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5 Tips to Manage and Organize E-Mail


How do you focus on your urgent e-mail and organize the rest for your review? Think about how you handle your paper mail. You probably sort your paper mail quickly before you read it to figure out what to look at first, what to read later, and what to throw away. Here are some similar ways to automatically process and prioritize your electronic mail for better and faster results:

(Although the following tips refer to Microsoft Outlook, many of these features are similar to those found in other mail systems. For specific how-to steps, and more e-mail and Outlook tips, visit The Software Pro website.)

1. Color Code to Identify Key Messages

Color code priority messages to quickly identify e-mail from your most important contacts such as management, staff, or team members. To apply colors in Microsoft Outlook, highlight a message from a contact, choose Tools > Organize, select the option Using Colors and pick how you want to color-code your incoming messages from the specific contact.

2. Streamline with Categories and Folders

Stop using your Inbox as a reference system filled with messages that don't require an immediate action. To further organize your messages, create categories and folders with useful labels such as Team Members, Projects, Personal, and others. The Categories feature in Microsoft Outlook, for instance, helps to organize and view active messages into groups within your Inbox. Create and use e-mail folders to store messages that you have already handled and wish to keep for history or folders for e-mail that contains informational reading and general reference.

Note that folders and categories sort in alphabetical order which is not likely to place your priority items at the top. Adding a letter or number at the beginning of a label, such as a-Team Members and b-Projects, will sort these towards the top of your Inbox.

3. Filter with Rules

Rules are instructions or filters that automatically categorize, organize, and prioritize messages based on conditions that you set. As new messages are received in Microsoft Outlook, right-click on the message and left click on the command Create a Rule to apply a category or move the message to a folder. If all you do is apply rules, you may be able to get through e-mail in half the time it took before.

4. Learn Easy Navigation

Stop wasting time by moving in and out of each message and start applying simple navigation tricks. In Microsoft Outlook, for instance, you can move in your Inbox with the up or down arrow key to select a message. Then press [Enter] to open the message. To move to the next message directly from the current e-mail, look for toolbar buttons with arrows or press [Ctrl] + > for the next message and [Ctrl] + < for the previous e-mail. Press [Esc] to close the active message.

5. Sort to Find Messages

To quickly sort your e-mail messages, click once on a column heading for the new order you want such as sender, subject or date. For instance, to sort messages by the sender, click once on the Sender heading. By clicking twice on a column heading, the sort order changes from ascending (A-Z) order to descending (Z-A) order. By the way, the abbreviations RE and FW in the Subject line are ignored when you sort messages alphabetically by subject.

Implementing these ideas for overcoming e-mail overload can help you become more productive and free you from your Inbox.

© 2004 by Dawn Bjork Buzbee

Dawn Bjork Buzbee is The Software Pro? and a certified Microsoft Office Expert and Microsoft Office Specialist Master Instructor. Dawn shares smart and easy ways to effectively use software and technology through her work as a speaker, trainer, and consultant. Visit http://www.SoftwarePro.com for great Microsoft Office software tips and tricks or to contact Dawn.


Todays News by officejax free advertising and ad exchange solutionsMORE RESOURCES updated Sun. July / 12 / 2020
5 simple home remedies to fight cold and flu - Times of India
5 simple home remedies to fight cold and flu  Times of India

5 simple and effective home remedies to treat dehydration - Times of India
5 simple and effective home remedies to treat dehydration  Times of India

6 home remedies for mosquito bites to stop your itch and provide relief - Insider - INSIDER
6 home remedies for mosquito bites to stop your itch and provide relief - Insider  INSIDER

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COVID-19: Try these simple home remedies to treat a sore throat  Times of India

Home Remedies For Diarrhea: Opt For These Simple And Effective Ways to Get Rid of The Problem - India.com
Home Remedies For Diarrhea: Opt For These Simple And Effective Ways to Get Rid of The Problem  India.com

