Get control of your mailbox 2: Email folders

These days we get bombarded with emails. According to research, in 2010, we are each receiving an average of 74 emails per day, 61 of which are legitimate emails, and we are sending an average of 34 emails per day. That’s 756 emails per week or 39,312 per year !!

So, we need to get organised…!

This article is the second in a series of 10 articles that will give you tips for helping you keep your mailbox under control when using Microsoft Outlook 2003, 2007 or 2010.

Organise your emails into folders

Just like you can create and organise your files into folders on your computer, you can create and organise your emails into folders within Microsoft Outlook.

Organising your emails into folders will help you keep on top of your Inbox and your sent items, allowing you to quickly and easily find emails.

Create a folder

Your first new folder should be created as a subfolder of the Inbox. Subsequent folders can also be a subfolder of the Inbox or a subfolder of another subfolder. You can create multiple layers of subfolders, for example:

Inbox
     – Personal
             – Family
             – Friends
     – Work

The ‘Personal’ and ‘Work’ folders are subfolders of the Inbox. ‘Family’ and ‘Friends’ are subfolders of ‘Personal’.

To create the ‘Personal’ folder in the example above:
     1. Right click on the Inbox
     2. Select New Folder
     3. Type “Personal”
     4. Click OK

Note that folders will be automatically organised into alphanumerical order.

Create a subfolder

You can then start to create multiple levels of folders, which can then be displayed or hidden in the folders list.

To create the ‘Family’ folder in the example above:
     1. Right click on the ‘Personal’ folder
     2. Select New Folder
     3. Type “Family”
     4. Click OK

Depending on your version of Microsoft Outlook, you will see either a + or – sign, or an arrow next to the Inbox and Personal folders. By clicking on these symbols, you can chose to hide or display the subfolders.

Move emails into folders

Once you have your folders created, you can then move your emails into them by dragging them from the Inbox or Sent Items into the new folder. As you drag the email across to the new folder in the folders list, you will see the new folder is highlighted.

You can select more than one email to move at a time. To select multiple adjacent emails, click on the first email, hold down the Shift key on your keyboard, then click on the last email. All emails in that range should be highlighted. Alternatively, if the emails are not adjacent, click on the first email, hold down the Ctrl key on the keyboard, then click on all other required emails one at a time until all are selected.

You can then drag all of the selected emails across to the folders list in one move.

Learn more about Microsoft Outlook >>

Rate this

Comments are closed.