Provided that there are a deluge of emails in your mailbox, it will be difficult for you to locate your desired emails. But you can utilize the following 5 tips to organize the emails.
In order to keep my mailbox clean, I am accustomed to clear those expired or useless emails at regular intervals. But if there are still loads of emails in mailbox, I tend to apply the following functions in Outlook.
1. Create a Certain Number of New Folders to Trim Mailbox
You can create a certain number of new folders to put your emails in order. But too many folders will be an encumbrance as well. Actually creating a custom folder is much easier, no matter a common folder or search folder. Just right click your personal folder and select “New Folder” option from the context menu. Then assign a name and select where to place the folder. After creating the folder, you can also switch to “Folder” ribbon to specify the other folder options.
2. Create Rules to Move Emails to Specific Folders Automatically
Once you create the new folders, you can move the emails to the relevant folders. But if you still move it manually by drag and drop, you will be ridiculed. You can create rules to move them automatically. Go to “File” menu and click “Manage Rules & Alerts” button. Then in the new dialog box, hit “New Rules” button. And in the new window of “Rules Wizard”, you can select the any one of the rule template under “Stay Organized” label. Next follow the instructions to specify the rules. As long as you apply this rule, the specified emails will be moved to the selected folder at the moment that they reach your mailbox.
3. Utilize Quick Steps to Manage Emails
Apart from rules, you can utilize quick steps to manage emails as well. You can create a quick step of “Move to Folder”. In “Home” ribbon, click the more icon which looks like down arrow in the group of “Quick Steps”. Then choose “Move to Folder” from the popup list. In the subsequent dialog box, you can simply choose a folder or click “Options” button to specify the quick step.
4. Assign Categories to Emails
Outlook categories can help us to distinguish emails easily by color. For example, you can categorize your private emails as yellow category, business emails as red category and so on. You can click on the square box at the end of message to choose categories. Not only can you utilize the existing categories, you can also create new categories. Right click the square box and select “All categories”. And in the new dialog box, click “New” button to create new one.
5. Use Conditional Formatting in View Settings
Furthermore, we can create conditional formatting rules to highlight special emails. Click “View Settings” in “View” ribbon. In the new dialog, hit “Conditional Formatting” button. Then you can create a new conditional formatting rule, and click “Conditions” to set the concrete criteria and “Fonts” to specify the highlight options.
Keep a Robust Repair Tool Nearby
With mounting emails stored in Outlook, the size of PST file will increase as well. In this case, Outlook will suffer a poor performance and even crashes. Therefore, it is essential for us to keep a robust repair tool handy, such that we can make a timely remedy as soon as encountering crashes. For instance, DataNumen Outlook Repair is a highly recommended tool due to its high recovery rate. It can scan and recover PST file without breaking a sweat.
Shirley Zhang is a data recovery expert in DataNumen, Inc., which is the world leader in data recovery technologies, including sql recovery and outlook repair software products. For more information visit www.datanumen.com