Here's why Indians are searching on Google for how to make coronavirus vaccines at home - Business Insider India
Here's why Indians are searching on Google for how to make coronavirus vaccines at home  Business Insider India

Apple Cider Vinegar For Sore Throat: Is It An Effective Remedy? Know Ways To Use It Safely - NDTV Doctor
Apple Cider Vinegar For Sore Throat: Is It An Effective Remedy? Know Ways To Use It Safely  NDTV Doctor

Here are some home remedies to get rid of tanning - NewsBytes
Here are some home remedies to get rid of tanning  NewsBytes

Try These 6 Home Remedies To Get Rid From Intestinal Worms - IWMBuzz
Try These 6 Home Remedies To Get Rid From Intestinal Worms  IWMBuzz

5 ways you can use baking soda to improve health, lose weight - Times Now
5 ways you can use baking soda to improve health, lose weight  Times Now

Avoid home remedies, use insecticide correctly when going after spotted lanternflies, expert advises - Reading Eagle
Avoid home remedies, use insecticide correctly when going after spotted lanternflies, expert advises  Reading Eagle

The best natural remedies for a stomach ache, according to a gastroenterologist - Insider - INSIDER
The best natural remedies for a stomach ache, according to a gastroenterologist - Insider  INSIDER

Cracked heels- prevention and home remedies - Phoenix Sun
Cracked heels- prevention and home remedies  Phoenix Sun

Try these home remedies to avoid seasonal flu - News Track English
Try these home remedies to avoid seasonal flu  News Track English

COVID-19: Home Remedies For Oral Health Care During Lockdown - NDTV Food
COVID-19: Home Remedies For Oral Health Care During Lockdown  NDTV Food

Ministry of Ayush shares home remedies to stay safe from flu, other monsoon infections - Times Now
Ministry of Ayush shares home remedies to stay safe from flu, other monsoon infections  Times Now

Constipation Home Remedies: 16 Natural ways to soften your stool for normal bowel movement - PINKVILLA
Constipation Home Remedies: 16 Natural ways to soften your stool for normal bowel movement  PINKVILLA

Constipation in Babies: What are the signs, causes and home remedies of THIS issue? - PINKVILLA
Constipation in Babies: What are the signs, causes and home remedies of THIS issue?  PINKVILLA

Skincare Tips: Don't Squeeze, Use These Simple Home Remedies to Get Rid of Blackheads - India.com
Skincare Tips: Don't Squeeze, Use These Simple Home Remedies to Get Rid of Blackheads  India.com

Lice Clinics of America reports lice activity increased during pandemic - ABC 4
Lice Clinics of America reports lice activity increased during pandemic  ABC 4

Pearly whites: Simple home remedies for a sparkling white smile - The South African
Pearly whites: Simple home remedies for a sparkling white smile  The South African

Try these 3 anti-ageing Korean beauty hacks at home - Times of India
Try these 3 anti-ageing Korean beauty hacks at home  Times of India

How to Remove Freckles Permanently And Get Spotless Skin - India.com
How to Remove Freckles Permanently And Get Spotless Skin  India.com

Lice Clinics of America reports increased 'super lice' activity during COVID-19 pandemic - KUTV 2News
Lice Clinics of America reports increased 'super lice' activity during COVID-19 pandemic  KUTV 2News

Oli continues to downplay Covid-19 and propagate home remedies, earning ridicule on social media - The Kathmandu Post
Oli continues to downplay Covid-19 and propagate home remedies, earning ridicule on social media  The Kathmandu Post

This 3-ingredient sweet concoction relieves cough and cold immediately - Times of India
This 3-ingredient sweet concoction relieves cough and cold immediately  Times of India

"Home remedies like lemon and salt just don't cut it anymore": Sanjeev Gauba, Kent - afaqs
"Home remedies like lemon and salt just don't cut it anymore": Sanjeev Gauba, Kent  afaqs

