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How do you use your MS Outlook for EMail?
Any specific habits or helpful hints for newbies?
Sports Workout

10+ Year Member



 
Msg#: 8699 posted 7:48 am on Mar 28, 2005 (gmt 0)

I cant say i'm a newbie b/c i've used MS Outlook for 2 years to manage my email. But now my email's getting out of control, i dont remember what i put in sub-folders or what's relevant anymore. I have lookout...i'm just starting to use those different colored follow up flags, which has helped. Just wondering how you all do it.

My junk mail is also over 10,000 now. I am afraid to delete it b/c every once in awhile i'll look for an important message (through lookout of course) and in pops a relevant email...that's sitting in junk mail! with over 10,000 already i have to keep it on 'high spam alert' so i dont spend all-day sorting. But what else can i do?

thanks a million in advance,

 

bill

WebmasterWorld Administrator bill us a WebmasterWorld Top Contributor of All Time 10+ Year Member



 
Msg#: 8699 posted 9:19 am on Mar 28, 2005 (gmt 0)

Use the Archive feature to place older and nonessential e-mail in to different PST files. I run the Archive automatically once a month and it moves old mail out of my daily-use PST for me.

Sports Workout

10+ Year Member



 
Msg#: 8699 posted 1:34 pm on Mar 28, 2005 (gmt 0)

wont that "delete" (or not make ready for general use) all of these emails? or will they still be there when i search for them?

sometimes we find emails from 4-6 months ago that are useful in our searches.

bill

WebmasterWorld Administrator bill us a WebmasterWorld Top Contributor of All Time 10+ Year Member



 
Msg#: 8699 posted 2:55 am on Mar 29, 2005 (gmt 0)

You said you have lookout...just add those archived PST files to lookout's searches and you will still be able to find info in them. Your daily use PST will be a lot leaner and quicker that way.

Mardi_Gras

WebmasterWorld Senior Member 10+ Year Member



 
Msg#: 8699 posted 3:34 am on Mar 29, 2005 (gmt 0)

>>My junk mail is also over 10,000 now.

Whoa - you are WAY past time for emptying your junk e-mail folder. Don't try it all at once - I think the max you can delete at any time is 2000 messages.

Just start taking a couple of hundred messages each day and deleting them. That way you will be able to easily see if there is any "non-junk" before you delete it.

Once you get all those messages cleaned out, check your incoming and sent boxes for large messages and clean out all the large attachments - save them somewhere on your hard drive. Then, compact your .pst file (I take it you are NOT on Exchange server).

Also, (again assuming you are not on Exchange) have you backed up your .pst file? If not, that would be my FIRST step...

wheel

WebmasterWorld Senior Member wheel us a WebmasterWorld Top Contributor of All Time 10+ Year Member



 
Msg#: 8699 posted 4:00 am on Mar 29, 2005 (gmt 0)

I use thunderbird, but the idea is the same.

I have a folder for each product I sell. In each folder I have subfolders by customer name. Yes, that's a lot of subfolders sometimes, but since it's alphabetical, no big deal. This is my archive.

Once I'm done with an email, it gets dragged to the client's folder. If it's something that needs to be maintianed for a bit, I drag it to my a-todo list folder (so named because the 'a-' puts it right below my inbox). I check the a-todo list for emails frequently, and move them out to the appropriate client's subfolder once those emails are completely done.

I also maintain a secondary subfolder with other oddities like one for communication with my developer, one for graphics, one for emails from software licenses, etc.

Once a week or so I spend a few minutes and sort all the emails from my sent box the same way. Order by 'to' field makes this quick. Once a day I scan my junk mail folder for good stuff and delete the rest of it. Delete my trash folder about once a week or so.

Treating the junk mail like that means I grab any mistaken junk mail before it's too big for me to find stuff. Worse case I miss one and it ends up in trash. If it's in the trash for a week, then I guess it wasn't that important.

This system has allowed me to keep every non-spam email I've received since 1999 without any difficulty. Once it's completed, into the client's folder it goes. If I need to reference it, just check the client's folder. If I need to know what's outstanding, check my inbox or a-todo folder.

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