Outlook mail folders management

Outlook mail folders managements - Hướng dẫn quản lý các folder mail trong microsoft outlook

Reducing E-Mail Overload: Improving Folder Structure and Mail Management Computer Specialist Program Reducing E-Mail Overload: Improving Folder Structure and Mail Management Purpose/Focus of the Session Reducing E-mail Overload is intended to introduce staff to key concepts related to the reduction of e-mail related work through the use of proper e-mail management techniques and features using Microsoft Outlook • Consider the factors that contribute to e-mail related issues • Learn to apply effective strategies to better manage messages and items in Microsoft Outlook Session Outcomes Participants will enhance their experience using Microsoft Outlook by; • Recognizing when Outlook files are becoming unmanageable • Creating effective folder structure to better manage their files • Using Outlook tools, such as categories, flagging, search folders, personal folders and creating rules to aid in managing messages Page 1 of 19 Created by Tyler P. Krimmel Reducing E-Mail Overload: Improving Folder Structure and Mail Management Computer Specialist Program Table of Contents Introduction . 3 Defining Challenges . 3 The “4 D’s for Decision Making” Model . 4 Improving Folder and Reference Structure . 4 Section 1: Active Folders 5 Creating Folders . 6 Moving File and/or Folders . 6 Categories 7 Flagging a Message . 8 Finding Outlook 2003 Items and Files 8 Search Folders . 10 Using the Rules Wizard 11 Section 2: Review Folders . 15 Creating a Personal Folder (.pst) File . 15 Transfer Files from the Mailbox to a Personal Folder File 17 AutoArchive 17 Page 2 of 19 Created by Tyler P. Krimmel Reducing E-Mail Overload: Improving Folder Structure and Mail Management Computer Specialist Program Introduction Overall conclusions were that email typically introduces a 10%-25% productivity improvement, but that the biggest benefits of the technology are often not readily amenable to quantification. The biggest threat to productivity is seen as email overload, where managers receive 100 messages or more daily and lose control of the tasks involved. The average corporate email user now spends almost two hours daily processing their email (Ferris Research survey, December, 1999). Q: What have been the greatest threats to productivity in your work environment through using e-mail? Q: What are the results of these issues? Q: What would make managing e-mail in Microsoft Outlook easier? Page 3 of 19 Created by Tyler P. Krimmel Reducing E-Mail Overload: Improving Folder Structure and Mail Management Computer Specialist Program The "Four D's for Decision Making" model DO IT – (In two minutes or less) There is no point in filing an e-mail or closing an e-mail if you can complete it in less than 2 minutes. File it, respond to it, or return a phone call within 2 minutes, and you can expect to alleviate 1/3 of your traffic. E-Mail’s Received When information is received, you can save time and frustration by using the “Four D’s model”. The "Four D's for Decision Making" model is a valuable tool for processing e- mail, helping you to quickly decide what action to take with each item and how to remove it from the Inbox. Statistics show that of the e-mail you receive: • 50 percent can be deleted or filed • 30 percent can be delegated or completed in less than 2 minutes • 20 percent can be deferred to your Task List or Calendar to complete later DELETE IT Does the message contain; • Meaningful Information? • Information you can’t find elsewhere? • Information you need within six months? If not, delete it. Generally you can delete about half of all the e-mail you get. DELEGATE IT If you can delegate it, do it right away. You should be able to compose and send the delegating message in about two minutes. DEFER IT There are two things you can do to defer a message: turn it into an actionable task or turn it into an appointment. Page 4 of 19 Created by Tyler P. Krimmel Reducing E-Mail Overload: Improving Folder Structure and Mail Management Computer Specialist Program Improving folder and reference structure To most effectively recognize the difference between the content that is currently being worked with, and content that you simply use for future reference, it is suggested that we divide Outlook Inbox folders into two sections; • Active Folders (Working through the 4 D’s Model) • Review Folder Section 1: Active Folders Messages that you are currently working with, or you will be working with in the future, are to be stored within folders that exist within your mailbox. All content that exists in the mailbox is backed up to the company’s exchange server, which means that all active operations will always be available within your mailbox, even if your computer is to crash. Learning Points for working with Active Folders; • Creating Folders • Moving Messages and Folders • Creating and Assigning Categories • Flagging Messages for Follow-up • Find Bar • Search Folders • Creating Rules Page 5 of 19 Created by Tyler P. Krimmel Reducing E-Mail Overload: Improving Folder Structure and Mail Management Computer Specialist Program Creating Folders Complete the following steps to create a Folder in the Folders List: 1. In the File menu, point to New ► and then click Folder. 2. In the Name box, enter a name for the folder. 3. In the Folder contains box, click the type of item you want the folder to contain. 