TOO MANY EMAILS? Use THESE Proven Techniques | Outlook tips included

Manage your inbox so you can be more productive and less stressed! Explore practical tips and strategies for managing your email efficiently in this comprehensive tutorial. Ideal for professionals overwhelmed by a constant influx of emails, learn how to regain control of your inbox and enhance productivity.

I'll share email management techniques that help you get organized. You'll also learn time management techniques to instantly put more time in your day and easily manage your Outlook Inbox.

In This Video, You'll Discover:
▪️ Developing an Email Routine: Understand the importance of setting aside dedicated time for emails to enhance focus and productivity.
▪️ Turning Off Notifications: Learn how to minimize distractions by managing Windows and Outlook notifications.
▪️ Using Folders and Quick Steps: Simplify your inbox with an effective folder system and Outlook's Quick Steps for easy email categorization.
▪️ Handling Action-Required Emails: Strategies for managing emails that require more time or specific actions.
▪️ Decluttering Your Inbox: Tips for reducing incoming email volume, including unsubscribing from unnecessary lists and using rules in Outlook.
▪️ Color-Coding CC Messages: Utilize Outlook's conditional formatting to easily identify emails where you're CC'd.

Does inbox zero work? The inbox zero method gave me anxiety so I had to find other ways to manage my emails. The method I share in the video is the best of all approaches I've tried.

00:00 Email Management Strategies
02:07 Develop Email Routine
03:03 How to Turn Off Windows Notifications
03:36 How to Work Offline in Outlook
04:00 Use Action-Based Folder System | Limited Number of Folders
06:58 How to Create a Folder in Outlook
07:21 How to Use Quick Steps in Outlook
08:32 How to Turn Email into Appointments in Outlook
09:07 How to Change Startup Folder in Outlook
09:44 Clean Your Inbox
10:13 How to Setup Rules in Outlook
11:09 How to Color-Code CC Messages with Conditional Formatting in Outlook
12:26 Wrap-Up

🚩Let’s connect on social:

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#emailstrategy #outlook

[NickPavlenko]

Some tips that I personally developed after more than a decade of working in insanely big corporate environments:
- Use smart folder called "To me" where i'm in the "To" list. Similar to what Leila has for "CC" emails, but without conditional formatting.
- Extensive use of "todo" flags: today, tomorrow, this week.
- Similar to what Leila suggested, I have 'blockers' in my schedule for desk work: writing reports, doing research, compiling financials. I mark these appointments as "Personal" and do not respond to any mails during them.
- Archiving emails is great, but I went even further: I'm archiving all mails that have attachments and are more than 1 month old.
- With the introduction of Teams, I enforced the etiquette of not attaching bulky files to emails, but putting them into specific Teams (or Sharepoint) folders and sharing only links.

[justincatalano]

I’m literally emotional watching this video. You are giving people their life/time back. Thank you!!

[jasonwojcik]

In my experience, people only use 10% of what software can do. Thank you for showing us the hidden gems that make these tools outstanding!

[vikawaradi]

Oh my days! Thank you so much. I wish someone had shown me this 20 years ago! *sigh* better late than never. tackle my inbox!!

[Andupaandu]

Custom color tip such a lifesaver! I receive 300+ email every day now I can easily seek emails marked to me individually / To me with other & CC!! Cannot thank you enough Leila!

[yan]

I've been following Leila for a year and I can't stress enough how grateful I am of her contents. Helps me a lot as a professional. Thanks Leila :)

[moiraariev]

I've struggled mightily for YEARS to organize my Inbox more effectively. I've already adopted several of your suggestions since watching this video yesterday -- and just managed to clear out/organize my past two weeks of messages, and now feel quite set up for continued progress. Thank you!

[rjbush]

This is great. I've got used to inbox-zero. I also use defined search folders of key people/companies, instead of proper folders/sub folders, which I agree can get out of hand. I've got into the same practice of; if it can be done in minutes, do it and send to archive. If it can wait a bit or might be interesting to read later, I flag it as follow up and move it to archive. It still shows up in the To Do list when it's due. Some feel happy seeing thousands of unread emails. I can't work like that.

[sheenphoto]

Thank you Leila ... all very helpful tips, some of which I've not known of before! I manage 3 mailboxes and can't wait until Monday morning to set them all up with these time saving processes. 😊

[TaraWagner]

I 100% agree. This is a good happy medium. Once you develop an email routine it's easier to manage it all instead of having the email inbox open in the background and checking whenever a notification appears.

[eklektikTechno]

As an IT Professional she is definitely right, i spend the majority of my day filtering through emails.

[yogibearstie]

Oh my goodness I love this. I thought I had some pretty spiffy Rules. I don’t even know if I am getting more CC or direct emails. What a great way to find out where time is being spent.

[shivabluegreen]

Hi Leila. Thanks for the Video. The conditional formatting for "cc" emails tip is really helpful. I would even say it's a life saver (for me) 😀 Thanks again

[jmc]

Loved this video. Came with the goal of finding ideas on how to control my inbox better, but also left with a new idea on managing my calendar. Thanks a lot Leila! Long time follower here :)

[jonathanlefton]

Worth watching just for the "create rule" portion! I used to be a zero email type, but the pandemic ruined me. Thanks for the tips that should help me dig out of the pile! haha

[duncanflindle]

Awesome tips and I love there are multiple options for some actions. Colouring the text of incoming emails based on conditions is absolute gold! Thank you Leila!

[pascalejacquelinepetit]

Excellent tips Leila! This will improve productivity and lower irritation levels. Many thanks for this great video; Outlook will return to being less scary than horror movies!

[colinwendt]

There are some incredible suggestions in this video. I love that you’ve taken ideas from two
methodologies and synthesized them into your own. Inbox zero stresses me out too!

[erindonaghy]

Thank you Leila! I just started a new job and I wanted to start off with good habits regarding emails. I've already implemented several of your suggestions!💐

[HachiAdachi]

Nice! A GTD implementation using Outlook features! I had set up something similar in the past, but after a few organizational changes, I have slowly regressed back to the chaotic inbox mess.... also, I lack a self-discipline quality... But, Your video motivates me again to "Get Things Done!" Thank you, Leila!