10 Tips For Simpler, Faster Email Management 

We all wish we could do more with the time we had, but our inbox tends to get in the way of the productivity boost we’re craving. Here, we’re going to take a look at 10 effective email management tips that can help you save time, get productive, and even get a step closer to the dream of ‘Inbox Zero’. 

Tip 1: Use To-Do Folders 

Be more efficient with email folders
Use a to-do folder to organise non-urgent emails

With tools like Outlook and Gmail, it’s easy to create folders that can be used to archive emails, so create a “To-Do” folder for those non-crucial, non-urgent emails that you can get around to when you have the time. 

For more info on how to efficiently use the To-Do lists, check out our organisational skills course.

Tip 2: Save your most common replies 

Outlook provides a tool called Quick Parts (and other email services have their own versions) that allows you to save a frequently-used reply or passage of text instead of having to type it out again and again. 

Tip 3: Take a shortcut 

Quick Steps is another function that allows you to set keyboard shortcuts. Besides marking as read and deleting files, you can also use keyboard shortcuts to quickly send them to a folder of your choosing. 

Tip 4: Make time for it 

One of the most time-consuming habits is continually checking your emails throughout the day. Instead, set a single time-slot to get all your inbox management out of the way at once. 

Tip 5: Organise them automatically 

By creating rules in Outlook, you can filter emails by sender, subject, and email domain so that you can quickly sort more emails into categories, so you don’t end up going through them one at a time.  This and more is covered in our Microsoft Outlook time management training courses.

Tip 6: Clean up in one click 

The Clean Up tool is great for getting rid of unnecessary or redundant emails by deleting any messages that have been entirely quoted or copied in other emails in your inbox. 

Use the Outlook Clean Up tool to organise folders
Save time by cleaning up your folders

Tip 7: Resend your messages 

If you need to draft an email that’s roughly the same as another and you don’t have the right Quick Parts for it, simply start by re-sending an existing email from the “Sent” category and type in the adjustments you need to make. 

Tip 8: Keep your folders small 

Your different email folders are supposed to make it much easier to find specific emails. If they get bloated with too many messages, they no longer have that benefit, so separate folders into subcategories when they start to get too big. 

Tip 9: Sort time-sensitive emails 

Some emails demand an immediate response, while others can wait. For the others, file them by when you need to respond to them with folders like “Reply by Thursday”, so you don’t have to worry about them until they’re relevant. 

Tip 10: Just say no 

If you get annoyed by seeing irrelevant emails, use a shortcut to quickly place them in an “Irrelevant” folder. Once a month, check the irrelevant folder and unsubscribe or filter out the emails you no longer want to receive. 

By being more mindful of when and why you go through the email inbox, setting up automated inbox management, and creating an accessible filing system, you can more quickly get through your emails, which can give you a lot more time to spend on the work that really matters. If you’d like to learn how to confidently use not only Outlook but also Excel and Word, check out our Microsoft Office 365 training courses.

 


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With more effective email management comes better time management. Learn more here:

Improve efficiency using these time management tips
Time Management Mistakes and Tips

 

15 Reasons Your Business Should be Using Office 365 

Office 365 has been around for a long time, but should your business start using it? The short answer is yes, particularly if you care about productivity! To embellish on this, here are 15 reasons your company needs to use Office 365, starting today: 

Improved Planning 

With the calendar requests feature, you can schedule and plan meetings with so much ease. This dramatically enhances efficiency around the office. 

Effective Collaboration 

Office 365 calls upon things like Skype and SharePoint to make collaboration easy through the cloud. You can even work on documents with employees – at the same time – while in different locations.  

Constant Updates 

Using this platform means you automatically get updates for all other Microsoft packages like Word and Excel. It supercharges your productivity by saving you from having to go out and buy new versions whenever they’re released.  

Excellent Cloud Service 

You get access to the Microsoft cloud service so you can securely store data online without needing to pay for or maintain a physical server.  

Office 365 apps can be used to improve productivity
Office 365 provides a huge range of apps

Work On The Go 

Everyone in your business can now use Office 365 on their phones, tablets, and computers. It means they can work on the go, regardless of where they are.  

A Huge Email Inbox 

Don’t worry about your business inbox running out of space, you get a whopping 50gb of storage when you use Outlook on Office 365.  To learn how to use it to your advantage, our Microsoft Outlook time management training may come in handy.

All The Best Applications 

Your business will improve its performance by having access to some of the best applications around, such as PowerPoint, Word, Excel, and more.  

Save Money 

The cost of Office 365 is pretty incomparable when you look at the alternatives. It’s a small fee per month, and you never have to spend money on servers or new office applications.  

Virtually Always Running 

This platform stays up 99.9% of the time. As such, your business performance won’t suffer from frequent periods of downtime.  

Excellent Scalability 

Small business can use a basic level of Office 365 that suits their needs, but you can also add new apps and tools as your business grows. So, you get excellent value for money as well.  

Easy-To-Use 

All of the apps are so easy-to-use and understand. Plus, with things like our Office 365 End User Training Workshop, you can quickly hone your skills to improve business productivity.  

Improve Professional Image 

By using things like Outlook and Word – and calling upon their professional templates – it improves the image of your business. Therefore, you can potentially improve your profitability by standing out from the crowd and encourage more people to choose you.  

Increased Privacy 

Keep all of your data secure by using Office 365. It has safeguarding features that means everything is privacy protected.  

Can Be Installed Up To 5 Times 

Everyone in your business can install Office 365 up to five times on different devices. So, if their work computer crashes, they can install it on a new one free of charge! 

No In-House IT Team Required 

The whole purpose of Office 365 is to provide businesses with a platform they can work from without needing an in-house IT team to manage everything. All the server management is done by Microsoft, freeing up your time to improve efficiency and run a more profitable business.  

If you’re looking for something that makes your business more productive, improves your all-round performance, and can easily be scaled, then Office 365 is the perfect choice for you – find out more about our Microsoft Office 365 training courses.