Say No! to Spring Cleaning: Keep Your Inbox Clean Year Round

Posted on Apr 4, 2013 | Comments Off on Say No! to Spring Cleaning: Keep Your Inbox Clean Year Round

By Guest Contributor: Michelle Stephens, director of Marketing & Communications at Covenant Health System

Microsoft Outlook 2010

E-mail management doesn’t have to be the bane of our existence. Here are tips to help you stay on top of keeping your inbox clean.

Top 10 Microsoft® 2010 Tips

1) Limit the time spent checking e-mail. Spend 20 minutes in the morning going through your messages, then get on with your day. Wrap up your day with another 20 minutes checking e-mail.

2) Get organized. Create cabinet folders that are customized to the broad categories of e-mails you receive.

  1. Step-by-step instructions
  2. Watch a video
  3. Ideas for folders: Share with Staff; HR; Best Practices; Core Measures; Recognition; Reflections; Productivity; Budget

3) Manage e-mail with the 4D’s: When you receive an e-mail, do one of the following the first time you read it.

  1. Do It – Take whatever action is required/requested as soon as you read that e-mail.
  2. Delete It – Delete the e-mail after it is read. No further action is required.
  3. Delegate It – Don’t just forward it. Assign it to someone as a task.
  4. Date Activate It – Assign it to yourself as a Task.

4) Create rules

  1. Rules automatically organize your incoming e-mails into your cabinet folders or other folders. Creating rules takes a bit of time initially, but it saves a tremendous amount of time in the long run. Watch video.
  2. More ideas for rules:
  • Send “Out of Office” replies to the deleted folder.
  • Send e-mail with a certain topic to a folder.
  • Send e-mail from a certain sender to a folder.
  • Send e-mail with a certain topic to the deleted folder.

5) Access your e-mail remotely.

6) Create an Out of Office Message.

7) Turn off the E-mail “pop-up” Notification.

8) Prevent your mailbox from getting full:

  1. Delete your trash automatically.
  2. Clean up your  mailbox.

9) Create a meeting appointment and “busy searching.”

10) Search for an e-mail from a certain person.