TOO MANY EMAILS? Use THESE Proven Techniques | Outlook tips included

Summary

This video script offers practical tips for managing email overload, suggesting a balanced approach between extreme strategies like Inbox Zero and a cluttered inbox. It emphasizes developing an email routine, using action-based folder systems, applying a 'single touch' rule to avoid re-reading, and decluttering with rules and notifications. The goal is to enhance productivity and reduce email-related stress.

Takeaways

• 📈 The average American full-time worker receives approximately 120 emails daily and spends about 28% of their workday managing them, highlighting the need for effective email strategies.
• 📭 The concept of 'Inbox Zero' aims for a completely empty inbox, but it can lead to distractions and reduced productivity if not managed properly.
• 📚 Some individuals are comfortable with thousands of emails in their inbox, using flags and search tools to locate necessary information, but this approach may not suit everyone.
• 🔄 The speaker recommends a balanced system that incorporates elements from both extremes, suggesting a personalized approach to email management.
• 🕒 Developing an email routine is essential for productivity; multitasking can reduce efficiency, so dedicating specific times to check emails is advised.
• 🛑 Turning off email notifications and using offline mode when not checking emails can help maintain focus on other tasks.
• 📁 Creating a simple, action-based folder system can prevent the inefficiency of complex folder hierarchies and the time wasted searching for emails.
• 🚫 Avoiding re-reading emails by deciding their fate the first time they are read can streamline workflow and prevent information overload.
• 🗂 Using Quick Steps in Microsoft Outlook to move emails that require action to a designated folder can help prioritize tasks and keep the inbox organized.
• 📅 Scheduling time in a calendar for emails that need more attention ensures these tasks are not overlooked and are completed in a timely manner.
• 🔄 Changing the default startup folder in Outlook to the 'Action Required' folder can help maintain focus on pending tasks every time the application is opened.
• 🗑️ Decluttering the inbox by unsubscribing from unnecessary emails, blocking unwanted senders, and using rules to automatically sort incoming messages can significantly reduce email volume.

Q & A

How many emails does the average full-time worker in America receive per day according to McKinsey's research?

The average full-time worker in America receives about 120 emails per day.

What percentage of the working day does the average worker spend on emails based on the script?

The average worker spends around 28% of their working day on emails.

What is the concept of 'Inbox Zero' as mentioned in the script?

'Inbox Zero' is a strategy by Merlin Mann where the goal is to always keep your inbox 100% empty.

What is the alternative to 'Inbox Zero' that some people use, according to the script?

Some people keep thousands of emails in their inbox and use flagging tools and search tools to find what they need.

Why does the speaker recommend against constantly checking the inbox?

Constantly checking the inbox distracts from getting actual work done and reduces productivity, as multitasking has been shown to be less efficient.

What is the recommended email routine suggested by the speaker?

The speaker recommends dedicating, for example, 10 minutes every hour to emails, focusing on the most important ones, and then closing the inbox to focus on other tasks.

How can one turn off email notifications in Windows?

To turn off email notifications, open the action center, go to Notifications and actions, and turn off Outlook notifications.

What is the purpose of creating a folder system for emails as per the script?

Creating a folder system helps in organizing emails and avoiding the time wasted in searching for specific emails, thus improving productivity.

What is the 'single touch rule' mentioned in the script?

The 'single touch rule' involves deciding the action for an email the first time it is read, either doing it immediately if possible, archiving it for future reference, or deleting it if not needed.

How can one create a Quick Step in Microsoft Outlook to move emails to a specific folder?

To create a Quick Step, right-click on the message, select Quick Steps, then New Quick Step, choose Move to Folder, name it, select the folder, and click Finish.

What is the final tweak suggested in the script to improve productivity with emails?

The final tweak is to change the default start-up folder in Outlook to the Action folder, so that every time Outlook opens, the first thing seen are tasks that need to be done.

How can one declutter the inbox according to the script?

