you only need 3

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YOU ONLY NEED 3…

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Page 1: You only need 3

YOU ONLY NEED 3…

Page 2: You only need 3

TO GO FROM THIS…

Page 3: You only need 3

TO THIS…

Page 4: You only need 3

JUST 3 FOLDERS

TO MANAGE YOUR MS OUTLOOK INBOX

USE SEARCH FOLDERS TO PRIORITIZE YOUR EMAIL

Page 5: You only need 3

SEARCH FOLDER ICON =

Page 6: You only need 3

SEARCH FOLDERS SEGREGATE THE EMAIL IN YOUR INBOX BASED

ON CRITERIA YOU SELECT

Page 7: You only need 3

YOU CAN CREATE A SEARCH FOLDER FROM THE MENU: FILE > NEW > SEARCH FOLDER… OR USE THE SHORTCUT CTRL+SHIFT+P.

Page 8: You only need 3

SCROLL DOWN AND CLICK ON

“CREATE A CUSTOM SEARCH FOLDER”.

Page 9: You only need 3

NEXT, CLICK “CHOOSE” AND NAME YOUR SEARCH

FOLDER.

Page 10: You only need 3

YOU ONLY WANT THE SEARCH FOLDER (AND THE OTHERS BELOW) TO LOOK DIRECTLY AT YOUR INBOX, AND NOT ANY SUB-FOLDERS

YOU MAY HAVE CREATED.

DO THIS BY CLICKING ON BROWSE FROM THE SUBSEQUENT DIALOGUE BOX, THEN UNCHECK THE ‘SEARCH SUBFOLDERS’ TICK

BOX.

NOTE: IF YOU ACCIDENTALLY LEAVE THE TICK BOX NEXT TO “SEARCH SUBFOLDERS” CHECKED, OUTLOOK WILL SCAN ALL YOUR EMAIL FOLDERS. IF THIS HAPPENS, DON’T WORRY…JUST GO BACK AND

UNCHECK THE BOX.

Page 11: You only need 3

PRIORITY 1: TO: ME ONLY:

THESE ARE THE EMAILS THAT ARE ONLY SENT TO ME. NO ONE ELSE IS ON THE TO OR CC LINE. IF I DON’T RESPOND, NO ONE WILL.

TO CREATE, SELECT ‘CREATE A CUSTOM SEARCH FOLDER’, THE LAST CHOICE ON THE NEW SEARCH FOLDER DIALOGUE BOX. NAME IT, THEN CLICK ‘CRITERIA…’. ON THE MESSAGES TAB, CHECK THE ‘WHERE I AM:’ BOX AND SELECT ‘THE ONLY PERSON ON THE TO LINE’ FROM THE DROPDOWN.

Page 12: You only need 3

THEN ON THE ADVANCED TAB, SELECT THE CC FIELD (UNDER ADDRESS FIELDS) AND SET THE CONDITION TO ‘IS EMPTY’.

ADD THE CRITERIA TO THE LIST AND CLICK OK ON ALL THE OPEN DIALOGUE

BOXES.

Page 13: You only need 3

PRIORITY 2: TO: ME AND OTHERS:

THESE ARE THE EMAILS THAT ARE SENT TO ME AND OTHER COLLEAGUES.

SELECT ‘ON THE TO LINE WITH OTHER PEOPLE’ AND YOU’RE DONE.

Page 14: You only need 3

PRIORITY 3: CC: ME:

FINALLY, THE LOWEST PRIORITY EMAILS – THE ONES WHERE I’M CC’D.

AGAIN, THIS IS EASY TO CREATE.

JUST SELECT ‘ON THE CC LINE WITH OTHER PEOPLE’ FROM THE ‘WHERE I AM:’ DROPDOWN.

Page 15: You only need 3

3 ADDITIONAL TIPS YOU NEED TO KNOW ABOUT SEARCH FOLDERS:

1. SEARCH FOLDERS ARE FIRST CREATED UNDER “MAIL FOLDERS, ALL MAIL ITEMS”. TO MAKE ONE OR MORE OF YOUR SEARCH FOLDERS A FAVORITE FOLDER, RIGHT CLICK ON THE SEARCH FOLDER AND CLICK ON “ADD TO FAVORITE FOLDERS”, OR DRAG AND DROP THE SEARCH FOLDER INTO YOUR FAVORITE FOLDERS (SEE SCREEN SHOT).

Page 16: You only need 3

2. WITH YOUR SEARCH FOLDERS CREATED AND INCLUDED IN YOUR FAVORITE FOLDERS, YOU NO LONGER NEED TO BE DISTRACTED WITH YOUR OTHER MAIL FOLDERS.

CLICK ON THE CIRCLED ICON NEXT TO MAIL FOLDERS TO MINIMIZE ALL SUCH FOLDERS, ALLOWING YOU TO FOCUS ONLY ON YOUR FAVORITE FOLDERS.

Page 17: You only need 3

3. KEEP IN MIND THAT EMAILS IN YOUR SEARCH FOLDERS WILL ALSO BE INCLUDED IN YOUR INBOX.

THE MAIN BENEFIT OF SEARCH FOLDERS IS THAT YOU NO LONGER NEED TO FOCUS SOLELY

ON YOUR INBOX, YOU CAN GO DIRECTLY TO YOUR SEARCH FOLDERS BY ORDER OF PRIORITY.

FOR EXAMPLE, INSTEAD OF 200 EMAILS IN YOUR INBOX, YOU MAY ONLY HAVE 20 EMAILS IN YOUR PRIORITY 1

SEARCH FOLDER – THE EMAILS ONLY SENT TO YOU AND NO ONE ELSE.

TAKE ACTION ON THOSE EMAILS FIRST; THEN GO TO YOUR PRIORITY 2 AND THEN PRIORITY 3 EMAILS.

Page 18: You only need 3

4. YOU WILL NOTICE I HAVE A FOLDER TITLED “ARCHIVE” IN MY FAVORITE FOLDERS.

THIS IS WHERE I DRAG AND DROP ALL EMAILS I HAVE READ AND NO LONGER NEED TO TAKE ACTION ON.

ONCE I MOVE THEM INTO THIS FOLDER (OR ANY OTHER FOLDER), THEY ARE ALSO REMOVED FROM MY INBOX.

Page 19: You only need 3

NOTE: BY HAVING ONE FOLDER WHERE YOU FILE ALL YOUR READ EMAIL, YOU NO LONGER NEED TO SPEND TIME CREATING AND MANAGING

SEPARATE FOLDERS.

INSTEAD, YOU CAN CATEGORIZE YOUR EMAIL TO EASILY IDENTIFY MESSAGES. TO DO SO, RIGHT CLICK ON ANY EMAIL. CLICK ON

‘CATEGORIZE’. IF YOU HAVEN’T CREATED ANY CATEGORIES, YOU CAN CREATE THEM HERE AND COLOR CODE THEM AS YOU LIKE (SEE SCREEN

SHOT ON PREVIOUS SCREEN).

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