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Doug

Member

Registered: 8th Oct 03
User status: Offline

24th Jul 13 at 10:55

Hi,

Just a quick question about best practices for managing emails in Outlook. I get/send circa 50-75 emails a day and my current setup is that of many folders and sub folders with rules so any email that comes in goes straight into the correct folder. So for example if I get an email from a supplier the email will automatically go straight to ‘supplier X’ sub folder under ‘suppliers’.

This works well for me now, but I have far too many rules in outlook and I find that my corporate phone won’t alert me to any new emails that come into any folder other than the inbox, which is less than ideal!

So I guess I have a few options. Modify all the rules so that they only run when I close outlook, so at the end of the day everything from the inbox get sorted for me even though it arrives into the inbox. Or, should I trash all the rules and folders, put all the emails back into one big inbox and then rely on searches to see the data? That would benefit the mobile device as it will then alert me to all the emails, but will be a different way of working for me.

How do you all organise yours?

Any advice?

Whittie

Member

Registered: 11th Aug 06
Location: North Wales Drives: BMW, Corsa & Fiat
User status: Offline

24th Jul 13 at 11:11

Exchange + Rules - Phone handles it fine. What are you using?

SXIBrad

Member

Registered: 7th Mar 13
Location: South Yorkshire
User status: Offline

24th Jul 13 at 11:23

I don't...

I just check every few days for anything that looks important

John

Member

Registered: 30th Jun 03
User status: Offline

24th Jul 13 at 11:27

I deal with everything as it comes in.

Dom

Member

Registered: 13th Sep 03
User status: Offline

24th Jul 13 at 11:31

Use rules and folders, mobile throws up notifications without issue.

Kyle T

Premium Member

Registered: 11th Sep 04
Location: Selby, North Yorkshire
User status: Offline

24th Jul 13 at 11:31

quote:
Originally posted by John
I deal with everything as it comes in.

I do this and sort stuff into folders manually. I've done the rules thing and found similar issues with phones so prefer to digest and sort stuff myself. Outlook searching and filtering is excellent nowadays so really no need to sort stuff away so granular.

Lotus Elise 111R

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Whittie

Member

Registered: 11th Aug 06
Location: North Wales Drives: BMW, Corsa & Fiat
User status: Offline

24th Jul 13 at 11:31

quote:
Originally posted by John
I deal with everything as it comes in.

You're obviously not that busy in your work then?

John

Member

Registered: 30th Jun 03
User status: Offline

24th Jul 13 at 11:35

Mega busy, just about everything is as important as everything else though so all gets dealt with straight away. If I've got something unread in my mailbox for more than a couple of minutes, something is wrong.

Also same as Kyle, especially with 2013, search is good enough that I don't sort anything into folders.

Whittie

Member

Registered: 11th Aug 06
Location: North Wales Drives: BMW, Corsa & Fiat
User status: Offline

24th Jul 13 at 11:46

Fair enough, must be the nature of your work and assume you don't attend meetings etc where something can be unread for 1-2 hours.

Doug

Member

Registered: 8th Oct 03
User status: Offline

24th Jul 13 at 12:11

It all worked perfectly when I was using my iPhone, but now I have brought in a few policies across the company which have shot me in the foot. I don't want people to use their own devices to sync witht he exchange server, they must use an issued device.

Currently on some legacy Windows Mobile devices (Lumia 800/900's) but moving to BlackBerry Q5's when Vodafone get stock as we have gone over to Office 365 which has BlackBerry Business Cloud built in for MDM.

I don't think the BlackBerry devices will alert to my current folder structure, unless someone can tell me different? I will love you forever if you come up with a solution

Matt L

Member

Registered: 17th Apr 06
User status: Offline

24th Jul 13 at 12:14

using google mail

but everything stops as unread in my inbox (do highlight/label certain things as and when they come in so I know what it roughly relates to although not worked out how to do this automatically).

I only get around 25-50ish emails on a bad day but stuff will just sit there until dealt with.

actually checked the total number of emails sent/recieved since i started in November... 8.5k

Nismo

Member

Registered: 12th Sep 02
User status: Offline

24th Jul 13 at 12:28

I use flags, average of 200+ per day, some stuff is more important than others, i use Mac mail, seems better and faster than outlook when searching.

