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OUTLOOK PEOPLE/share your e-mail tips

W

Wduaqnug

Diamond Member
My job solely depends on e-mails and communication with hundreds of offices overseas. I been there only for couple weeks and my outlook looks like disaster, i tried to move stuff and add new folders, I heard there are outlook organizer software. Anyone uses any type of software to organize your e-mail?
 
Just looked at software called neopro looks like its more of a disaster cause it gives so many additional stuff and i need just something simple
 
I gave up trying to organize emails years ago. They just come in too fast, it'll be a full time job just moving and deleting. Now, my personal policy is to take care of what's in an email as it comes in and never read it again.
 
Haven't used outlook in years, but couldn't you setup a bunch of rules where emails say from xxx@uranus.com would be sent to a particular folder in outlook? It'll be a bitch to setup the first time around, but that should save you some headache in the long run. And if the domains are too numerous you can make the rules "country" specific so you know "ok all emails coming from country x go into this folder" the folder should be the name of the country or region, whatever's specific to your job.
 
I set up folders, so that when i look at and address an e-mail it goes to a folder. This set up depends on how you would want to organize it. This way the inbox would only have e-mails in it that have not been addressed or answered.

You could also set up rules and that would help clean it up some.

 
Originally posted by: Grant
I set up folders, so that when i look at and address an e-mail it goes to a folder. This set up depends on how you would want to organize it. This way the inbox would only have e-mails in it that have not been addressed or answered.

You could also set up rules and that would help clean it up some.
Click to expand...

Congrats on your 100 post. 🙂
 
I too have Rules for my mail at work - stuff from people who are known to send around "teh funnays" go into a different box than, for example, Da Boss.
 
Simple: Keep the incoming messages you want to keep in your inbox, don't mess with all those folders. The find function works very well, if you have a keyword such as a name. Same with the sent folder.
 
the primary thing I do is to check the "Leave messages on server" and also check "delete when removed from deleted items folder" that way everything is still available through webmail (from wherever) and if my PC dies I still have all my emails. I also set up rules for multiple accounts and set up a rule and folder for some of my spamming family members.
 
Create a rule that says if you recieve an email from anyone, move it to Deleted Items. Then (assuming you're using Outlook 2003) go to Tools > Options and click the Other tab, and select Empty the Deleted Items folder upon exiting. The finaly step is to click the Advanced Options button, and uncheck the Warn before permanently deleting items.
 
Originally posted by: TwiceOver
the primary thing I do is to check the "Leave messages on server" and also check "delete when removed from deleted items folder" that way everything is still available through webmail (from wherever) and if my PC dies I still have all my emails. I also set up rules for multiple accounts and set up a rule and folder for some of my spamming family members.
Click to expand...

Then you're depending on someone else to never lose your emails. I'd rather back them up myself and not depend on the email server staying up forever....
 
Managing email sucks...so many you have to keep as they are not quite relevant now, but you will need them when they are.

I have manually set up folders that I know will hold whatever mail is important, I leave the rest in my inbox and periodically purge it as I approach my 50mb quota on the Exchange server.

Keep in mind Outlook folders are also limited to about 2GB each, they used to self destruct when you surpassed the limit, but the latest service packs fixed that.

2GB of mail though is insane, the people I have had to help with that have had email back 2 years and most of it unread with huge attachments.

 
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