Immunity-boosting kadha: Covid-19 survivor shares recipe that helped her - The Indian Express
Immunity-boosting kadha: Covid-19 survivor shares recipe that helped her  The Indian Express

It's tick season, beware of Lyme disease - 953mnc.com
It's tick season, beware of Lyme disease  953mnc.com

6 Effective Remedies To Get Rid Of Headaches Naturally - Lehren Networks
6 Effective Remedies To Get Rid Of Headaches Naturally  Lehren Networks

Malaika Arora swears by this DIY skincare treatment for healthy skin - Times of India
Malaika Arora swears by this DIY skincare treatment for healthy skin  Times of India

What Causes Back Pain? Expert Explains 5 Possible Reasons And Tips To Manage Pain At Home - NDTV
What Causes Back Pain? Expert Explains 5 Possible Reasons And Tips To Manage Pain At Home  NDTV

Boost your immunity with these super simple home remedies - Times of India
Boost your immunity with these super simple home remedies  Times of India

HEALTH: HOW TO DEAL WITH COVID-19 AT HOME - DAWN.com
HEALTH: HOW TO DEAL WITH COVID-19 AT HOME  DAWN.com

5 Ayurveda-approved homemade teas that can help you boost immunity - Times of India
5 Ayurveda-approved homemade teas that can help you boost immunity  Times of India

Kill spotted lanternflies (or not), cut some flowers, and drink, drink, drink: This Weekend in the Garden - pennlive.com
Kill spotted lanternflies (or not), cut some flowers, and drink, drink, drink: This Weekend in the Garden  pennlive.com

Hina Khan to Divyanka Tripathi: TV actresses REVEAL their DIY home remedy tricks for a glowing skin - PINKVILLA
Hina Khan to Divyanka Tripathi: TV actresses REVEAL their DIY home remedy tricks for a glowing skin  PINKVILLA

Coronavirus: Karnataka guidelines for home isolation for asymptomatic patients - The Indian Express
Coronavirus: Karnataka guidelines for home isolation for asymptomatic patients  The Indian Express

What happens when you over-exfoliate your skin? 3 DIY mild scrubs you can make at home - Times Now
What happens when you over-exfoliate your skin? 3 DIY mild scrubs you can make at home  Times Now

Malaika Arora Shares Home Remedy to Boost Immunity - http://www.newsgram.com/
Malaika Arora Shares Home Remedy to Boost Immunity  http://www.newsgram.com/

Recipe of the immunity-boosting Kadha shared by a COVID-19 survivor becomes viral - Times of India
Recipe of the immunity-boosting Kadha shared by a COVID-19 survivor becomes viral  Times of India

Coronavirus Cure: Can coconut oil protect against COVID-19? Here's what doctors have to say - Jagran English
Coronavirus Cure: Can coconut oil protect against COVID-19? Here's what doctors have to say  Jagran English

Skin Care Tips: 5 Easy Remedies To Get Rid Of Blackheads And Whiteheads - NDTV Doctor
Skin Care Tips: 5 Easy Remedies To Get Rid Of Blackheads And Whiteheads  NDTV Doctor

9 clinically proven natural remedies for common ailments - MD Linx
9 clinically proven natural remedies for common ailments  MD Linx

Malaika Arora’s immunity booster is high on vitamin C; check it out - The Indian Express
Malaika Arora’s immunity booster is high on vitamin C; check it out  The Indian Express

Not feeling well? Here are some practical home remedies - Houston Chronicle
Not feeling well? Here are some practical home remedies  Houston Chronicle

5 natural home remedies for insomnia that can help you get better sleep - Insider - INSIDER
5 natural home remedies for insomnia that can help you get better sleep - Insider  INSIDER

Try these natural pain relievers as quick home remedies - The Indian Express
Try these natural pain relievers as quick home remedies  The Indian Express

