BEST Way to Organize Outlook Inbox

Summary

Highlights

• Implement a three-folder system: Action Items, Waiting On, and Read Later, for a clean inbox. 🎯
• Assign colors to folders to prioritize tasks visually and manage your workload effectively. 🎨
• Automate sorting using Outlook rules to streamline email management and save time. ⏳
• Archive or delegate non-actionable emails to reduce clutter and keep track of important tasks. 📋
• Consider the advantages of checking emails less frequently to enhance concentration. 🧠

Key Takeaways

• Achieve inbox zero using a three-folder system in Outlook for maximum productivity! 📁
• Break down your emails into Action Items, Waiting On, and Read Later for efficient organization. 💪
• Use colors, flags, and pins to prioritize and manage your tasks better. 🏷️
• Leverage Outlook rules to automate sorting and reduce inbox clutter effortlessly. 🤖
• Check emails only 2-3 times a day and turn off notifications for better focus. 📵

Overview

Chapters

• 00:00 - 00:30: Introduction and Overview In the chapter titled 'Introduction and Overview', Kevin addresses the common issue of an overflowing email inbox and introduces a system to achieve inbox zero using Microsoft Outlook. He shares his personal experience using this method at Microsoft, emphasizing its effectiveness in enhancing organization and productivity. The system is applicable to both the web and desktop versions of Outlook.
• 00:30 - 01:00: Three-Folder System Introduction The chapter 'Three-Folder System Introduction' discusses managing emails with varying priorities, like quick responses, longer tasks, and irrelevant ones. The solution proposed is using a simple three-folder system to efficiently organize emails. This involves navigating existing Outlook folders and adding new ones for better email management.
• 01:00 - 01:30: Creating Action Items Folder The chapter guides users through the process of creating a new folder called 'Action Items' that will contain emails requiring responses or actions. It includes clicking on the dots on the right-hand side, typing in 'Action Items', and finalizing the creation by clicking on the check mark. Additionally, it hints at the option to modify folder properties by clicking on the three dots.
• 01:30 - 02:00: Creating Waiting On Folder The chapter focuses on creating a new folder called 'Waiting On' to manage messages where responses are pending from others. It suggests changing the folder color to red for visibility and highlights the importance of following up on unresponsive communications.
• 02:00 - 02:30: Creating Read Later Folder The chapter 'Creating Read Later Folder' guides you through the process of organizing items into a 'Read Later' folder. The process begins by modifying an existing folder's appearance by changing its color to a soothing dark green. Then, a new folder named 'Read Later' is introduced. This folder is intended to store newsletters, reference materials, or any informational items that are not time-sensitive and don't require immediate attention. After naming the folder, it is added to the folder list, illustrated by checking it off, confirming it appears alongside other folders. The use of the three-dot menu seems to be a recurring method for altering folders in this context.
• 02:30 - 03:00: Reorganizing Folders In this chapter titled 'Reorganizing Folders', the process of reorganizing email folders for better accessibility is discussed. The chapter explains how to change a folder's color to gold and demonstrates the steps to reorder folders so that the most important ones, such as the inbox where all incoming emails land, are easily accessible. The method of clicking and dragging the folders into the desired order is covered, with an emphasis on prioritizing the 'Inbox' and 'Waiting On' folders above 'Read Later.'
• 03:00 - 04:00: Using Inbox, Archive, and Deleted Items The chapter guides on utilizing pre-existing folders in Outlook's email system, focusing on Inbox, Archive, and Deleted Items. It begins with adjusting the order of action items and utilizing folders such as Inbox for triaging emails into various categories. The importance of triaging emails into specific folders is emphasized, providing an organized and efficient workflow. Additionally, the use of the Archive folder as a repository for most emails that have been processed is explained.
• 04:00 - 07:30: Email Organization Examples The chapter titled 'Email Organization Examples' discusses the systematic approach to managing email folders effectively. It introduces a method where emails are organized into specific folders such as 'Important Emails' for items needing action, and a 'Deleted Items' folder for archived emails, often moved here throughout the year or when they are no longer needed after six months. The transcript also hints at a practical session where the author will demonstrate cleaning out an inbox and explain the reasoning behind organizing emails into different folders. This part ends with an example email titled 'cookie newsletter' that the speaker resists reading immediately.
• 07:30 - 09:00: Managing Action Items and Waiting On The chapter focuses on managing action items and follow-up tasks efficiently. It begins with discussing how to organize emails by moving them to designated folders, such as a 'read later' folder for non-urgent emails. The chapter then illustrates handling an action item from an email sent by Grady, who asks for a new version of a customer training slide deck. The speaker identifies this as a task that requires their attention and plans to allocate time for completing it, starting by acknowledging receipt of the message and informing Grady about it.
• 09:00 - 11:00: Automating with Rules The chapter discusses the process of automating tasks using rules. It begins with the narrator preparing to send a message and emphasizing the importance of following up on tasks to ensure completion. The narrator demonstrates dragging an email from Grady into an 'action items' list, highlighting a method to keep track of tasks requiring action. Additionally, the narrator receives an email from Pradeep about shipped items which does not require further action, presenting options to delete or archive such emails. The preference for archiving is noted to maintain a record.
• 11:00 - 13:00: Closing and Additional Tips In this closing chapter, the speaker provides additional tips for managing messages and delegating tasks effectively. A helpful shortcut is shared: pressing the 'E' key quickly archives a message on the web, while the 'Backspace' key does the same in the desktop client. The chapter also emphasizes the importance of delegating tasks to the right team member, illustrated by the example of redirecting a request for key metrics to a more suitable colleague, Adele, the data analyst.

