Not finding an important message is maddening and a bit frustratingespecially if email is used for business and academic purposes. This can make the difference between closing a new business or wasting it, as well as missing the opportunity to turn in an assignment on time.
Learning to organize the Outlook inbox using folders avoids having bad times not finding information that you must have urgently. Thus, you will use the mail to its full capacity, knowing those wonderful functions that are available but that sometimes are not given the appropriate utility.
In this course you will learn in detail how the folder system works in outlookthe way to create them and several actions that can be carried out easily and simply to keep the inbox tidy.
What are folders and what are they for in Outlook?
Folders are to Outlook what . In other words, a way of organizing the email messages that arrive in the inbox, to decongest and make easier use of the information found in them. You can create new folders, work on the ones that already exist, or change their names. Within them, there is the option of introducing subfolders to categorize the existing contents of the same topic, it can be by alphabetical order or date.
There is no limit to the number of folders that can be created. If you are developing one or several projects simultaneously, you have the possibility of assigning a directory to each one. This way of working is one of those that guarantees the fluidity and order of the inbox.
Learn how to create folders in your Outlook account
By default Outlook brings some folders includedthese are the BInbox, Spam, Drafts, Sent Items, Deleted Items, and Files.
If you think you need additional ones, to create them do the following:
- At the top of the inbox, three horizontal lines appear, click on them.
- A menu called “Folders”.
- Scroll to the bottom and select “New folder”.
- give it a name and it will immediately be added to the menu of available folders.
- For create a subfolder inside the already created oneclick on the name with the right mouse button.
- indicates “Create a new subfolder”give it a name and it will be saved inside the main folder.
- If you want to change the name, just click on the folder with the right mouse button and choose “Rename”.
- You assign the name, press “Enter” and you finish the task.
Other actions to better organize your Outlook email
Enter an email That contains hundreds of messages, most of them unread because they do not represent any importance, few people like it. And if it is an account with a lot of movement, the stress it can generate is greater. Therefore, it is key learn to be organized There are certain actions They help make the front page of your inbox visually pleasing.
We bring you four ways that you should start applying now in your Outlook:
Create contact groups
If you frequently send messages to the same contacts, it’s time to do it as a group, instead of sending one by one. This is very useful in cases of developing a project together with other people or also to communicate with a group of relatives to whom you want to send an invitation.
The list groups all emails by name, This may include contacts who have sent a message, those who are previously saved, or who have been invited to a meeting.
Remove attachments
Attachments within emails take up storage space, so a good option is to download them to your computer, assign them a location, and then delete them from your inbox. The text is much lighter, so you can leave the pertinent information. Another thing that could happen is that the images are not attached, but attached to the mail tab. In this case, save them and then delete the message, which will help to optimize the account.
Use the categories
The categories help to segment the emails according to the status they have for you. This way you will be able to quickly locate if there is one pending to read or answer since you will see it inside the corresponding folder.
Outlook allows you to create new categories or manage the ones that are already predetermined. These are defined by colors and you can assign them a name if it makes you more comfortable. Once you do the classification, a notice will appear next to the message and, when you click on it, you will see all the messages grouped in the same line.
delete old messages
To have very old messages that are not relevant what it does is unnecessarily take up space that you could use for other things, especially if they have very large attachments. It has a cleaning tool that can be your ally when optimizing the operation of email.
If you want to do it manually and have time for it, you are going to select the old messages one by one and use the delete function. When you delete it, it will go to the deleted folder and from there you can delete it indefinitely.
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