How to Manage Your Emails Efficiently in Outlook

IT Support

Once you’ve set up your email account, it’s time to start organising your emails. Outlook provides a variety of tools to help you manage and organise your emails more efficiently. In this post, we will discuss how you can effectively manage your emails in Outlook.


One of the most effective ways to manage emails effectively in Outlook is by making use of folders. Folders make it easier to organise your emails and can help you quickly find important messages. To create a folder, select “New Folder” from the Home tab on the ribbon or right-click any existing folder. You can then assign a name and decide which parent folder should contain the new one.

You may want to create different folders for different types of messages, such as work emails or personal emails, or set up separate folders for important projects. You can also use rules to automatically send incoming messages into specific folders that you have created. This helps ensure that all relevant information is organised in an efficient manner.

It’s also useful to create a “Sent Items” folder, which will store a copy of all emails that you send out. This allows you to keep track of communication with clients, colleagues, and any other contacts. You can even use your sent items folder to follow up on outstanding tasks or review past conversations if needed.

Finally, you should also set up an “Archive” folder for emails that are no longer relevant but may be needed in the future. This can help reduce clutter in your inbox while still allowing access to important documents and messages. You can easily move emails into this folder by selecting them and dragging them into the desired location.


Filters can be a great way to manage your emails in Outlook. Filters allow you to automatically sort incoming emails based on criteria that you define, such as sender, subject line, date received and more. This allows you to quickly identify the most important messages and take necessary actions faster than ever before.

To set up filters, open the Tools menu and click on Rules Wizard. You will be presented with an array of options that you can use to create effective filters for managing your email inbox. For example, if you often receive emails from certain people or about certain topics, then you can easily create rules to have those emails automatically sorted into designated folders for easy access later on.


Quick Steps are a powerful tool in Outlook that enables you to automate email tasks. Quick steps allow you to create an action that can be performed on multiple emails with just one click. You can use Quick Steps to move messages into folders, send automated replies, and delete or flag messages. This can save you a lot of time when dealing with large amounts of emails. To create a Quick Step, go to the Home tab and select “Create New” under Quick Steps. From there, you can choose from a variety of options such as Move To folder, Reply All & Flag, Forward & Redirect and Delete & Mark as Read. Once you have chosen an option, select the appropriate functionality for your Quick Step and then name it. You can also choose an icon to represent the Quick Step. Once you have created a Quick Step, it will appear near the top of your Home tab for easy access.


Organising your Outlook inbox is key to managing emails effectively. To make sure you don’t miss important messages, set aside specific times throughout the day to check and respond to emails. Depending on how many emails you receive, this could be once in the morning, midday, late afternoon, and/or evening before you wrap up for the day.

It’s also helpful to create a “To Do” list of the tasks that need to be done each day so you can keep track of follow-ups or any other recurring activities related to email management. Having a schedule and priorities helps ensure that all urgent matters are attended to quickly and keeps your inbox from becoming too overwhelming.

You should also set a realistic timeline for how long you’ll spend on emails each day. This will help you stay focused and not get distracted by emails or notifications that don’t require immediate attention.


The Mark as Read button is a great feature in Outlook which allows you to quickly mark emails as read. This is especially useful when you receive emails from contacts that have already been responded to and don’t need further attention. To use the Mark as Read button, simply select an email message or multiple messages and click on the “Mark as Read” icon located at the top of your Outlook window. Doing this will remove any unread badges associated with those messages so you can continue to easily differentiate between new emails and previously-read ones. You can also use the Search function in Outlook to search for specific messages by sender, subject line, or other criteria before marking them as read.


If you’re looking to improve your Outlook experience and you need a specialist who can get you up and running in no time with minimal disruption, get in touch with us today. With years of experience in supporting businesses, we have the knowledge to help you get set up with the latest phone systems.

Call us on 01384 887733 or drop us an email at

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