facebook linkedin twitter

Computerware Blog

Tip of the Week: Automatically Organizing Your Email

Tip of the Week: Automatically Organizing Your Email

Let’s face it - you’d be hard-pressed at this point to find someone who wasn’t fairly confident about their use of email in the office. However, the way they are currently using their email may not be the most efficient. This week, we’re focusing our tips on how to better use your email.

In order to compile their annual Email Usage Study, Adobe held a survey in July of 2019 that returned some results that were surprising: adults reported spending about five hours every day checking their email (about two on their personal accounts, and three on any work accounts they had) and weren’t shy about doing so in a variety of places.

It should be said that, as this survey only collected responses from 1002 people, it isn’t exactly statistically significant. However, if we assume for a moment that these findings are correct, it says a lot about how people are spending a lot of their time. Putting it into perspective, five hours is 21 percent of the entire day, and the eight-hour recommended period of nightly shuteye is 30 percent.

That is a lot of time to spend checking email each day. However, email platforms are now equipped with tools that make managing emails much more time effective.

Leverage Filters/Rules to Keep Your Inbox Organized

If you’ve suddenly noticed the tally on your inbox reaching quadruple-digits, it can be a little intimidating to consider trying to find a specific email in that mess. Fortunately, different email clients offer ways to help you do so.

Gmail

Google’s email client offers a few means to keep your inbox organized - allowing a user to define incoming emails by one of five set, unchangeable categories:

  • Primary
  • Social
  • Promotions
  • Updates
  • Forums

Of course, you may not need to use all of these options to appropriately sort your email. So, in your Settings, select the Inbox tab, and when asked for “Inbox type,” select Default. Under Categories, you should select the tabs you want to use. Once you’ve successfully done so, make sure you Save Changes. Your emails will then be sorted into those categories as directed.

In Gmail, you also have the opportunity to use Labels and Filters as organizational tools. The filter examines all new incoming emails, and if it meets the preset criteria, a label will be applied (or your choice of various other processes and actions). It is important to keep in mind that these filters won’t be automatically applied to the messages you have already received unless you tell Gmail to do so when setting up the filter.

All you have to do to create a filter is, from your Settings, navigate to the Filters and Blocked Addresses tab. Click Create a new filter, and identify the rules that you want your filter to focus on. You also have the option to base your filter on a message you have already received. Once satisfied, click on Continue, and specify what actions you want taken to the messages that are filtered out. Selecting Apply the label gives you the opportunity to create a label to apply to these messages as well.

Doing so will help sort your messages in the sidebar menu, giving you an easier option to view them all. While it takes a bit of time to set up, it will pay off in organizational benefits later on.

Outlook

Similar to Gmail, you have the option to create your own Categories and sort your emails into them through Rules. In Outlook’s Settings, under General, you can edit the Categories that your emails can be sorted into. By default, these categories are simply named for assorted colors, but you can delete them and replace them with ones that suit your purposes.

To set the proper Rules, again, in Settings, access Mail. In the menu that appears, you should see the option to set Rules. Access this option, and click into Add new rule. From there, you can give your rule a descriptive name that describes its purpose. Once you Add a condition to trigger the rule, you can Add an action a few times that tells Outlook how to handle this particular message. You can even add exceptions to these rules - so if a coworker ALWAYS marks their emails as URGENT for no real reason, you can tell Outlook to skip whatever rule you want applied to all other “urgent” emails.

Email is only a good communication tool if you can distinguish important messages from junk ones. Creating rules and conditions can help you highlight critical emails, or simply allow you to organize them better.

Are there any other processes you want us to help you optimize? Let us know in the comments!

How You Can Leverage G Suite to Your Business’ Adv...
Even If You Don’t Hear About Small Business Breach...
 

Comments

No comments made yet. Be the first to submit a comment
Already Registered? Login Here
Guest
Friday, November 22, 2019

Captcha Image

Mobile? Grab this Article!