Coronavirus home remedies: separating fact from fiction - FOX13 Memphis
Coronavirus home remedies: separating fact from fiction  FOX13 Memphis

Myth-busting: Which of these DIY home remedies for coronavirus are actually effective? - KPRC Click2Houston
Myth-busting: Which of these DIY home remedies for coronavirus are actually effective?  KPRC Click2Houston

Many home remedies were good medicine — if you could survive the cure - The Mountaineer
Many home remedies were good medicine — if you could survive the cure  The Mountaineer

Coronavirus Fact Check: Do these 'home remedies' actually help? - NBC2 News
Coronavirus Fact Check: Do these 'home remedies' actually help?  NBC2 News

What to do if you are infected: demystifying Covid-19 care - The Indian Express
What to do if you are infected: demystifying Covid-19 care  The Indian Express

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5 natural home remedies to get relief from flu  Times of India

5 home remedies to treat cold and flu caused by the sudden change in weather - Times of India
5 home remedies to treat cold and flu caused by the sudden change in weather  Times of India

Home Remedies for Allergies: Natural Ways to Ease Symptoms - Shape Magazine
Home Remedies for Allergies: Natural Ways to Ease Symptoms  Shape Magazine

Dangerous Home Remedies for COVID-19 - Everyday Health
Dangerous Home Remedies for COVID-19  Everyday Health

No, garlic won't prevent COVID-19. These 'home remedies' and 'cures' just don't work - NorthJersey.com
No, garlic won't prevent COVID-19. These 'home remedies' and 'cures' just don't work  NorthJersey.com

11 Home Remedies for Glowing Skin and Mistakes to Avoid - Greatist
11 Home Remedies for Glowing Skin and Mistakes to Avoid  Greatist

Question of the day: Can home remedies such as garlic, red pepper, saline, hot baths or alcohol protect a person from catching COVID-19? - Victoria Advocate
Question of the day: Can home remedies such as garlic, red pepper, saline, hot baths or alcohol protect a person from catching COVID-19?  Victoria Advocate

Weight loss: This baking soda and apple cider vinegar drink can help you burn belly fat - Times of India
Weight loss: This baking soda and apple cider vinegar drink can help you burn belly fat  Times of India

Migraines: Home remedies that work, according to real people - KSAT San Antonio
Migraines: Home remedies that work, according to real people  KSAT San Antonio

Best Natural Remedies for Common Health Issues That Work - Prevention.com
Best Natural Remedies for Common Health Issues That Work  Prevention.com

Chloroquine, home remedies are not the answer to treat coronavirus, experts say - TribLIVE
Chloroquine, home remedies are not the answer to treat coronavirus, experts say  TribLIVE

Say Thanks To Honey Because Of These 5 Amazing Home Remedies - NDTV Swirlster
Say Thanks To Honey Because Of These 5 Amazing Home Remedies  NDTV Swirlster

Keep Your Lungs Healthy With These Simple Methods - NDTV Doctor
Keep Your Lungs Healthy With These Simple Methods  NDTV Doctor

Home Remedies for Migraine Relief and Prevention | Shape - Shape Magazine
Home Remedies for Migraine Relief and Prevention | Shape  Shape Magazine

Four home remedies to get rid of a toothache when you can't see a dentist - Insider - INSIDER
Four home remedies to get rid of a toothache when you can't see a dentist - Insider  INSIDER

Coronavirus Prevention: Make hand sanitizer at home using these three ingredients - Times of India
Coronavirus Prevention: Make hand sanitizer at home using these three ingredients  Times of India

13 Home Remedies for Acne, According to Dermatologists - Men's Health
13 Home Remedies for Acne, According to Dermatologists  Men's Health

5 effective home remedies for vaginal itching - Times of India
5 effective home remedies for vaginal itching  Times of India

Do home remedies work to fight the flu? - Siouxland News
Do home remedies work to fight the flu?  Siouxland News

6 home remedies for mosquito bites and itches - Times of India
6 home remedies for mosquito bites and itches  Times of India

