Your Outlook Inbox Is a Mess — Here's How to Fix It Fast

How to Achieve Inbox Zero in Outlook

Introduction to Email Management

• Kevin introduces the topic of managing an overflowing inbox and shares his experience using a system at Microsoft that helped him stay organized.

• He emphasizes the importance of organizing emails effectively, noting that different emails require varying levels of attention.

Creating a Three-Folder System

• Kevin demonstrates how to create a new folder called "Action Items" for emails requiring responses or actions.

• He adds another folder named "Waiting On," which will hold messages pending responses from others, highlighting the need for follow-ups.

• A third folder titled "Read Later" is created for non-urgent newsletters and reference materials that can be reviewed later.

Organizing Folders for Efficiency

• Kevin explains how to change folder colors for better visibility, assigning red to Action Items, dark green to Waiting On, and gold to Read Later.

• He discusses reorganizing folders so that the most important ones are easily accessible, placing Inbox at the top followed by Action Items and Waiting On.

Utilizing Existing Outlook Folders

• The video mentions existing folders like Inbox (for incoming emails), Archive (for handled emails), and Deleted Items (for older messages).

• Kevin describes his process of cleaning out the inbox while explaining why certain emails are moved into specific folders.

Practical Application: Sorting Emails

• As he sorts through his inbox, Kevin decides where each email should go based on urgency and action required.

• An email about a cookie newsletter is moved to Read Later since it’s not urgent but still of interest.

• An email from Grady requesting updates on a project is marked as an action item after responding with acknowledgment.

Delegating Tasks Effectively

• When receiving an email from Alex regarding key metrics, Kevin recognizes it's not his responsibility and suggests delegating it to Adele, showcasing effective task management.

Email Management Techniques

Delegating Tasks via Email

• The speaker demonstrates how to delegate tasks by sending a message to Adele Vance, indicating that once the task is delegated, no further action is required from them.

• An email from Diego prompts a quick response regarding an upcoming meeting. The speaker suggests responding immediately if it takes under two minutes.

• Acknowledges receiving an email from manager Patti Fernandez about updated packaging designs, which requires more time for feedback.

Organizing Action Items

• The speaker categorizes emails into action items based on urgency and importance, moving longer tasks to the action items folder while achieving "inbox zero."

• Emphasizes breaking down action items into two priorities: tasks for today and those for later, using pinning or flagging techniques to highlight important messages.

Follow-Up Strategies

• Discusses the importance of following up on requests when necessary; in this case, Patti has not shared the designs yet.

• After realizing that no designs were received, the speaker follows up with Patti to request them again and moves her message to the "waiting on" folder.

Managing Waiting On Folder

• Recommends checking the "waiting on" folder daily to ensure follow-ups are made and requests are completed.

• Notes that managing this folder can vary depending on colleagues' reliability; some may require more frequent follow-ups than others.

Automating Inbox Organization

• Introduces automation as a solution for managing overflowing inboxes by setting rules for organizing incoming emails effectively.

• Demonstrates creating rules in email settings to automatically move newsletters from specific senders into designated folders like "read later."

Customizing Email Rules

• Explains how users can create custom rules based on various conditions such as sender information or keywords in subject lines.

• Highlights flexibility in rule creation by allowing multiple conditions and actions tailored to individual needs.

Organizing Your Inbox: Effective Email Management

Setting Up Email Rules

• Users have various options for managing emails, including organizing, marking, or routing messages to different locations. The speaker demonstrates moving a message to a specific folder labeled "read later."

• The speaker emphasizes the importance of adding exceptions when setting up rules. For instance, if someone responds to a newsletter and the user is on the To or CC line, they want to ensure that this message is not missed.

• Additional actions can be configured within the email management system. Users can choose whether to stop processing more rules or run the rule immediately after saving it.

Cleaning Up Your Inbox

• After configuring the rules and exceptions, users can save their settings and close out of the view. This action results in a cleaner inbox as messages are automatically sorted into designated folders.

• The key takeaway from this process is to effectively remove emails from your inbox by utilizing organizational tools available in email systems, making life easier for users who struggle with cluttered inboxes.