QR-Code dieser Seite

Tag Cloud

Security Tip of the Week Technology Best Practices Privacy Business Computing Cloud Internet Software Business Management Data Hackers Hardware Microsoft Workplace Tips Backup Network Security Managed Service Provider Productivity Hosted Solutions Business Email Malware IT Services Saving Money Efficiency Computer Google Productivity IT Support User Tips Innovation Small Business Smartphones Mobile Devices Data Backup VoIP Quick Tips Gadgets communications Collaboration Microsoft Office Business Continuity Social Media Network Disaster Recovery Data Recovery IT Support Android Server Upgrade Mobile Office Virtualization Communication Miscellaneous Cybersecurity Mobile Device Management Smartphone Phishing Ransomware Windows 10 Tech Term Windows Facebook Operating System Outsourced IT Holiday Unified Threat Management Vendor Management Passwords Apps Automation Remote Monitoring Managed IT Services Mobile Device Analytics Users BYOD Remote Computing Mobile Computing Managed IT services BDR Internet of Things WiFi Apple The Internet of Things Marketing Data Management History Artificial Intelligence Browser Firewall Save Money Help Desk Alert App Big data Office 365 Two-factor Authentication IT Consultant Business Technology Cloud Computing Encryption Spam Windows 10 Bring Your Own Device Maintenance Antivirus Printer Training Office Health Gmail Bandwidth Content Filtering Government Information Technology Cybercrime Going Green Windows 8 Outlook Hiring/Firing Hard Drives Cost Management Information Wireless Technology Computers Saving Time Tech Support Search VPN Virus Budget Managed Service Managed IT Best Practice Lithium-ion Battery Employer-Employee Relationship Money Document Management Networking Hacking Healthcare Access Control Travel Education Customer Service It Management Update Phone System Blockchain Recovery Data Loss IBM Retail Value Augmented Reality Password PowerPoint Legal Running Cable Hacker Proactive IT Regulations Humor Administration SaaS Computing Intranet Twitter File Sharing Avoiding Downtime Applications Hard Drive Law Enforcement iPhone Risk Management Compliance Current Events Mobility Website Patch Management Conferencing Data storage Save Time Downtime Monitoring Customer Relationship Management Data Breach Laptop Fax Server Private Cloud Cortana Business Growth Comparison Tablet Digital Company Culture Project Management Computer Repair Telephony Websites Management Machine Learning Social Networking Paperless Office Vulnerabilities Telephone Systems Sports User Vendor Disaster End of Support Hosted Solution Robot Social Windows 7 Wireless Data Security Securty Google Maps DDoS Storage Solid State Drive Business Intelligence Social Engineering Flexibility Excel Scam Black Market Digital Payment Router Cryptocurrency Word Google Docs Meetings Memory Computer Accessories How To eWaste Download Evernote Lifestyle Experience Gaming Console Monitors Virtual Assistant Cleaning Trending Wi-Fi Office Tips Mouse Microchip Taxes Text Messaging Telephone Processors Webcam Start Menu Tech Terms Managed IT Service Mobile Technology YouTube Programming Statistics Distributed Denial of Service USB Network Congestion Presentation Cooperation Software as a Service Unified Communications Settings Public Cloud Licensing Uninterrupted Power Supply Virtual Desktop Processor Specifications Safety Vulnerability Streaming Media Inbound Marketing Bitcoin Identity Theft IT service Documents Data Protection Teamwork Heating/Cooling Distribution Entertainment Downloads Politics Net Neutrality Virtual Reality Pain Points Co-managed IT Emails Bluetooth Chrome User Error Automobile Chromebook Voice over Internet Protocol Redundancy Computing Infrastructure Hack UTM Content Rental Service Public Speaking Modem Video Surveillance Touchscreen News Visible Light Communication online Currency Proxy Server Azure VoIP Enterprise Resource Planning Web Server Shortcut Term Managed Services Provider Consultation IT consulting Legislation Error Cabling Electronic Medical Records Saving ZTime Transportation Knowledge IT Plan Directions Display Technology Tips Accountants A.I. Books Workers Troubleshooting Recording LinkedIn email scam Addiction Administrator Entrepreneur CIO Multi-factor Authentication Supercomputer HIPAA SSID Debate How To Fake News Advertising Flash Best Practives Environment Harddrive Dark Web Free Resource Audit Migration Connected Devices Competition GPS Processing Managed Services Data Warehousing Windows XP Archive Wireless Headphones Worker Electronic Payment Health IT Employee/Employer Relationship Staffing Google Wallet Skype Wasting Time Access Displays Equifax Microserver Fleet Tracking Reading Samsung Business Owner External Harddrive Logistics Emergency Hard Drive Disposal Society Network Management Computer Care Micrsooft Point of Contact Device security MSP Employer Employee Relationship IP Address Cyber security Microsoft Excel G Suite Bookmark Desktop Finance Hacks Physical Security Application 3D Google Play Ebay Telephone Service Google Drive Windows Server 2008 Get More Done Nanotechnology Social Network Human Resources Thin CLient Employer/Employee Relationships Drones Managing Costs Spyware Mobile Payment Startup Turn Key Asset Tracking Relocation Tablets Smart Phones Microsoft 365 Business Cards Printer Server Service Level Agreement Banking Botnet Electricity Printing Analytic Username Medical IT Permissions Language Recycling Unified Threat Management Trojan Backup and Disaster Recovery Sync Browsers Product Reviews Organize Gamification Notifications CCTV Digital Signature Adminstration Security Cameras Pirating Information Threats Screen Reader Customer Resource management User Tip Leadership Proactive Maintenance Computer Malfunction Navigation Virtual Machine cache Television switches Writing Read Smart Tech Reliable Computing Solutions Music Piracy Upload Business Metrics Employees WannaCry Upgrades HTML Professional Services Fiber-Optic Database In Internet of Things Data Analysis Mobile Security GDPR Time Management Freedom of Information LiFi Device Management Telephone System PDF SQL Server Corporate Profile Motion Sickness Best Available Keyboard Tech Hypervisor Assessment SharePoint Content Management Multi-Factor Security Cost Scalability Integration Business Managemenet Software License Webinar Trends Upselling Fileless Malware Hybrid Cloud Google Calendar Deep Learning Devices Messenger Tracking Domains Tip of the week Work/Life Balance Fraud Tactics Strategy 3D Printing Capital Personal Information Productuvuty Financial Managing Stress Managing Risk Printers CrashOverride Regulation

toner1