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Use Outlook Rules to Save Time when Managing your Inbox

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Use Outlook Rules to Save Time when Managing your Inbox

According to a study done in 2011, as much as half of an employee’s day is spent sifting through their email. Freeing up the time wasted managing emails can really give your office’s productivity a boost. Here’s how to start organizing your inbox; free yourself from your overloaded email and get more done today!

Organize Your Overloaded Inbox With A Few Clicks

It’s a simple idea that exponentially increases efficiency.

Rules automatically move non-critical messages into designated folders, while giving you special notifications for messages that you want to see right away.

In Outlook 2010, configuring some simple organizational rules is really simple. Open up Outlook, go to Rules, and click Manage Rules and Alerts.

The Rules and Alerts pane will display any rules you might already have. You can turn rules on and off by toggling the checkbox.

How To Set Up Outlook Rules

Let’s create a new rule. Get started by clicking the New Rule button.

This brings up the Rules Wizard. It will walk you through the steps, letting you choose what activates the rule, and what happens when the rule is activated. First, it offers some pre-designed templates, such as “Move messages from someone to a folder.” You can start with these and customize the rule as you continue. If you want you can also opt to use a blank rule to start from scratch. Click Next after you have made your selection.

Setting Up Conditions

You will then be able to choose the conditions needed for the rule. You can have multiple conditions for a single rule. For example, a message from a certain sender that is only sent to you and has a certain keyword in the subject gets sent to a specific folder.

After you’ve selected the conditions, you can also set up additional actions, such as alert sounds or pop up notifications, automatically replying to it, or flagging it as important.

Select the terms in the box below; what contact it is, what folder it gets sent to, and other options. Adjust these by clicking on the blue hyperlinked text.

After that, you’ll be able to add any exceptions to the rule – for example,if an email is also sent to somebody else you may want to perform a different action.

And That’s It!

Once the rule is created you have the option to run it on all messages in your inbox. From this point on, that rule will run and organize your incoming messages. Wasn’t that easy?

Like how we explained that? Need help organizing your technology practices to streamline your day-to-day? Contact Quikteks at (973) 882-4644 and talk to our knowledgeable support staff about ways you can save time and money every day with the tools you already have!