Using home remedies to treat the common cold - kjrh.com
Using home remedies to treat the common cold  kjrh.com

6 simple and natural home remedies for cough - Firstpost
6 simple and natural home remedies for cough  Firstpost

Home Remedies For Sore Throat: Try This Simple Ginger-Garlic Drink For Quick Relief - NDTV
Home Remedies For Sore Throat: Try This Simple Ginger-Garlic Drink For Quick Relief  NDTV

Home remedies can ease symptoms of cough, sore throat - Daily Herald
Home remedies can ease symptoms of cough, sore throat  Daily Herald

10 home remedies to treat dark circles - Times of India
10 home remedies to treat dark circles  Times of India

Bishop Makamu tests positive for Covid-19, in self-isolation - Briefly.co.za
Bishop Makamu tests positive for Covid-19, in self-isolation  Briefly.co.za

10 natural and home remedies for ulcers - Medical News Today
10 natural and home remedies for ulcers  Medical News Today

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7 best home remedies to get rid of knee pain  Times of India

Psoriasis: 12 home remedies and how to avoid triggers - Medical News Today
Psoriasis: 12 home remedies and how to avoid triggers  Medical News Today

Listeners Ask About Home Remedies, Carry-Out Food and Warm Weather When Dealing with Coronavirus - WKSU News
Listeners Ask About Home Remedies, Carry-Out Food and Warm Weather When Dealing with Coronavirus  WKSU News

Diverticulitis: 8 home remedies and natural treatments - Medical News Today
Diverticulitis: 8 home remedies and natural treatments  Medical News Today

Home remedies — did mother know best? - tnonline.com
Home remedies — did mother know best?  tnonline.com

15 natural remedies for a sore throat: Marshmallow root and more - Medical News Today
15 natural remedies for a sore throat: Marshmallow root and more  Medical News Today

Home remedies: high blood pressure and cold remedies - Medical Xpress
Home remedies: high blood pressure and cold remedies  Medical Xpress

Home remedies doctors swear by - Mumbai Mirror
Home remedies doctors swear by  Mumbai Mirror

Natural home remedies that can help you with kidney stones - Times of India
Natural home remedies that can help you with kidney stones  Times of India

5 home remedies to deal with the problem of low blood pressure - Times of India
5 home remedies to deal with the problem of low blood pressure  Times of India

Home remedies for cold feet and palms - Times of India
Home remedies for cold feet and palms  Times of India

Honey-pepper and water boiled with tulsi-haldi — Modi bats for Covid-19 ‘home remedies’ - ThePrint
Honey-pepper and water boiled with tulsi-haldi — Modi bats for Covid-19 ‘home remedies’  ThePrint

5 easy natural remedies for relaxing your muscles - Times of India
5 easy natural remedies for relaxing your muscles  Times of India

Stuck at home during lockdown? Home remedies to cure minor illnesses - Times of India
Stuck at home during lockdown? Home remedies to cure minor illnesses  Times of India

6 easy and effective home remedies for body pain - Firstpost
6 easy and effective home remedies for body pain  Firstpost

Dry scalp: 9 natural home remedies - Medical News Today
Dry scalp: 9 natural home remedies  Medical News Today

Herbal Remedies and COVID-19: What to Know - Healthline
Herbal Remedies and COVID-19: What to Know  Healthline

Do Any Bronchitis Home Remedies Actually Work? - Health Essentials from Cleveland Clinic
Do Any Bronchitis Home Remedies Actually Work?  Health Essentials from Cleveland Clinic

Sore Throat Remedies That Actually Work - Health Essentials from Cleveland Clinic
Sore Throat Remedies That Actually Work  Health Essentials from Cleveland Clinic

Thirteen old-fashioned home remedies using everyday food which really work - Mirror Online
Thirteen old-fashioned home remedies using everyday food which really work  Mirror Online

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