The Stress-Free Inbox: How One Company Should Reorganize Outlook

Are you overwhelmed by the clutter in your Outlook inbox, as if it feels like a digital junk drawer? Don’t worry, you’re not alone. Approximately 400 million users use Outlook daily to manage emails and calendars. You must be thinking that your inbox is a black hole of unread messages, meeting invitations, promotional emails, and endless threads.

However, it doesn’t have to be that way all the time; with a few simple tricks, you can take control of your Outlook inbox and get everything reorganized according to your preferences. From a source of stress to a tool for perfect productivity, let's assemble your Outlook together. 

Why Outlook over Gmail?

With over millions of users, using Outlook on a daily basis for their intercompany communications and basic formal conversations. So, the major question arises why corporates choose Outlook over Gmail, let's unveil this secret, here are the key reasons to use Outlook - 

1. Comprehensive Information Management - Beyond emails, it acts as a hub for communications, appointments, contacts, and to-do lists. 
2. Contact Management - It gives a reliable system to manage names, contact numbers, and email addresses for all your contacts. 
3. Collaborations & Scheduling - It Simplifies collaboration by easy meeting schedulings, and calendar share with your team mates and others. 
4. Offline Access - You can easily download your work emails for offline access, allowing you to work on them without even an internet connection. 

However, there are many more features, which is why most of business leader still uses Outlook. It’s tough competition these days with the development of Google Workspace for businesses, but the OG stays OG, and the above reason makes it more worth it. 

Let’s organize your Outlook for a boost in productivity. 

Microsoft says, “Organizing your inbox is paramount to keep you productive.” Outlook uses different terminologies from Gmail, which are essential for you to know the differences between the two apps: 

• Outlook has folders, where Gmail uses labels to sort emails. 
• Outlook uses rules to organize your emails into folders and categories, whereas Gmail uses filters. 
• Flagging in Outlook is a different form of starring mail in Gmail.

Let's learn the best ways to keep your Outlook organized or to give it a re-organize. 

Folders to organize your email

1. Select message.
2. Select Move.
3. Choose a folder, or drag and drop an email into the chosen folder. 

Create Rules to sort your email automatically 

Best thing about Outlook is you can make Rules however you like, complicated or simple, it’s your working catch. Here’s one of them to guide how you can quickly send all messages from a single sender to a specific folder: 

1. Right-click a message.
2. Select Rules. 
3. Choose Always move messages from (name of sender).
4. Choose a folder or select New to create a new one.
5. Select OK.

Flag email for follow-up

Make your inbox your visual reminder for follow-up with flagging, here’s how:

1. Select an email. 
2. Select Follow up. 
3. Choose an option, or hover over the message and select the flag. 
4. To see all of your flagged messages - 

Select Filter Email > Flagged. 

Archive email

Dreaming of a clean inbox on your screen, but don’t want to delete them, just move them to Archive, and you know they can be searched as well. 

Recall Mail 

Worried about sending something wrong or incomplete information in the mail, or worse, not putting everyone in CC, just recall the mail. Yes, you can do it as well. 

1. Tap on the three dots on the mail thread. 
2. In Action, select Recall message. 

And it’s done, now you’re on the safe side. 

Final Note

Now that you’ve come this far, I guess most of your issues are sorted, but still if you have some questions on how to enhance your outlook and mailing experience, send us a message and query. We promise to get back to you; your chaos is our responsibility. Enjoying mailing with Outlook! 

Researched & Written By: Sayali Gajbhiye