Microsoft Office Tutorials and References
In Depth Information
Techniques for Organizing E-Mail Messages
can find e-mail messages easily, and you can quickly eradicate the e-mail
messages that don’t matter to you. Outlook offers numerous ways to manage
and organize e-mail messages. Pick and choose the techniques that work for
In a nutshell, here are all the techniques for organizing e-mail messages:
✦ Change views in the Inbox window: On the View tab, click the Change
View button and choose a view. Earlier in this chapter, “Reading Your
E-Mail in the Inbox Window” explains all the ways to change views.
✦ Delete the messages that you don’t need: Before they clutter the Inbox,
delete messages that you’re sure you don’t need as soon as you get
them. To delete a message, select it and click the Delete button on the
Home tab, press the Delete key, or right-click and choose Delete.
✦ Move messages to different folders: Create a folder for each project
you’re involved with, and when an e-mail message about a project
arrives, move it to a folder. See “All about E-Mail Folders,” later in this
✦ Move messages automatically to different folders as they arrive:
Instead of moving messages yourself after they arrive, you can tell
Outlook to move messages automatically to different folders. See “Rules
for earmarking messages as they arrive,” later in this chapter.
✦ Destroy junk mail as it arrives: You can delete junk mail automatically.
See “Yes, You Can Prevent Junk Mail (Sort Of),” later in this chapter.
✦ Ignore messages from pesky senders: On the Home tab, select a
message and click the Ignore button to prevent messages from a sender
from appearing in the Inbox. Ignored messages go straight to the Deleted
✦ Flag messages: Flag a message with a color-coded flag to let you know to
follow up on it. See “Flagging e-mail messages,” the next section in this
✦ Categorize messages: Assign e-mail messages to categories; then,
arrange e-mail messages by category in the Inbox window. See Chapter 1
of this mini-book for info about categorizing items in a folder.
✦ Have Outlook remind you to reply to a message: Instruct Outlook to
make the Reminder message box appear at a date and time in the future
so that you know to reply to a message. See “Being reminded to take
care of e-mail messages,” later in this chapter.
✦ Make liberal use of the Search commands: You can always find a stray
message with the Search commands. (See Chapter 1 of this mini-book to
know more about searching for items in folders.)