Dom

Member

Registered: 13th Sep 03
User status: Offline

24th Jul 13 at 14:19

quote:
Originally posted by Matt L
using google mail but everything stops as unread in my inbox (do highlight/label certain things as and when they come in so I know what it roughly relates to although not worked out how to do this automatically).

I only get around 25-50ish emails on a bad day but stuff will just sit there until dealt with.

actually checked the total number of emails sent/recieved since i started in November... 8.5k

Use rules, iirc called Filters in Gmail/Google Mail, and you can get to apply labels (or move mail to dedicated folders etc) to mail based on XYZ criteria.
Obviously everything is carried over to the Gmail/Google Mail mobile app and if you sort into folders you can apply individual notifications/sync options to each folder.

Gary

Premium Member

Registered: 22nd Nov 06
Location: West Yorkshire
User status: Offline

24th Jul 13 at 14:26

Gmail ftw, although the new tabs thinig is a bit shit

Dom

Member

Registered: 13th Sep 03
User status: Offline

24th Jul 13 at 14:37

quote:
Originally posted by Gary
...although the new tabs thinig is a bit shit

Definitely! You can switch it off on the web interface but i can't find a way of doing that within the mobile app

[Edited on 24-07-2013 by Dom]

pow

Premium Member

Registered: 11th Sep 06
Location: Hazlemere, Buckinghamshire
User status: Offline

24th Jul 13 at 15:05

I don't rule anything that comes into my inbox but once it's actioned/replied to/whatever is needed I file it away in it's folder/label with my gmail accounts. That way I never miss an email, my inbox is like a todo list and I've got everything saved for reference

pow

Premium Member

Registered: 11th Sep 06
Location: Hazlemere, Buckinghamshire
User status: Offline

24th Jul 13 at 15:06

As I'm a bit OCD empty inbox = happy pow

John

Member

Registered: 30th Jun 03
User status: Offline

24th Jul 13 at 15:58

quote:
Originally posted by Dom

quote:
Originally posted by Gary
...although the new tabs thinig is a bit shit

Definitely! You can switch it off on the web interface but i can't find a way of doing that within the mobile app

[Edited on 24-07-2013 by Dom]

On Android?

When I turned it off on one, it copied to the other. I think I actually deleted them from the app and it done it on the web interface.

Dom

Member

Registered: 13th Sep 03
User status: Offline

24th Jul 13 at 16:23

quote:
Originally posted by John
On Android?

When I turned it off on one, it copied to the other. I think I actually deleted them from the app and it done it on the web interface.

Yup, on Android. As said, switched it off on the web interface without issue but under the GMail app it still seems to tab group emails

Edit - Finally found an option under settings

- Settings > (Gmail Account) > Inbox Categories > deselect everything

[Edited on 24-07-2013 by Dom]

Toby

Premium Member

Registered: 29th Nov 05
User status: Offline

24th Jul 13 at 17:25

Edit > Select All > Delete.

Tbh try to use folders but I'm shit. I build up like four or five thousand in my inbox then archive.

pow

Premium Member

Registered: 11th Sep 06
Location: Hazlemere, Buckinghamshire
User status: Offline

24th Jul 13 at 18:12

Thanks John, was pissing me off but hadn't had chance to play yet!

Ian

Site Administrator

Registered: 28th Aug 99
Location: Liverpool
User status: Offline

24th Jul 13 at 18:46

If I was getting 50-75 per day and they all needed attention right there, I'd be asking my colleagues to chill out.

Replying to every single thing within a few minutes? Are you not doing any other job at your desk? No possible way I'd ever have got anything done at all if I knocked off every 9 minutes to respond to an email.

Doug

Member

Registered: 8th Oct 03
User status: Offline

24th Jul 13 at 20:38

God no, but I get copied into a lot of stuff that is happening due to my job.

noshua

Member

Registered: 19th Nov 08
User status: Offline

24th Jul 13 at 20:46

cc -> new folder

Marc

Member

Registered: 11th Aug 02
Location: York
User status: Offline

25th Jul 13 at 07:15

Managing my emails isn't dificult, its managing my call backs thats the killer.