10 ways to manage Inbox in Outlook 2010

TipsMake.com - Have you ever thought that you are overloaded in managing mailboxes? It seems that as technology advances, more and more emails are 'poured' into our inbox. We can receive emails from colleagues, friends, partners, family members and social networking sites. Of course, many of these emails we don't need, even without knowing its contents. However, these extra emails will no longer be able to 'settle' in our inbox. Here are some of the most practical ways to use Outlook 2010 features to regain control of your mailbox.

1: Use conversation display

Conversation view - showing conversation - is a new feature in Outlook 2010 that has the ability to connect all emails to a conversation between 2 or more people. This conversation includes both sent and received messages so you can easily see the entire conversation. Turn on Conversation view by clicking on the View tab and then clicking Conversations. Next, select Messages In Conversations to start. Alternatively, you can set some other options, such as Always Expand Conversations, in the Conversations list to set up the conversation display the way you want.

2: Ignore the annoying conversations

Have you ever been sent to a conversation that surprised you? Or maybe two team members are debating the use of a comma but you have work to do on the day. You can ignore a conversation and get rid of future "useless" posts. Click the last message of the message you want to ignore. Then, click on the Home tab and then click Ignore in the Delete group section. A dialog box will appear, asking what you want to do. Click Ignore Conversation to complete the job.

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3: Activate message management with Quick Steps

Quick Steps are new features in Outlook 2010, allowing you to activate mail management with just one click. You can use Quick Steps with programs - Add To Calendar, To Manager, Done, Team E-mail, and Reply & Delete - to instantly send messages to the address you want. Alternatively, you can create your own Quick Steps by clicking the More button in the Quick Steps gallery and selecting Create New.

4: Create junk mail file

This may seem silly, but it is very important to right-click any junk message you receive, point to Junk and click Block Sender. Over time, this file will reject files of spam or other unwanted senders. As such, your inbox will no longer have spam.

5: Helping the work become more convenient with AutoArchive

All of us, when we want to quickly access an important message, will feel uncomfortable waiting for Outlook to search for old emails in a bunch of emails and store them in an archive file on the company's computer or server. However, AutoArchive can help you keep your inbox compact. By default, AutoArchive will be turned off. You can re-enable this feature and adjust your settings by clicking on the Folder tab and then clicking AutoArchive Settings in the Properties group. In the AutoArchive tab, select Archive This Folder Using These Settings and enter 'age' for the items you want to store, where you want to store the old items, and whether you want to remove the items that need to be deleted at in the mail entry or not. After you have made your choices, click OK to save the changes.

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6: Who created the rules?

Sometimes the rule is not a bad idea, especially when you want to manage a large number of emails and you need to sort them by recipient, project, or contact person. You can easily create rules that can organize your messages, so you can read them in more detail or easily when you want to search for an email. Start by clicking on the message from a sender you want to create a rule to manage. Then, click Rule in the Home tab and select Create Rule. Enter the pre-designed options (Who does the message come from? What does the subject line write?) And choose what you want Outlook to do with these messages. Click OK to create the rule and Outlook will begin executing your wishes with the email messages you receive later.

7: Remove excess emails

Outlook has a lot of options for you to set up mail after receiving mail. Some messages you really don't want to put in the mailbox forever. In this case, use: meeting invitations. You can ask Outlook to automatically delete any message you answered by displaying the Outlook Options dialog box (click File> Options and then click on the Mail tab). Scroll down in the Send Messages area and click Delete Meeting Requests and Notifications From Inbox After Receiving. Finally, click OK to save the changes you just made.

8: Clean up everything

Do you have a neat inbox? A place where you can go directly to an email you want without having to search or drag for long? Have you organized your messages by folder and completely removed emails you don't need anymore?

Outlook includes a number of cleanup features, which can help you create a spacious space in your inbox. This tool gives you 3 choices for the item you want to remove. You can remove the selected conversation, remove the current folder, or remove the folders and sub-folders (ie, delete it entirely). When you click on the tool, Outlook will let you know it is deleting unwanted messages and placing them in your Deleted Items folder. You can change this by clicking Settings and filling in the settings you want. Then, click OK to delete the emails you have selected and regain some space for upcoming mail.

9: Search smartly with filters

People are afraid to use Outlook filters because they think it has too many problems to use properly. However, the truth is the opposite. If you consider the time spent scanning lots of messages just to find an email you need, you'll understand the value of the tool. Filters in Outlook will help you find messages that meet certain criteria. For example, you can quickly display messages with attachments, or messages you have sent to someone, messages containing the word 'petunia' in the content, . after you have created the settings. For these messages, you can do anything with them - delete them, put them in a folder so that it can't mess up your inbox, or you can print them and paste them in front of you. (very unlikely for this to happen). You can find this filter in the Filter E-mail tool in the Find group of the Home tab. You can click More Filters to display the Search Tools tab so you can see all the filters.

10: Combine and control

This may seem unusual but it really saves you time when bringing all your web email accounts to your Outlook 2010 account. You can easily set up your account by clicking on the File tab and selecting Add Account in the middle of the top row of the Info tab in the Backstage display. Follow the steps for email to work correctly. There will be a new email folder created, dedicated to your web email account. So whenever you check your email (or Outlook automatically does this), all accounts are checked and you will not have to log out to access any mail site, enter your email address and password then check your new email yourself. However, this will make you face more emails. But after reading the above 9 steps in this article, make sure you are able to solve this problem. So we showed you how to manage Outlook 2010 inbox more easily. Hope that these 10 ways will be useful for you.