One can declutter the inbox by unsubscribing from unwanted emails, blocking senders, turning off notifications from outside apps and social media, and using Outlook Rules to automatically move certain emails to specific folders.

What is Conditional Formatting in Outlook and how can it be used?

Conditional Formatting in Outlook allows you to apply specific formatting to messages based on certain conditions, such as being CC'd on an email, making it easier to identify emails that do not require direct action.

Outlines

00:00

📧 Email Management Strategies

The first paragraph introduces the problem of excessive email consumption in the workplace, citing McKinsey's research that the average American worker receives 120 emails daily and spends nearly a third of their workday managing them. The speaker shares their personal trials with extreme email management strategies like 'Inbox Zero' and having a cluttered inbox, both of which led to anxiety and decreased productivity. They advocate for a balanced approach that combines elements of both strategies, utilizing features in Microsoft Outlook to streamline email handling. The focus is on developing an email routine to avoid constant distractions and the importance of not multitasking while checking emails.

05:00

📂 Developing an Effective Email Folder System

In the second paragraph, the speaker discusses the importance of creating a folder system that is both simple and action-based to avoid the inefficiency of complex folder structures. They share their method of handling emails by deciding on the spot what to do with each message. If an email can be dealt with quickly, it is done so immediately. Otherwise, it is either archived or deleted to prevent an overflowing inbox. The speaker introduces the 'Action Required' folder for emails that need more time and explains how to set up Quick Steps in Outlook for efficient email management. They also touch on the use of Outlook's Follow Up feature and the importance of scheduling tasks in a calendar to ensure they are completed.

10:04

🛠️ Enhancing Productivity with Outlook Features

The third paragraph delves into specific Outlook features that can help declutter the inbox and improve productivity. The speaker suggests changing the default startup folder to 'Action' to prioritize tasks, using rules to automatically sort incoming emails, and employing conditional formatting to quickly identify emails where one is only CC'd. They also recommend unsubscribing from unwanted emails and blocking senders to reduce the influx of non-essential messages. The paragraph concludes with a summary of the tips provided: establishing an email routine, creating a personalized folder system, applying the single touch rule to minimize re-reading, and using rules and notifications to declutter the inbox.

Keywords

💡Email Overload

Email overload refers to the excessive volume of emails that individuals receive and the stress it can cause. In the video, it's mentioned that the average American worker receives about 120 emails per day, contributing to a significant portion of their workday being spent on email management, which can lead to stress and reduced productivity.

💡Inbox Zero

Inbox Zero is a productivity concept where the goal is to keep one's email inbox completely empty at all times. The video discusses this strategy, which was proposed by Merlin Mann, but also notes that it may not be practical or efficient for everyone, as it can lead to distractions and a lack of focus on actual work.

💡Productivity

Productivity in the context of the video relates to the efficiency with which an individual can manage their email and complete their work tasks. The script suggests that constantly checking emails can reduce productivity, and it recommends strategies to improve it, such as developing an email routine and using folders to organize tasks.

💡Email Routine

An email routine is a set of habits or practices established to manage email more effectively. The video emphasizes the importance of not constantly checking emails and instead dedicating specific times to handle them, which helps in maintaining focus and improving productivity.

💡Multitasking

Multitasking is the act of attempting to perform multiple tasks simultaneously. The script points out that research has shown multitasking can actually reduce productivity, and it advises against it when managing emails to avoid the constant need to refocus after checking new messages.

💡Folder System

A folder system in email management refers to the organizational structure of folders and subfolders used to categorize and store emails. The video suggests creating a simple, action-based folder system to avoid the inefficiency of complex structures and to make it easier to find and manage emails.

💡Archiving

Archiving in the context of emails means moving them out of the inbox and into a separate storage location for future reference if needed. The script describes the process of archiving as a way to declutter the inbox and keep only necessary emails accessible for quick retrieval.