BEST Way to Organize Outlook Inbox Transcription

• 00:00 - 00:30 Is your inbox overflowing with emails? You're  not alone. Hey, everyone. Kevin here. Today,   I'll show you one of the best ways to take control  of your Outlook inbox and finally hit inbox zero.   I used this exact system when I worked at  Microsoft, and it made a huge difference in   staying organized and on top of my work. Let's  dive in. Here I am in my Outlook inbox using   Outlook on the web. If you're using the desktop  app, no worries. The same system works there too.
• 00:30 - 01:00 Now, I have all these different emails in my  inbox. Some of them need just a quick response.   Some will take longer. Some can wait, and some are  just noise. To organize all of this email, we're   going to use a simple three-folder system to get  through all of this. Over on the left-hand side,   you'll see that there are some existing folders  that Outlook created for us, but we're going to   add to this list. So right here, we have folders,  and when we hover over this, you'll see the three
• 01:00 - 01:30 dots over on the right-hand side. Let's click on  this, and right here, we have the option to create   a new folder. Let's click here. First, let's  create a folder called Action Items, and this will   contain all the different emails that you need to  respond to or act on. Once you finish typing that   in, click on the check mark, and there we now see  our new folder. Let's click on these three dots,   and we could change some of the properties related  to this folder. Right here, we have the option to
• 01:30 - 02:00 change the color. Let's set that to red, so this  folder really stands out. We'll be spending a lot   of time here. Let's go back up to folders. We  see the three dots again. Let's click on this,   and let's add another new folder. I'll click here,  and for this folder, let's call it Waiting On.   This will contain all the messages where we're  waiting for someone else to respond. Sometimes,   you'll send someone a request, and they don't get  back to you, in which case, you need to ping them   again or remind them about your email. Right over  here, let's click on the check mark, and that adds
• 02:00 - 02:30 the folder. Here too, let's click on the three  dots, and let's change the color. For this one,   I'll go with a, let's say, a soothing dark green.  I like that. And let's click on the three dots   again, next to folders, and let's add one more  folder. And for this one, we'll call this Read   Later. This will contain newsletters or reference  materials, basically FYIs that you'd like to   catch up on. They're not urgent, and they don't  need your immediate attention. Right over here,   let's click on the check mark. There we see it in  the list. Let's click on the three dots, and here
• 02:30 - 03:00 too, let's also change the color. For this one,  let's go with a gold color. I'll click on that,   and there we see the color applied. Now that  we've added these three different folders,   we can reorganize them, so the most important ones  are front and center. Right here, I see that inbox   is fourth on the list, but this is where all of my  incoming email lands. So, I'd like this to be at   the top of my list. I'll press and hold, and here  I can drag that right to the top. Then I have my   action items, Read Later, and Waiting On. Now,  I'd rather have Waiting On ahead of Read Later.
• 03:00 - 03:30 So here, I'll press and hold on this, and let me  put it in between action items and Read Later,   and there, I now have the order that I like using.  Along with the three folders that we created,   Outlook also has a number of pre-existing folders,  and we're going to use a few of those in this   system. Right up on top, we have the inbox, and  this is where all of the incoming email lands.   This is also where we're going to triage all of  the email into our different folders. We also have   another folder called the archive, and this is  where we'll place most of the emails after we've
• 03:30 - 04:00 handled them or after we've responded to them.  And we also have another folder called Deleted   Items. This is typically where I move archived  emails, let's say two to three times a year,   or basically anything that's older than six months  and I no longer need. Now that we've established   this structure, let's go through and let's clean  out this inbox together. And as we do that, I'll   explain the logic for why we move certain emails  into different folders. Now, right up on top,   I have the cookie newsletter, and as much as I  would love to read it right now, I just don't
• 04:00 - 04:30 have the time, but it is something I would like  to review. So, let's take this email right here,   and then we can drag it over and place it into  read later. Next up, I have an email from Grady,   and he wants to know if I could pull together a  new version of the customer training slide deck.   This is an action on me, and it'll also take a  little bit of time to pull together this deck. So,   I'm going to respond to Grady, letting him  know that I received his message, and I'll
