you have mentioned it, yet how many people take the time to actually set this up?
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I certainly will now. Thanks for sharing! Scott, I am surprised you don't have any "Send me teh codez" filter ;. I bought Outlook and took it off my computer after about a week. I moved back to Eudora. Much faster, much better feel, built by people that actually use email, back when Bill Gates thought the "Internet" was something to do with hair.
Of course, at work state of oregon I am stuck with Groupwise rhymes with "Poopwise" which probably can do all the fancy shuffling of the deck of emails coming in. State is going to Outlook in the next several years. John A Davis. This is great stuff Scott - I watched your presentation about this OreDev? I can really see an improvement on how I work with my inbox now I love managing my emails. But moving emails to different folders is not a good practice. What if I want to see the sequence of all my emails?
What if want to see all emails from a specific person? What I am trying to say is that Outlook is missing a key feature - Tags. That is the main reason why people are slowly leaving to Gmail. Emails should have tags, many tags and users should be able to see filter emails by tags. Tags should be added automatically to each emails and manually by user request. I've searched for some "Tag support" Outlook addons but come out with nothing that's worth talking about.
When will we see tags native in Outlook? Thanks, Eylon Yogev. Eylon - Outlook will keep conversation threads together even across folders. You can move emails all over and the thread is will visible and can be navigated. Eylon - you can use search folders. They operate much as does gmail. You can also categorize messages manually or by rule so that they fall into search folders Scott - so my present way of managing mail was beginning to fail so with some modifications I am giving your method a shot. First post, first page value added. That'll learn me.
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One thing I don't like about Outlook subfolders is that they are displayed in alphabetical order; so that my "Meeting Invites" folder didn't show up in the middle, I had to name it "1. Meeting Invites. Maybe it's in there already, and I haven't dug deep enough in the menus to find that option. That way I know where all of those emails are and my inbox is not too full for the server. Chris- You'll notice that Scott's folders are still in his primary Inbox, just separated out for better processing. This might be useful for me in the future when i get more emails, but not right now.
If you like this then you will probably like SSW's Rules to better email It make me think about email more, and I am now on top of both my home and work emails However, lately as the flow of email increases, I've added three new rules in Outlook that have really made things easier for me. The idea is this. Stuff shows up in your Inbox and you need to process it, right?
Not necessarily do it, but decide what to do with it. However all email that shows up in your inbox isn't the same. I segment them like this:. So I've got these "inboxes" in Outlook now and I put them in my favorites so they show up at the top of the folder list. These are the emails I'm currently processing that came in overnight. Here are the Outlook Rules to make this happen. The main Inbox folder is the main Inbox.
The others are just folders named "Inbox - Something. First rule is to move any meeting invitations to a separate folder. This is an easy rule. Just make sure the "and stop processing more rules" appears at the bottom and that this rule is close the top if not at the top. This one is a little tricky, so be careful.
There's no good "comes from outside my company" rule built into Outlook, so you can make one like this. Tricky and composite, but works nicely. Of course if you are a member of external mailing lists, etc, you might want exclusions here, or more likely a separate Outlook rule for that mailing list that is higher in the list of rules. Remember, rule order matters. However, I have some exceptions for email from certain people whose email goes to my Inbox always, regardless. Last one a fourth possible rule, yeah, I know and this one is optional.
If I get an answer to a mail that's from a mailing list, I like it to come to my Inbox, not show up in a folder deep in Outlook somewhere. Now you just have a rule for mail that is sent directly to you. You have to say "move it to the inbox" and "stop processing. Scott Hanselman is a former professor, former Chief Architect in finance, now speaker, consultant, father, diabetic, and Microsoft employee. He is a failed stand-up comic, a cornrower, and a book author. Disclaimer: The opinions expressed herein are my own personal opinions and do not represent my employer's view in any way.
About Scott Scott Hanselman is a former professor, former Chief Architect in finance, now speaker, consultant, father, diabetic, and Microsoft employee. Sponsored By. Hosting By. I personally have rules for each person to put their mail in a folder and also for a "New Message Alert" which notifies me about new mail. I often miss the little toast notification due to me having dual monitors and no sound. How does the Inbox-CC folder get populated? It looks like the third rule sends your CC mail as well as your To mail to Inbox. Seems like you could do this with a search folder instead, no?
Aside from the fact that it would allow emails to be in more than one "folder" at a time, you would also be able to use much more flexible criteria.
Gwen - Sorry, I swapped my screenshots. I've updated the post. Scott Hanselman. Seeing outlook reminds me of the old days.