💡Quick Steps

Quick Steps in Microsoft Outlook are shortcuts that allow users to perform common tasks with a single click or keyboard shortcut. The video demonstrates how to set up Quick Steps to move emails to an 'Action Required' folder, streamlining the process of handling emails that require further action.

💡Action Required

The term 'Action Required' is used to describe emails that need a response or action but cannot be immediately addressed. The script introduces an 'Action Required' folder as part of the email management strategy to ensure that such emails are not forgotten and are attended to in a timely manner.

💡Declutter

To declutter one's inbox means to reduce the number of emails that are not immediately relevant or necessary. The video suggests several methods for decluttering, such as unsubscribing from unwanted emails, using rules to automatically file certain types of messages, and turning off notifications to reduce the influx of new emails.

💡Rules

In the context of email management, rules are automated conditions that dictate how incoming emails are handled, such as moving them to specific folders or marking them as read. The script recommends using rules in Outlook to automatically sort newsletters and other non-urgent emails, helping to keep the inbox organized and less overwhelming.

💡Conditional Formatting

Conditional formatting in Outlook allows users to apply specific visual cues to emails based on certain conditions, such as being in the CC line. The video describes setting up conditional formatting to color-code emails that do not require direct action, making it easier to prioritize and manage the inbox.

Highlights

The average full-time worker in America receives about 120 emails per day and spends around 28% of their working day on email management.

Inbox Zero strategy aims to keep the inbox 100% empty, but it may lead to distractions and reduced productivity.

Some people are comfortable with thousands of emails in their inbox, using flags and search tools effectively.

Developing an email routine is crucial for productivity, as multitasking reduces efficiency.

Dedicating specific time slots for email checking can prevent constant distraction and help maintain focus on tasks.

Turning off email notifications can minimize interruptions from pop-ups.

Switching to offline mode during focused work periods can help avoid the temptation to check emails.

Creating a simple, action-based folder system can streamline email filing and retrieval.

Avoiding re-reading emails by deciding on immediate action or archiving after the first read can save time.

Using the Archive function in Outlook moves emails out of the inbox for future reference without clutter.

Quick Steps in Outlook can be customized to move emails to specific folders with a single click.

Flagging emails with Outlook's Follow Up feature helps in tracking important tasks.

Scheduling time in the calendar for email-related tasks ensures they are completed.

Changing Outlook's default start-up folder to the Action folder focuses on tasks that require immediate attention.

Unsubscribing from unnecessary emails and blocking senders can declutter the inbox.

Using Rules in Outlook to automatically sort incoming emails into specific folders prevents inbox overload.

Conditional formatting in Outlook allows for color-coding emails based on the recipient status for quick identification.

Applying a single touch rule and using decluttering strategies can significantly improve email management and productivity.

Transcripts

Let's talk about emails.

According to research done by McKinsey,

the average full-time worker in America

receives about 120 emails per day

and spends around 28% of their working day

reading and answering email, that's a lot of time.

It's no wonder we're getting stressed out

going through this never ending wave of emails

and still having to get our actual work done.

It's time to cover some tips and techniques

to get you get control of your inbox.

(upbeat music)

If you researched this topic, you're going to find

different strategies on how to deal with email.

For example, there is Inbox Zero.

It's a strategy by Merlin Mann, where the goal

is to always keep your inbox 100% empty.

Or on the other end of the spectrum,

there are people out there that have thousands of emails

in their inbox and are perfectly happy.

They use flagging tools and search tools

to find what they need.

Now, these extremes don't work for me.

They both give me anxiety. I've tried both versions.

If I spend my day making sure my inbox is 100% clean,

I don't get much actual work done because I get distracted.

And if I happen to miss a day or two,

I ended up going to the other extreme

where I let everything pile up and I lose track

because each email for me is like a test

that needs to be completed.

And when I have to scroll through a flooded inbox

with tons of tasks waiting for me, I get stressed out.

I don't want to enter that box anymore.

What works for me and what I recommend

if you want to improve your productivity

and reduce your anxiety is to use a system

that applies ideas from both strategies.

