Tips to Organize your Emails and Streamline your tasks in Ms Outlook

Most Outlook users tend to utilize the application for

both professional and personal uses. While some of them create different profiles to segregate the emails, a large majority of users tend to stick to a single profile. When you have emails of various hues entering your mailbox, you need to organize them in order to effectively access data at a later date. In this article we bring before you certain tips that are designed to help you manage your emails in an effective manner.

Create Folders for Specific Aspects

In course of your day you may receive certain emails that are from your friends and colleagues while some others may be purely promotional emails. Ideally you should separate folders for work related emails, personal emails, and any other categorization you wish to bring about.

Use Rules to place relevant email in Right places

Once you have created the folders, you need to ensure specific emails which should ideally reside in those folders should be directed to them, the moment they arrive in your Inbox. Thus you need to create rules to transfer emails based on the conditions that you specify. For example you can create a Rule to transfer all emails from your family members to be stored in the Family folder. Similarly if you are using Outlook for work, you can create rules to classify emails as per the projects or clients they belong too.

Create Different Address Books

It is ideal to create different address book so that you can segregate your work contacts from your personal ones. Also segregating address books helps in easy access to contact data.

Make Distribution Lists for Easy Messaging

If in course of your work you need to send emails to certain bunch of people on a regular basis then creating a distribution list can cut down your workload. For example you can create a list for all your office colleagues and send them meeting requests all at once.

Actively Use the Calendar Feature

With the help of the calendar feature you can not only create your schedule but also set appointments and create reminders. Together with to-do lists it helps you arrange your task in a streamlined manner and helps you improve your personal productivity.

Keep your data safe by installing an outlook repair tool

Even though the Outlook application has matured over the years and the latest iterations are way more robust than their predecessors, the application retains its predilection for developing PST file errors. In case the underlying PST files of your Outlook mail clients get compromised, all your data can be at risk. Thus it is advisable to keep a recovery tool like DataNumen Outlook Repair preinstalled in your system to deal with such contingencies. This fabulous piece of software can extract emails from even the most extensively damaged Outlook files with minimum fuss. Last but not the least, in cases of virus infection you can use the application to store the extracted files into a remote system on the network.

Author Introduction:

Alan Chen is President & Chairman of DataNumen, Inc., which is the world leader in data recovery technologies, including sql recovery and outlook repair software products. For more information visit http://www.datanumen.com/