Manage Incoming Email

1. Create a “ToDo” email folder under your Inbox

   

2. Go to Tools -> Options -> Other Tab -> Reading Pane (third section down), then deselect the checkboxes “Mark items as…” and “Mark item as read”:
   
   

This will help to create a better workflow for when you read and reply to email. I noticed that when I read an email, and it becomes “read”, it sometimes gets lost with new incoming email. Now, all my messages in my Inbox are either “read” and have been processed or new, and need to be reviewed.

Check your email sporadically throughout the day. Move email that is not mission critical to the “ToDo” folder and set time aside at the end of the day to reply and/or schedule tasks to follow up. For email that is mission critical, respond right away, which causes the email to become “read” and is processed.

Quick notes:
- For those emails that can be replied to right away (or are mission critical), send a reply. This will mark the email as read.
- For those that are not mission critical, move to the “Todo” folder and check at the end of the day, or when you have some down time.
- For those that require more time, reply to the sender letting them know that you will get back to them. Then create a task and schedule yourself out to complete this task when it is due, or when your schedule allows.

I also have a “Pending” folder for those emails that have no due date, and will be processed when an opportunity presents itself (3-6 months). I review this folder every few weeks and schedule out tasks to complete items as needed.

Manage Outgoing Email
When you send email that requires a response, utilize the Follow Up feature located on each email:

Before sending the email, click Follow Up  -> Custom, and set the reminder to when a reply is needed:

Now, when the due date arrives, you will get the Reminder alert (as long as you have Outlook open). Use this to track important emails, task deadlines, and basic communications between clients, staff and friends!