I'll also show you some great features in Microsoft Outlook

that can help you majorly reduce

the time you spend an email, here's how.

Number one, develop an email routine.

Despite popular belief,

our brains aren't good at multitasking.

In fact, research has shown that

multitasking reduces productivity.

So stop constantly checking your inbox

because when you're in the middle of getting something done

it takes some time to get back on track

after checking your inbox.

These minutes add up over time,

and it really gets frustrating

constantly having to restart a task several times.

I know it might not be possible for everyone

but for most jobs,

an immediate response to an email isn't required.

So I recommend dedicating, for example,

10 minutes every hour to your email.

Just concentrate on the most important ones

and when you're done close down your inbox

and focus your attention on your other tasks.

Also make sure you turn off the windows notifications

so you don't constantly get pop-ups

as soon as new email arrives.

To do that, just open the action center

in the bottom right corner

and then Manage notifications up here.

This will take you to Notifications and actions,

and when you scroll down, you'll see the different apps

for which notifications are turned on.

Definitely turn off Outlook,

but also check out the other apps

to see if you really need to get popups for any of them.

If you can't close on Outlook during your email free time,

because you need it to get your other tasks done,

switch to offline mode.

To switch to offline, go to Send/Receive

and click on Work Offline.

In the status bar down here,

you can also see that you're currently offline.

When it's time to check emails again,

just click Work Offline again, and your inbox will update.

Number two, create a folder system that works for you.

Let's talk about filing an archiving emails.

In the past, I created an elaborate,

multilevel folder structure for different subjects

to archive emails that I wanted to keep.

It was fine in the beginning, but I kept adding topics

and the list just got longer and longer.

I'd spend time deciding which folder I should move an email.

Then later when I was looking for something

often I wasn't sure anymore where I put it

and I ended up wasting time searching for it,

kind of defeated the purpose.

So now I use a more action-based folder structure

and I try to keep it to a simple system

with only a few folders.

I'll show you how you can set that up in a bit.

The other important rule is to avoid re-reading emails.

That's another reason why I don't like an overflowing inbox

because if you keep everything in your inbox,

you will end up re-reading emails multiple times.

Here's what I do to avoid that.

The first time I read an email, I decide what to do with it.

If it's something I can get done right away, I do it.

For example, if accounting needs a receipt

I forgot to submit, I send it right away.

If I get a message like this, I do it right away.

So basically anything I can do in a couple of minutes,

I will do to get the tasks done.

When I'm done and I answered the email,

I decide if it's something I may need to refer back to

at some point in the future,

or maybe it's something I need to keep

for legal or tax reasons.

If so, I will archive the email

by just clicking on Archive up here.

This will move the email out of my inbox

to the archive folder.

Later, if I need to go back, I can use Search to find it.

But if it's something I definitely need any more,

I just delete it.

So instead of archive up here, I click on Delete.

This will move the email out of my inbox,

to the deleted items.

I regularly empty this folder

so it doesn't take up unnecessary storage space.

So that's what I do with an email that I know

is quick to complete, answer it,

and then either archive or delete.

Obviously the same applies for emails

where no action is required.

I decide if I want to archive the message

or move to the trash right away.

Now, what can you do when you come across a message

that you can't answer right away?

Maybe it requires creating a report

or checking with someone else

or anything that takes up more than a couple of minutes.

This is where my Action folder comes in.

If after reading the email,

I realize that I need to spend more time for it,

I move it to a folder I created.

To create a folder, right click on your mailbox

and select New Folder, give it a name and hit Enter.

This also works on existing folders

in case you want to create a sub folder.

In my case, I have a folder called Action Required

that's right below my inbox.

You can also drag and drop

to get your folders in the order you want.

So when I come across an email

I can neither delete nor answer right away,

I use Quick Steps to move the message to the action folder.

To set up a Quick Step, just right click on the message,

select Quick Steps, then New Quick Step,

and then Move to Folder.

