Organizing Outlook mailboxes can be a challenge for many users. The way that the system was designed doesn’t necessarily make it very easy. There are five basic areas that you should focus on when setting up your email folders: organization, rules, contacts, attachments, and auto-responders. If you have a computer with Outlook installed, you will need to learn how to organize Outlook mailboxes according to these five areas. This will make it easier for you to access your messages from any computer that has Outlook installed.
The first area of how to organize Outlook mailboxes is organization. The computer’s task manager will likely display several folders and other items that relate to the tasks you are working on at any given time. Focus on the task that has the longest duration and color-coding it accordingly. This is especially important for the time management section of your email client since this section will likely be shown with Outlook as part of your time management program.
The next area of how to organize Outlook mailboxes rules. Outlook stores rule definitions in the Microsoft Outlook Help Center under the heading “rule definition,” and the corresponding URL is grayed out. Hover your mouse cursor over the appropriate link, and it will tell you what these definitions are. If you don’t know what they are, click on the appropriate link, and a window will open up with a description of each rule and its associated URL. Click on the URL to open the Microsoft Outlook Help Center.