How to handle post-holiday mailbox deluge

Welcome back after a long holiday. I am sure an overflowing Inbox is waiting for you. Here are some simple but useful ways to get a grip on it and handle it efficiently.

  1. Mails received earlier are waiting longer. Therefore, try to start from the day after you went on leave. If you went on leave from Christmas, go to the Search box and type received>25 dec 2015
  2. Now sort the results in descending order of time and check for important mails.
  3. Look for mails which are addressed ONLY TO YOU. This is easily done by creating a special rule.
  4. Think of important customers, boss, or other high priority senders. Create a rule which highlights mails from them using a color category. Group by that category and handle these mails first.
  5. One approach is to look at unread mails only. But nowadays, we often see the mails first on a mobile phone. This marks the mail as read. In spite of that action may still be pending. Therefore Unread mails is an unreliable indicator of pending work.
    To avoid this confusion in the future, use the message flag when you read a mail on mobile but intend to act upon it later.
  6. Convert actionable mails to Tasks and put a deadline. DO NOT mark them with the follow up flag. Drag the mail using the right mouse button and drop it on to the Task icon. Choose the Move with Attachments option.
  7. Filter on Importance flag. Mind you, this flag is usually set by the sender. However, if it is important to the sender, there is a good chance that it is important to you as well. Type Importance: High in the Search box.
  8. Confidential mails are generally more important. Type Sensitivity: Confidential in the Search box to find such mails. There is no easy way to filter IRM protected mails. These mails are visually identifiable with this type of icon SNAGHTML1c9216

If you use an Office 365 mailbox, use Clutter to automatically segregate less important mails.

That’s it for now. Happy New Year.

Irritating = Extremely Useful: Why does Outlook not show pictures in some messages?

Well, you must have seen this thousands of time by now.

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Pictures are not downloaded. That is obvious. What is NOT obvious is what has MY PRIVAY to do with it? The mail was sent by someone else – including the pictures in it. So how does it affect my privacy?  Read on to find out the logic and the action you should take.

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Too many mail folders? Pin your favorites to the top

All of us have faced this issue. Too many mailboxes and / or PST files. Too many folders to manage. We need them so we keep them. No choice. But do we really use all these folders frequently – obviously not. Would it not be nice to have the frequently used folders from across all the mailboxes easily accessible? Those are called Favorites.

How to add a particular folder to Favorites? Very simple. Just right click on the folder and choose Show in Favorites (or just drag it into the Favorites area at the top). That is all there is to it.

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But it is smarter than you think. What if you add three Inbox folders from various mailboxes? All will look same. NO. Not right.

It actually will add the mailbox to the Inbox name so that you can differentiate. Remember that only mail folders have Favorites option (not calendar, contacts or tasks).

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