Tips and Tricks for Streamlining Your Email Workflow

Microsoft Outlook is among the most profitable e mail platforms on the planet. At current, it has round 400 million customers, demonstrating the extent to which giant parts of the world have chosen this platform as their go-to e mail system. With fantastic safety, plenty of area, and a spread of helpful options to make use of, it’s not exhausting to see why.

However, not everybody makes use of Outlook to the identical extent, with solely a small inhabitants making it into the environment friendly machine that it has the potential to be. On this article, we’ll dive into Outlook productiveness, recommending quite a few methods and suggestions that you should use to spice up how successfully you employ Outlook. 

We’ll cowl the next three core methods for Outlook.

  • Folder Technique
  • Create Outlook Guidelines
  • E mail Signatures Are Time-Savers

Let’s dive proper in.

Folder Technique

One of many highest methods to streamline your e mail workflow is to grasp that not emails must be handled equally. Many deal with inbox zero over all else, when this undoubtedly shouldn’t be the case. If you batch time to examine your emails and transfer by content material, you’ll get far more finished.

It is a productiveness technique generally known as time blocking. To take this to the subsequent degree inside Outlook, it is best to create folders to categorize all of the mail that is available in. For instance, you may create completely different folders for:

  • HR Information
  • Consumer Communications
  • Inside Staff
  • Finance Paperwork
  • Academic Supplies
  • No matter Else You Want

Everytime you get an e mail, dragging and dropping it into its respective folder will assist you to transfer by them in a while. For instance, you may put aside time to look by your entire client-facing emails directly. As a substitute of bouncing round by completely different duties, it will put you in the appropriate thoughts area to get this finished shortly.

Equally, you may set completely different occasions through the day to look by completely different e mail packing containers. Begin within the morning together with your inner groups, letting you be extra ready for any group or supervisor conferences that you’ve got that day. Over time, categorization will assist you to lower your common time to reply and transfer by your inbox.

If you wish to take this one step additional, you may then begin to color-code your inbox primarily based on every class. This could assist you to determine completely different emails with a look, pushing your pace even greater as you progress by all unread emails and classes. 

Create Outlook Guidelines

Upon getting your folder system in place, you’re now completely positioned to create Outlook guidelines. These are requirements that you just set in your personal inbox, which is able to then make Outlook take sure actions and automate your inbox. For instance, you may set a rule that everytime you get an e mail from a sure deal with, it’s at all times positioned straight into certainly one of your assigned different inboxes.

Alternatively, for those who get an e mail that has “URGENT” within the topic line, you may get a direct notification to your cellphone. Or, higher but, your inbox might play a small jingle when this phrase is available in, letting you understand that it is best to examine your emails. 

Guidelines can obtain a complete lot of fine in Outlook, and can assist you to attain Inbox-Zero a lot quicker. For those who’re seeking to get began with guidelines, we advocate you begin with deciding what you need to do with emails that you just’re CC’d on. For instance, you may make a rule that color-codes these emails, guaranteeing that you just don’t waste time going by conversations that don’t actually matter to you as a lot.

Create guidelines that facilitate transferring by your inbox. Automating the place you may will prevent loads of time in the long term.

Use An E mail Signature To Save Your self Time

It doesn’t matter what e mail you’re sending, regardless of its contents, tone, or goal, you’re virtually at all times going to log out. Whether or not that’s a proper finish to the e-mail the place you give your regards or one the place you simply write your identify, you’re nonetheless going to take time creating quick e mail finishers.

This time, though solely 15 seconds right here and there, goes to construct up throughout each single e mail you ship. Over the course of a yr, you may be losing days of labor simply typing out your identify and filling in generic sign-off messages. Fortunately, Outlook has a characteristic that may can help you radically cut back this time, saving your self the effort altogether.

Inside this e mail platform, you’re ready so as to add an Outlook e mail signature. Not solely does this can help you skip typing out your sign-off, however it provides you entry to a complete host of different advantages:

  • Professionality – Signing off your emails with an e mail signature provides your entire outgoing emails a way of professionality. Particularly for customer-facing emails, this can be a smart way of placing your finest foot ahead.
  • Further Particulars – E mail signatures can provide you room so as to add different e mail contacts, your cellphone quantity, or different ways in which prospects can get in touch with you.
  • Media Hyperlinks – Inside your e mail signature, you’re ready so as to add hyperlinks to your different social media accounts. This can particularly assist for those who’re utilizing this e mail account as a method of getting in touch with new prospects, as they’ll immediately be uncovered to extra of your content material.
  • Advertising and marketing House – An e mail signature additionally gives plenty of area for added advertising and marketing content material. In case you have an eBook or different lead magnet, this can be a excellent place to fit it in. Whereas it received’t get plenty of clicks, even just a few right here and there can actually begin to get the ball rolling.

Including an e mail signature to your account is among the best methods you should use Outlook.

Closing Ideas

Outlook has remained one of many high contenders within the e mail marketplace for good purpose. Its steadiness of time-saving instruments, rule techniques, and top-notch safety has made it a improbable possibility for these seeking to cope with their emails successfully. And, contemplating that the typical employee sends over 40 emails a day and receives over 121, we might all use a bit little bit of assist.

By transferring by the information we’ve outlined on this article, you’ll be completely set to tackle the mounting tide of emails. Every of those methods will assist you to deal with your inbox extra successfully, categorizing emails and saving you time each when receiving and sending emails.

Use the following pointers, and also you’ll have mastered Outlook very quickly.

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