Microsoft Outlook includes several tools that you can use to make your inbox more organized, if you know what to do. If you're just getting started with Outlook or if you're not current with it, you may not be using it to its full capacity. In this tutorial, we'll show you how to organize your outlook email.
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Like everyone these days, I get a lot of emails. A few years ago I stumbled across a feature of Microsoft Outlook which helps prevent me from missing important emails, namely from my Boss or an important customer. If nothing else, it’s a straightforward and easy way to triage your Inbox using Color Codes.
The feature I’m talking is the Outlook Organize. I’m honestly not sure what it’s called, but we’re going with that. ;)
First, let’s Color Code all new emails from the Important Person Red and then Color all new emails sent Only to meBlue. This setup will be handy since emails sent Only to me typically means they are waiting for a response.
1.OpenOutlook and click on an email from your Manager (or someone else important)
2.ClickUsing Colors Tab, and Verify the remaining settings (To or From, Name and Color), click Apply Color when ready
2a. From the same menu above, ClickTurn On to color all emails sent Only to Me Blue (or pick your color)
3.Click the X on the far right to Exit the Organize Options
The changes are instantaneous, and the variations using Colors are limitless.
A great tip when I found it, and I hope you enjoy it. Would love to hear any comments. If anyone has any Quick-Tips they use all the time, please let us know here or in our Forum.
We have a shared mailbox at work where, amongst others, informational messages are coming in. Usually they end up hanging there for days because nobody knows who has read it already and who hasn’t.
Is there a way in Outlook to find out who have read the message?
You cannot directly tell who has read the message already but you can easily create a system for it with categories.
With an optional Conditional Formatting rule, the message can automatically show in an a different font setting, like for instance strikethrough, when you are the last one to mark it as read so you’re directly reminded to delete it.
The system
The system is actually quite simple; if you have read the message, assign it a specific category to identify you.
For instance a category named; Read by Robert Microsoft Outlook Mailbox Full
If Jane is a coworker of mine and she opens the message, she can take a look at the categories assigned to the message and sees that I’ve read it. When she is done reading, she does the same and assigns the category; Read by Jane.
If Jane were to meet our other colleague, Joe, at the coffee machine, she can now notify him of not having read the message yet and ask him if he can do that as quickly as possible.
Now Joe takes a look at the message and sees that it has been read by both Robert and Jane already. As there are only 3 people reading this mailbox, he can now safely delete this message without first needing to contact me.
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Strikeout messages that have been read by everyoneMicrosoft Outlook Mac Can You Color Different Mailbox Colors
We can make the system a bit nicer by having Outlook automatically strikeout and color the message gray when the last person assigns his/her “Read by …” category. This would act as an immediate indication that this message is now safe for removal.
You can do this by creating a new Conditional Formatting rule;
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Outlook On Mac
As these view settings are not shared, not even for shared mailboxes, each member of the team must make the above changes if he/she wants to apply the Conditional Formatting.
Can't Open Outlook MailboxWith this filter, you can apply a different display format to messages that have been marked as read by all your teammates. Comments are closed.
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