One of the nice things about living in a digital world is the amount of contact we can have with other people via email. Of course that’s one of the bad things about living in a digital world as well. How much of your work day is spent writing, reading, filing, deleting, or searching for email? In previous posts, I’ve suggested some tools that can help with this (see Subtextual, SimplyFile, Phrase Express, Xobni). In this post I want to talk about some of the built-in power that comes with Outlook. Specifically, I’m going to talk about how to set up rules so that at least some of your email is filed automatically.
Setting up rules
I’m on a few listservs, a couple of which are high-volume. I don’t want to have to deal with messages from those listservs as soon as they come in. Instead, I have Outlook file them into a folder in my inbox when they arrive, and then I read them later at my leisure.
If you don’t already have a folder set up for filing such messages, create one. Right click on ‘Inbox’ folder, and select ‘New Folder.’ Name your new folder whatever you’d like. For this post, I’m going to be filing messages from the PsychTeacher listserv, so I created a folder called ‘PsychTeach.’ Clever, I know. (You can also create folders inside of other folders if you are so inclined.)
When email arrives from this listserv, I want Outlook to immediately file it in this new PsychTeach folder. I chose one of the messages that came from that listserv, and I right-clicked on it. I selected ‘Rules,’ then ‘Create Rule.’
That generates this pop-up window. I checked ‘Sent to,’ and ‘Move the item to folder,’ and clicked ‘Select Folder’ to locate the PsychTeach folder I created.
That’s it. Now any time a message arrives from that email address, it will be filed in the folder I designated. If you want to get really elaborate, click the ‘Advanced Options’ button. But in this post, I’m keeping it simple.
If there are unread messages in the folder, the name of the folder will be bolded and the number of unread messages will appear in parentheses next to the folder name.
When you visit the folder and click on the unread messages, the number disappears and the bold print returns to normal.
Set up a few rules, and you’ll spend less time sorting email and more time doing what needs to be done.