iTechnoMax

Electronic mail, often abbreviated to e-mail, email or originally eMail, is a store-and-forward method of writing, sending, receiving and saving messages over electronic communication systems. The term “e-mail” (as a noun or verb) applies to the Internet e-mail system based on the Simple Mail Transfer Protocol, to network systems based on other protocols and to various mainframe, minicomputer, or internet by a particular systems vendor, or on the same protocols used on public networks.

But e-mail has become a problem for those who are unable to find their important mails in their mailbox. Now you can manage your mailbox by these simple tips and make access to your mailbox a more comfortable.

1. Group similar messages in folders
By creating new mail folders you can group messages related to each other. For example, you can group messages by topic, project, contact, or other categories that make sense to you. You can even create a folder for all the messages from your manager or that include tasks that you have to complete.

To group messages in folders:

 i. In the Outlook Navigation Pane, click Mail.
 
 ii.In the Mail Folders section (called the All Mailbox section  in Outlook 2003), right-click one of the folders and click New  Folder.
 
 iii. Type a name for the folder.
 
 iv. Select where to place the folder. You can set it apart as  its own folder, or list it among your other Inbox folders.
 
 v. Move the desired message into the new folder.
 
 
2. Create Search Folders to find messages fast
Search Folders are a quick and convenient way to look at predefined collections of e-mail messages. They don’t actually store any messages themselves, but instead are virtual folders that offer a view of all the messages stored in your mailbox depending on the attributes you’ve defined. Outlook provides default Search folders—such as Unread Mail—but you can also create your own. For instance, you can use Search Folders to help you find all the information related to a particular project, an important client, or an upcoming conference.

Creating Search Folders in both Outlook 2003 and Outlook 2007 is easy.

 • In Mail, on the File menu, point to New, and then click Search  Folder.
 
 • Opt whether you want to use a predefined Search Folder or  create your  own
 
 • Follow the instructions onscreen.
 

3. Sort messages quickly
You can find messages in mailbox folders more quickly by changing how they’re sorted in your e-mail folders. For example, you can arrange your e-mail by date, sender, file size, or even by conversation, which pulls up all messages by the subject line

4. Flag for follow up
You can flag e-mail messages, tasks, and more with colored Quick Flags to help classify them or mark them for action. Flags can remind you to follow up on an issue, indicate a request for someone else, or set a reminder for a message or contact. Best yet, they make organizing your mail folders a breeze, because you know exactly what to do—and when to do it.

5. Route mail efficiently using mailbox rules
By creating rules for Outlook, you can automatically perform actions on both incoming and outgoing messages based on the criteria you establish. For instance, you can automatically forward to your manager all messages sent by a certain person as soon as they arrive, assign the category Sales to all messages you send that have the word “sales” in the Subject line, and much, much more. Routing mail efficiently not only organizes your mail for you—but also frees up your time from performing routing tasks.
6. Lay on the color
One quick easy way to distinguish between e-mail messages is to color code them. By using color, you can quickly identify messages from certain contacts by customizing your Inbox to automatically color messages. For example, it’s an easy way to identify important messages from a key customer, your manager, or an important contact. Even better, it’s quick and easy.

7. Reduce unwanted e-mail with junk filters
Keep distracting and unwanted messages out of your inbox by using Outlook Junk E-Mail filters. These filters send e-mail flagged as junk to a separate mail folder under your Mailbox. You can review the contents of this folder to ensure no legitimate messages have been sent there, and if so, you can adjust the filter to avoid flagging such messages in the future.

source: Microsoft

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