Got an unread inbox list numbering in the hundreds? You’re not alone. According to 2019 email usage statistics, the average American worker will receive over 120 emails a day. Unfortunately, what you don’t know could be hurting you a lot more than you think. A heavily cluttered Outlook inbox could be slowing down your productivity substantially. Or worse, making you miss important messages.
Whether you own a business or not, overlooking vital emails could mean losing out on major opportunities. From CEOs and Founders to marketers and sales reps, everyone is already familiar with Microsoft Outlook. After all, it’s the digital era where most business happens over the phone. However, it’s not uncommon to find untidy backlogs of unread mail even with Outlook. So, how do you achieve the rare, coveted IZ (Inbox Zero) status? And just how long would the whole process take?
It’s really simple. All you have to do is take advantage of some often overlooked features of Microsoft Outlook. By managing your Outlook email effectively, you can save time, stay organized, and boost your productivity all at the same time. As the number one plugin for Outlook, Veloxy’s chalked up a few helpful tips and tricks to help you manage your outlook email more effectively. From automating emails to some quick shortcuts, we’ll turn you into a proficient Outlook user so you can focus on more important tasks.
5 Tips for Outlook Email Management
1. One click cleanup: Tidy up your inbox with one click
Ah yes, Monday blues. For weekenders, they include a killer hangover. But for business people, they come with a lengthy list of unread emails. Anyone in an email-heavy company will probably have to sift through hundreds of threads after a short time away from the office.
Microsoft Outlook now comes with a tool that helps declutter all unnecessary emails in one click. This option primarily helps delete all repetitive and duplicate emails to drastically reduce the backlog. To clean up your Outlook inbox this way, follow the steps below.
-While viewing inbox, click the ‘Clean up’ button
-Select the folder you want cleaned up and click the pop up to confirm the action
Obviously, many people feel reluctant to use this one-click clean up. What if the feature also deletes important emails and attachments? Not to worry, the tool is incredibly sophisticated and advanced. It uses a smart algorithm to target only repeated emails while ignoring primary attachments.
2. Group related emails into new to-do folders
With Outlook, you can now use the folder feature to organize your emails. Once a new email folder is created, users can easily group all related messages together. For instance, you could group emails under priority, projects, boss, hobbies, non-critical, near-spam, or any other category you want. In addition to archiving messages, folders also help manage incoming emails and conveniently gets them out of the inbox’s view.
To create folders with your Outlook Email:
-Right click on the inbox and select ‘New Folder…’
-Title the first folder ‘To Do’
-Highlight and right click this To Do folder. You’ll see an option to create another new folder.
This will allow users to create main folders and subfolders under them so you can have everything well organized. Creating ‘To-Do’ folders helps avoid clutter and goes a long way towards achieving IZ (inbox zero).
3. Master all Outlook email shortcuts
One of the reasons most people end up with a mountain of unread emails is because of the sheer time and effort it takes to go through each of them. If you can cut down time spent navigating, reading, inserting attachments and replying, you’d be surprised how much faster you can get things done.
Use the following Outlook shortcuts to simplify management:
New Message – Ctrl+Shift+M
New Task – Ctrl+Shift+K
Reply – Alt+H, R, P
Reply All – Alt+H, R, A
Copy – Ctrl+C
Insert File – Alt+N, A, F
Send/Receive – Alt+S, S
Search – Ctrl+E Alt+H, R, P
Delete – Delete (Select message or task)
Forward – Alt+H, F, W
Move to folder – Alt+H, M, V
Go to calendar – Ctrl+2
Home Tab – Alt+H
4. Use the rule function to automatically sort Outlook emails and trash spam
Like all good algorithms, Outlook comes with a rule function that allows users to create conditional rules. This opens up a whole new process of handling your emails and avoiding irrelevant distractions. You can also use the rule feature to automatically sort incoming messages into their appropriate folders.
To create rules for Outlook Email:
-Go to the Mail tab
-Select Rules and add new ones
-Click Ok to apply the rules
For example, you could move all emails from a certain address or those containing the subject line sales straight into the trash. There’s literally no limit to how many rules you can include – customize away. When used effectively, the rule feature will create a funnel which saves you time and become more productive. Not to mention achieve inbox zero automatically every day.
5. Automate your Outlook email using productivity tools
Thanks to advancements in SaaS (Software as a Service), automating your emails has never been easier. Microsoft Outlook comes with a lot of productivity tools to help take action faster and improve email productivity. However, plugging in additional tools such as Veloxy adds AI to complete tasks with incredible accuracy, free from human error. The right tool saves you time, helps you minimize mistakes, and enables you to design stunning email campaigns while you’re at it.
In addition to helping organize emails, Veloxy comes with a lot of features designed to make Outlook email management easier. One of them is Veloxy Engage – the best email template builder in the world. Not only does it save you time with ready templates, it also incorporates an array of added benefits such as:
- Reaching numerous prospects in one go
- Adding more people to your email list
- Knowing when your emails are read or forwarded with real time alerts
- Analyzing and improving email engagement
- Logging all email activity and save key emails to Salesforce
- Making bulk cold emails CAN-SPAM compliant before sending
- Adding new prospects to Salesforce and set up a meeting in seconds
- Creating unlimited personalized email templates
Veloxy works on the other end to show you how your calls, emails, tasks and other actions affect the pipeline. It improves email engagement by showing you how your emails perform and what the best time of day is to reach your prospects.