4. In the Select where to place the folder menu, click the folder you want your new folder to appear in. Moving Files and/or Folders To move files: 1. Select the folder containing the files that you wish to move 2. Select the files from within the information viewer (Hold your Ctrl button to select multiple files simultaneously) 3. Once selected, click and drag the selected file(s) to the desired folder location To move folders: 1. Select the folder from the folder list 2. Click and drag the selected folder to the desired location By Default, MS Outlook will arrange folders numerically, then alphabetically in ascending order (as displayed) Page 6 of 19 Created by Tyler P. Krimmel Reducing E-Mail Overload: Improving Folder Structure and Mail Management Computer Specialist Program Categories A category is a keyword or phrase that helps you keep track of items so you can easily find, sort, filter, or group them. Using categories, you will be able to keep track of different types of items that are related but stored in different folders. Categories can be assigned to messages, contacts, appointments, and tasks. To create new categories 1. Select the Edit menu, and click Categories… 2. Click Master Category List… 3. In the New category box, type a name for the category. 4. Click Add. 5. To create more categories, repeat steps 3 and 4. 6. Click OK, and then click OK again. To assign items to a category 1. Select the item you want to assign to the category. 2. On the Edit menu, click Categories… 3. In the Available categories box, select the check boxes next to the categories you want, and select OK. 4. If the category you want isn't available, you can quickly add a new category to the Master Category List. Type the category name in the Item(s) belonging to these categories box and then click Add to List. To find items that have been categorized; 1. Open the View menu 2. Point to Arrange By ►, and then click Categories Or Use the Advanced Find feature (listed below) Page 7 of 19 Created by Tyler P. Krimmel Reducing E-Mail Overload: Improving Folder Structure and Mail Management Computer Specialist Program Flagging a Message If you are required to further work with a message, or complete a follow up action, you can Flag a message for follow-up. When messages are flagged for follow-up, you can set a date and time for reminder. 4. n is completed, select the Actions menu, and select 5. Select Completed Or 1. Select the message you wish to flag for follow-up 2. Select the Actions menu, and select Follow Up ► 3. Apply a flag, and select Add Reminder… if you wish for this flagged message to appear in the Reminders window Once the actio Follow Up ► 1. k on the flag of the message that you wish to 2. om this menu, select a 3. r… if ged message to appear in the 4. leted, left-click on the flag and a check mark will appear inding Outlook 2003 Items and Files ems based on almost any criteria you ant. There are two ways to search: 1. d ind menu bar. You can also choose the folder(s) that you want to search. Right-clic follow up A pop-up menu will appear. Fr flag to assign to this message From this menu, you can also select Add Reminde you wish for this flag Reminders window Once the action is comp F Outlook 2003 can search your folder it w To quickly search for items in the current folder and its subfolders, click Fin on the Standard toolbar and enter a keyword into the F Page 8 of 19 Created by Tyler P. Krimmel Reducing E-Mail Overload: Improving Folder Structure and Mail Management Computer Specialist Program 2. If you wish to search for items in multiple folders or to search for items by more than one criterion, click Find on the Standard toolbar and then click Advanced Find… under the Options▼ menu and specify the search criteria. From the Messages tab, you can define the type of object you are search for, perform a keyword search, or define the senders and/or recipients From the More Choices tab, you can choose objects defined by categories, items with attachments, importance, or flagged items. Page 9 of 19 Created by Tyler P. Krimmel Reducing E-Mail Overload: Improving Folder Structure and Mail Management Computer Specialist Program Search Folders A search folder combines the power of using the Find feature with the convenience of using folders. Think of a search folder as a virtual folder. It will display messages once a search has been completed within the folder, but the messages still exist within their original location. The search folder serves only as a report of search results. By default, there are three default search folders; For Follow Up, Large Mail, and Unread Mail. To create a new Search Folder 3. Select the File menu 4. Hover your cursor over the menu option New ► 5. Select Search Folder…, and select the type of search folder you wish to create, or create a custom search folder by selecting Create a custom Search Folder Or 1. Once a search has been executed using the Find bar, select the Options▼ menu 2. Choose Save Search as Search Folder…, and designate a name for the Search Folder Page 10 of 19 Created by Tyler P. Krimmel . E -Mail Overload: Improving Folder Structure and Mail Management Computer Specialist Program Reducing E -Mail Overload: Improving Folder Structure and Mail. managing e -mail in Microsoft Outlook easier? Page 3 of 19 Created by Tyler P. Krimmel Reducing E -Mail Overload: Improving Folder Structure and Mail Management