By Marsha Egan
In Outlook, folders help you store information and then find it easily. Most of us have done a pretty good job with the storing part, but finding it quickly can still be a challenge.
This article contains some tips to help you find the stuff you need more quickly.
Use broad folder headings
Remember, it's always better to look within folders than among folders, so make sure your folder headings are broad. And don't use subfolders. For example, name your folder "Benefits" rather than having several folders like "Medical Insurance," "FLMA-Family Leave Medical Act," or "Life Insurance."
File everything related to any kind of benefit in your "Benefits" folder.
Because you're able to sort by a multitude of categories -- date, sender, attachment, and so forth -- you will be able to find the item you are seeking quickly using this strategy.
Change the subject line of received messages
Many emailers are unaware that the subject line of a received email can be changed. It can, and in many situations, it should be either changed or at least enhanced.
This practice will enable you to find the message much more efficiently when searching by subject.
To change the subject of a received email message, open the message, place your curser over the subject, and start typing. When you close the message, you'll be asked whether you want to save changes. Click yes. Voila!
Use naming conventions
This is a fancy way to say "Standardize the way you write your subject lines." These subject lines should be designed to enhance searchability -- the more detail, the better.
Do this especially for outbound email messages because you may want to file the response in a folder for safekeeping or future reference.
When adopting these naming conventions, here are a few things to consider: Show the client's name, the date of the meeting, and summarize the message content. There may be times when you want to keep the original subject, adding to it, rather than replacing it, so that you can find all items in a thread.
Use very specific subject lines
The biggest challenge in finding an email message is when that subject line is generic. Subjects like "checking in," "quote," and "meeting" lead to a drain in productivity because the email message, until it is opened, remains a mystery.
A much better subject line could be "Agenda for 3/5 2:00 staff meeting" or "Quote for Happyville Store Signage for ABC Company."
Purge! Purge! Purge!
When searching within one of your folders, take a millisecond to clear out the items from 10 years ago. Excess messages can burden your email system, and could add to your inability to find the items you're seeking.
