We have just completed our report titled:
8 SIMPLE TIPS FOR E-MAIL MANAGEMENT IN MICROSOFT OUTLOOK
My Inbox has been FLOODED with emails from readers who wanted to get their hands on the report... which ironically is one of the "problems" discussed in it.
This report is the result of many hours of my own research as well as a major contribution from many of you. Thank You!
Download your copy of our special report now:
http://www.standss.com/t/0904/report.asp
Regards
Sanjay
PS: Download and read the report TODAY. We’re planning a Part 2 in the next few days.
http://www.standss.com/t/0904/report.asp
Monday, April 6, 2009
Special Report: 8 Simple Tips for E-Mail Management in Microsoft Outlook
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15 comments:
Hey,
I just read your report and have to say I've been doing it right! LOL
I also have a few tips to pass on for others.
1.) Do NOT store your PST files in Outlook's default directory. I use a location on a second physical drive, so if I need to reformat or have any major windows issues - my email is not in as much risk of loss.
2.) I have a multi-file system. I have PSTs for the following and my system has been years in the making. Maybe it can help some others:
* Individual email accounts (I manage ~ 100)
* Individual Projects (copy emails to these in addition to their account PST -- that way I always have a copy.
* Individual files by newsletters, RSS, group discussions,etc sites. I am on a LOT of lists, and the best way to keep this straight is to organize by THAT topic (usually name of site, person, or group/discussion list).
* I have one PST where I store SENT items. No matter the email sent from, I always have a copy for reference.
3.) Side note to last item (not Outlook specific), but I CC the email account I'm sending from when sending a message to have a whole conversation easily accessible. This is similar to how Gmail stores replies to keep threads together. Many people ask me why and all I can say is to CYA. I can't tell you how many times this one trick has saved me! (BTW - still waiting on that request for an auto CC/BCC of email I'm sending from tool I suggested a while back.)
4.) Rules: I use them, but they are turned OFF and must be activated manually. Some days I get 2,000+ emails and it's easier to read through my master Inbox then run rules to sort/file (on top of using QuickFile). If I know an email needs special filing attention, it gets handled prior to running rules.
5.) COMPACT your PST. If you do a lot of moving of emails, compact your PST regularly. This is like defrag for the file. To do this, right click on the PST in Outook and choose PROPERTIES > ADVANCED > COMPACT NOW.
6.) Split large PST files to keep size down. There are tools available to do this for you.
7.) Look around at various Outlook tools that may help. I use several tools from different vendors, including AddsIns4Outlook, that save me a ton of time and frustration.
I am starting to look at other ideas as well. Like using categories and such to help. It'll be interesting to see how that all works with my system.
These tips have allowed me to keep over 200 GB of email dating back a ways - without having it all load EVERY time I open Outlook. If I need something specific, I simply open the necessary PST, get what I need, and close it back out.
Hope these help!
Cortney
The report talks of moving mails from one outlook file to another, but does not say how or if this will work with Exchange files
Great report and generally the guidance one needs however the depth of guidance missing is in the "filing system". This is crutial and several people fail to keep things in order due to a "bad" system, perhaps some more community feedback on best practices could provide the necessary depth :)
The page http://www.standss.com/t/0904/report.asp does not display properly in Firefox (3.0.8).
Thanks to the "IE Tab" extension that is not really a big problem, but I thought I mention it anyway.
Regards,
Ed
is there a function that removes attachements from incoming emails? Does it allow you to identify the attachement as belonging to a specific email?
Looks as though I've been doing it right all along, too. I too create separate .pst files for my mail storage and retrieval (i.e., one for "business metrics", "communication", "projects", "pending contracts", "signed contracts", etc.) that help me organize me files. I'm methodical about cleaning my inbox and sent box daily so it doesn't get overloaded and out of control. All of my created .pst files are stored on a space provided for me on the network by my employer that is backed-up routinely so I don't fear that I'll loose them. If you store your .pst files on your local hard drive, then you must back-up the files yourself.
A tip that I would recommend to other users is that you can set a default in Outlook to save replies and forwarded messages with their original message. I find this extremely helpful and it cuts down on the extra mail in the sent box, which seems to be the most cumbersome box to clean-out. You can find this option by choosing (in Outlook 2003) Tools, Options, w/in Preferences tab choose button for E-mail Options, then choose button for Advanced E-mail Options, check the box that reads "In folders other than the Inbox, save replies with original message", and also check the box that reads "Save forwarded messages", click OK to save changes. Once you've set these preferences, you'll actually forget that you've set it and will drive yourself crazy initially trying to find the messages in your sent box like you're used to doing, but remember --- you just told it to move it to the same place the original message is saved, so look there. After a while, it'll become routine and you'll be glad you made the change.
Hope this helps!
Karen K. - Houston, TX
A reasonable overview of how NOT to use Outlook...
Sanjay, this is a great report. Very useful, with lots of excellent tips.
Sanjay
First time reader of your report
I have a very slow OUTLOOK and now I know one of the contributing factors. I have hundreds of folders one for each client, and separate folders for jobs under that client but it is all under the Personal PST.
Thanks for the hints - looking forward to more...
Marty
Some good ideas but you have just opened yourself up to costly litigation if you find yourself in a lawsuit. I would see using this method along with a central archiving solution and get rid of all PST files.
Thanks for the report. Many of the tips I'm already using and have a few of my own I'd like to share:
1)Use Outlook rules for non-actionable emails (i.e. newsletters, status reports, company announcements/news etc.)
2) Start each day with an empty Inbox (I know this is easier said than done, but leads to my next 2 tips).
3) BCC: yourself on all relevant emails you send. This way you're only have to manage your Inbox and not Sent Items (which is merely a back up). When the bcc: email appears in your Inbox, drag/drop to the correct folder.
4) Create tasks for actionable emails instead of leaving them in your Inbox.
For tips on how to use Outlook Tasks, I recommend these 2 books: "Getting Things Done" and "Take Back Your Life Using Microsoft Outlook."
You can also click "Microsoft Office Outlook Help" (question mark icon) on your Toolbar and type in "McGhee" to start reading up on other email management tips.
Suggestion: I've found using Categories instead of folders works well. With this you can easily file an email in several categories and searching is more powerful because you can search across the whole spectrum of categories instead of a folder at a time.
This all seems logical and reflects much of what I do. The problem I would like to solve is that of how to best view all my archived folders. Today they all appear on the left of my inbox, in the usual folder place (folder list), but I would like to alter the order in which they appear (I have about 40 of them). Does anyone know how to do that ? - You are unable to just drag them around but maybe there is another way..
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