Home
>
Get Organized - Organization
>
Overcoming E-mail Overload Using Microsoft Outlook

Overcoming E-mail Overload Using Microsoft Outlook

Do you feel like you just get too much e-mail? If you're like me, some days you just don't know where to dig in. Fortunately, I've found a few tips that can help you dig out from under the pile and organize the important e-mails in your life. These tips are primarily for Microsoft Outlook users, though others may find them useful as well.

Use Colors to Distinguish E-mail Sent Only To You - I get copied in on all sorts of e-mails, so I can understand what's happening with a variety of things. Many I am able to just look over and file for later. The ones sent only to me are usually important ones that need my action and often immediate attention. By clicking on Tools, and then Organize, then by clicking on Using Colors, I am quickly able to change the color of messages sent only to me. I mark these as blue, but you can use another color if it suits you. And while you're in there...

Use Colors to Distinguish E-mail Sent From Your Manager and Other Important People - More often than not, you'll need to pay attention to e-mail sent from your manager, your manager's manager, and other VIPs. Change the color on these to another color you know is important. I use magenta, but use what you like.

Click on various column headings to sort for important senders - Do you ever *know* that someone sent you an e-mail, but you're not sure when, and you're not sure what the subject is? If so, just click on the From column heading, and you can quickly sort by sender, and if you type the first letter of the sender's first or last name, you will jump to that letter in your messages. You can do this in any folder, and can always change back by clicking on the date column heading to sort by most recent or oldest.

Don't open any attachment from anyone outside your company unless you were expecting it - This goes for e-mail from your friends and family too. Just because the e-mail says "Funny joke. Open now!" doesn't mean it really is a funny joke. This could be a virus that will crush your entire work network, and you don't want to do that. Take it from someone who gets calls on this every day. If you don't know, just delete the message. If it's important, they will re-send it. Trust me. Or call the sender if you know them and ask them if they really sent you an attachment. They'll know.

Don't use your work e-mail address to sign up for newsletters, eBay, Amazon, or product activations, and especially don't check the box that says the value added partners can send you information. This is just an invitation to sending you garbage e-mail. To combat this, get a free Hotmail, Yahoo, or other account that you think of as a disposable account to collect all of this stuff. Sure, some you may read, but most is just junk anyway. Once you get on the list, you'll never get off the list. And along with that...

Never click on the unsubscribe button for any message you didn't specifically sign up for. This is like saying "Hello, this is a valid e-mail address. Please send me lots of garbage e-mails."

Last but not least, keep your work e-mail for work stuff, and your personal e-mail for personal stuff. Don't mix the two. Trust me, the more people that e-mail you at work, the more people think it's okay to e-mail you at work, the less productive you are at work, and the further behind you feel.

Phil Gerbyshak leads a team of people as manager of an IT Help Desk in Milwaukee, WI, and finds that sharing his knowledge is a crucial component for success as a leader and as a person. Phil's personal philosophy is paraphrased from Tim Sanders' fantastic book Love is the Killer App: "Share your knowledge, your network, and your love. The rest will follow." Feel free to contact Phil at http://makeitgreat.org or call 414.640.7445 anytime.

reliable home cleaners Lincolnshire ..

In The News:

Shanghai engineers are using 432 walking robots to relocate a complex, preserving Shikumen architecture while creating space for a modern underground hub and cultural center.

Major healthcare data analytics firm Episource had a cybersecurity incident exposing 5 million patients' medical records and personal information in recent breach.

A new sophisticated PayPal scam sends legitimate-looking emails from official PayPal addresses, using phone numbers instead of links to convince victims to download remote access tools.

Fox News' AI Newsletter brings you the latest on this rapidly evolving technology.

The innovative Kara Pod device extracts moisture from air to create mineral-rich water and brew coffee, featuring UV sterilization and compatibility with Nespresso pods.

Gov. Hochul unveiled New York's nuclear power plant project to power a million homes, which faces permit challenges while promising jobs and a cleaner energy future.

SAFE introduces Aerie, an underground luxury bunker combining high-end living with advanced security, wellness amenities and interactive walls simulating panoramic views.

A Facebook scammer posing as Elon Musk tricked a victim with promises of a Tesla and $250,000, requesting gift cards that become untraceable once the codes are shared.

Experience hands-free golfing with the Robera Neo smart caddie that uses AI to follow you, navigate obstacles and carry your clubs with GPS course mapping.

Cybersecurity alert: 16 billion passwords exposed in massive credential database affecting major platforms. Protect your accounts with password managers

The innovative BeBot robot uses electric power to remove pollution from shorelines, covering 20-30 times more area than manual collection while preserving wildlife.

A new ClickFix campaign targets macOS users with fake Spectrum support sites, tricking victims with CAPTCHA failures to paste commands that install information-stealing malware.

AI-powered autonomous trucks from Plus Automation are being tested across the U.S., Europe and Asia to solve logistics challenges while facing regulatory hurdles and labor concerns.

Your health information might feel private and secure with your doctor, but the reality is far more complicated. Data brokers collect a wide range of sensitive health data, from diagnoses and prescription details to personal identifiers, and sell this data to marketers, insurers, and other third parties.

Kepler Robotics has officially introduced its Forerunner K2 "Bumblebee" humanoid robot at the SAIC-GM automotive plant in Shanghai, marking a significant moment in the real-world deployment of advanced robotics.

Scammers never seem to be running out of new ways to try and get their hands on your money – and lately, they've been getting sophisticated.

Thirty people were injured and killed, though the exact number remains currently unknown, when a suicide bomber blew himself up in a Damascus church.

Unexpected password reset alerts signal potential hacking attempts or phishing scams. Learn how to respond and establish stronger security measures for your accounts.

A historic electric airplane flight landed at JFK with passengers, marking a milestone as Beta Technologies demonstrates the practicality and efficiency of electric air travel.

The Chaos ransomware group breached Optima Tax Relief in a double-extortion attack, stealing sensitive customer case files and corporate documents with personal information.

Stay up to date on the latest AI technology advancements and learn about the challenges and opportunities AI presents now and for the future.

The first human brain-computer interface by Paradromics was completed in 20 minutes, featuring microelectrodes to help paralyzed individuals control computers with thoughts.

The power behind AI tools requires massive energy, and global data centers are expected to triple electricity usage by 2030 despite tech companies' renewable pledges.

New Android malware Crocodilus spreads through Facebook ads disguised as banking apps, adds fake contacts to phones and steals financial data with advanced screen monitoring.

ANYmal-D, the badminton-playing quadruped robot from ETH Zurich, combines artificial intelligence with whole-body coordination to rally with human players for up to 10 shots.

Overcoming E-mail Overload Using Microsoft Outlook

Get Organized - Organization