• 04:30 - 05:00 start working on it, but it's not something that  I could do right now. I'll type in my message,   and right up above, let's click on send. Now that  I've sent my message, I need to remember to follow   up on this and actually complete the work. Let's  take the message from Grady, and here I'll drag it   over into action items. Next up, I have an email  from Pradeep, letting me know that my Kevin Cookie   Company mugs have shipped. This email has no  action item on me, so I could either delete this   message right up here, or we can archive it. Now I  like archiving messages, that way I keep a record
• 05:00 - 05:30 of all these different messages. One shortcut  key that you could use to very quickly archive a   message on the web, simply press the E key on your  keyboard, or if you're using the desktop client,   you could press the backspace key. I'll press E,  and that archives the message. Next up, I have an   email from Alex, and it looks like he wants me to  pull together key metrics from last quarter. Now   this seems like an action item, but I'm actually  not the best person on the team to help with this.   Adele is our data analyst, and she'd be a much  better fit. Why don't we delegate this to her?
• 05:30 - 06:00 Right up on top, I'll click on the forward icon,  and let's type in Adele's name. Here she is,   Adele Vance, and right down below, I'll type in  my message and see if she can pull it together.   Now right up on top, let's click on send. Now that  I've delegated this to Adele, there's no action on   me. So, let's archive this message. I'll press  the E key on my keyboard, and that archives it.   Next up, I have an email from Diego, and it looks  like he has a quick question. Right here, he says,   "Are you still planning to present the Outlook  tips section during Friday's meeting?" If the
• 06:00 - 06:30 email response will take under two minutes, I  just recommend responding to it right now. If   it'll take longer than that, then we can move it  over to the action items folder. In this case,   this is a very quick response. So over here,  let's click on reply, I'll type in my response,   and let's send that to Diego. And there, I've  answered the question, and there's no additional   action on me. So, with this message selected,  let's press E, and that archives the message.
• 06:30 - 07:00 Last up, I have an email from Patti Fernandez,  my manager, and it looks like there are some   updated packaging designs, and she would like me  to review them, and also provide some feedback.   This will definitely take longer than two minutes,  in which case I should follow up on this later.   Right up on top, let's click reply all, and  just let her know that I received the message,   and I'll get back with feedback by the end of  the week. Now that I've typed out my message,   I'll send this to Patti, but there is a follow-up  on me. So over here, I'll take Patti's message,   and let's move that over to action items. And  just like that, we now have inbox zero. Nice
• 07:00 - 07:30 work. You might've noticed that we haven't added  anything to waiting on yet. Don't worry, we'll   get there. But before we do that, let's start by  jumping into action items. Within action items,   we can see the two different actions that we  triaged here. I like breaking my action items   into two different priorities, actions that I'll  work on today, and all the actions that I'll work   on later. Using pinning or flagging is a good way  to separate all these different messages. Here,
• 07:30 - 08:00 for example, I have that message from my  manager, Patti, and given that she's my manager,   this will probably be the most important task. Now  right over here, I could pin a message to the top,   and that could denote that this needs to be  completed as soon as possible. Alternatively,   you can also flag a message. These are just  different techniques that you could use to make   messages stand out more. Now over here, I could  turn off the flag or it could turn off the pin,   and then it looks like all the other messages.  Once you go through and you complete one of the   actions and you respond to the question, right up  on top, I recommend archiving the message. Here,
• 08:00 - 08:30 I'll click on this, and now Grady's ask  has been completed. On closer inspection,   it appears that Patti hasn't actually shared any  of the updated packaging designs, so there's no   way I could review or provide feedback. I should  have caught that in my first response, but let me   follow up again. Here, I'll click on reply, and  let me ask her if she could share the packaging   designs. Right up here, let's send that to Patti.  Now that I've sent that to Patti, there's no more