Give it a name and under actions, select the folder

you want the message to move in the dropdown.

Click on Finish.

Now that you created the Quick Step

with the email highlighted,

just click on the Quick Step on the home tab.

This will move it out of the inbox.

You can also add a shortcut to your Quick Step.

Go to Quick Step, Manage Quick Step, then Edit,

choose a shortcut key combination and Save.

Then use this shortcut to allocate your message

but that's not word ends because otherwise

you just created another folder you need to keep track of.

So here are your options.

You can delegate the task to someone,

here you can just forward the email to the person.

To stay on top of this email to make sure it gets done

you can flag it using Outlook's Follow Up feature.

If you can't delegate the task because only you can do it,

you should create a to-do out of it.

What I do is schedule time in my calendar to get it done,

because if I don't schedule, it's not going to happen.

To schedule time create an appointment

directly from the message by just dragging the message down

to the calendar icon.

This will open the Appointment window.

You can use the scheduling assistant

to schedule a slot to work on this email.

This way my task has a good chance of getting done.

I'm going to add a final tweak to this.

Let's change the default start-up folder in Outlook

to the Action folder.

So every time Outlook opens,

the first thing you're going to see

are things that you need to get done.

This is great for me because I get easily distracted

by other emails, and I might "forget"

to check my Action folder.

To do that, go to File, Options,

under Advanced you'll see, Outlook start and exit.

And over here, you can select the folder Outlook uses

as the start folder.

Just click on Browse and select the Action folder.

Number three, declutter your inbox.

Obviously the easiest way to have a clean inbox

is to have fewer messages to work through.

So unsubscribe from anything you don't want to receive.

If you can't get someone to stop bombarding you with email

block the sender and send them to the junk folder.

Turn off email notifications from outside apps

and social media.

Basically do everything you can

to reduce the wave of incoming emails.

I also highly recommend using Rules in Outlook.

For example, I'm subscribed to several newsletters

that I'm interested in, but I don't want these messages

to pile up in my inbox.

In this case, you can create a separate folder

for these messages and use a rule

to automatically move them to this folder

as soon as they arrive.

That's very simple, click on one of the newsletter emails

that you received, then select Rules from the home tab

and Create Rule.

Now we need to identify some trigger for the rule.

This can either be this specific sender

or certain keywords in the subject line.

In my keys, I'm going to go with the sender,

then select the folder I want to move it to, and that's it.

You can get really creative and complex with rules.

Just click on Advanced Options to see what I mean.

In my case, I just need a simple rule,

so I'll click on Finish.

One last tip, this works especially well

in a corporate environment where people send out

a lot of emails with recipients and CC

to keep them informed.

And usually such emails don't require action,

so you could use a rule to move them to a separate folder

so you can read them later or not.

Another way is to color code them so without opening,

you already know that these messages

aren't addressed to you directly.

To set up such a conditional formatting in Outlook,

go to the View tab, select View Settings

and then Conditional Formatting.

Click on Add to set up a new rule.

Assign a name, click on the Font button,

here you can change the font style, size and color.

I'll just go with maroon here and click on OK.

Now we need to add a condition.

You can also get really complex

but all I want is to apply to messages where I'm copied on.

So I'll check the box for where I am and from the dropdown

I select, on the CC line with other people, that's it.

Click on OK, and OK again.

Let's quickly test this.

I'll send an email to myself in the CC

and now when the message arrives

I see right away that I'm only copied on this email,

so there you have it.

To summarize, develop an email routine

and stop constantly checking your inbox.

Create a folder system that works for you

and apply a single touch rule to avoid rereading emails.

And declutter your inbox by applying rules

and turning off email notifications.

I hope these tips will be helpful to get control

of your inbox and improve your productivity.

If you liked what you saw and what you learned,

please give the video a thumbs up

and consider subscribing if you haven't already done so.

Thank you for watching

and I'll see you in the next video.

(upbeat music)