• 08:30 - 09:00 action on me until she responds with all the  packaging designs. So over here, I'll take   this message from my action items, and let's move  it over to waiting on. This way, I can keep track   of my request to Patti. If she doesn't respond to  me, I'll probably follow up tomorrow just to make   sure that she's seen this and that she can share  the updated designs with me. I recommend checking   the waiting on folder every day just to make sure  that people are following up on and completing all   the different requests that you have of them. One  thing you'll find is typically you'll tend to move
• 09:00 - 09:30 things back and forth between action items and  waiting on as a task or project is progressing.   With waiting on, you can decide when you want to  use it. If you work with people who tend to be   more unreliable and don't always respond to your  requests, you'll probably find that you add them   to this folder more often. Sometimes you'll work  with people who are completely on top of things,   and you may find that you don't actually have  to triage their emails to this folder. Even with   this system, inboxes can still fill up so fast,  in which case you may want to automate some of
• 09:30 - 10:00 it. Let's go back up into the inbox. Back in the  inbox, there's already another newsletter from   the Kevin Cookie Company. These things are like  roaches. You get rid of one and another one just   appears. The good news is you can also set up  rules to help you organize and keep your inbox   clean. So right here, I have this newsletter,  and I tend not to review them right away.   I'd rather place them in a read later, but instead  of having me manually triage all these messages,
• 10:00 - 10:30 let's see if we could automate all of that. With  this message selected, we can right click on it,   and right down here, there's the option for rules.  We can manage existing rules, or we could create   a new rule. Let's click on create. This opens up  a dialogue where we can set up our rule. Here it   says, always move messages from cookies to this  folder, and then I could select the folder where   I would like to move all of these newsletters.  Now right down here, I could select read later   and that'll take care of it. But I do also want to  show you the power of rules, so right down here,
• 10:30 - 11:00 let's click on more options. Within more options,  at the very top, we can set up a name for this   rule. Then you could also add a condition or even  multiple conditions. Now currently, it's set to   coming from someone, it'll move the message.  However, you have so many different options.   For example, if your name is on the to line,  the CC, if the subject includes certain text,   certain keywords. Here, you could also have marked  with importance or sensitivity, and if we go down,
• 11:00 - 11:30 there are more and more options here. I'm  just going to keep this simple. I'll say   from cookies. Down here, you could also add  an action. When I click on this, here too,   we have lots of different options for what should  happen to this message. You could organize it,   you could mark it, you could also route it to a  different location. I simply want to move it to   a folder. I'll select move to, and right here, I  could select my folder. I'll click on read later.   Now we could also add additional actions, and  you could even add exceptions. When I click on   that here, you could select from a large list of  different exceptions. Now, one concern I have is,
• 11:30 - 12:00 let's say that Patti responds to one of these  newsletters. Maybe I'm on the to line or the   CC line. I want to make sure that I don't miss  this message. So over here, I’ll select this as   one of the exceptions. Here too, I could also add  more. Then down below, I could choose what should   happen. Should it stop processing more rules or  should I run the rule now? I'd like to run this   rule now so it can clean out my inbox. I'll make  sure to check that box. And then down below, let's   click on save. And right in the top right-hand  corner, let's close out of this view. And look
• 12:00 - 12:30 at that, my inbox is now clean again. If I click  over into read later, here the rule automatically   moved that message into this folder. That makes  my life so much easier. Hopefully you now have a   solid system to organize your inbox. The key  takeaway, get your emails out of your inbox,   so that way you always know what needs your  attention. A few more quick tips before we
• 12:30 - 13:00 wrap up. Try to check your email no more than two  to three times a day. That'll help you focus so   much better. Also turn off those notifications  to avoid all of those constant distractions.   If you found this video helpful, please consider  subscribing and I'll see you in the next video.