Tuesday, September 25, 2012

Tip #39: Color-code Your Inbox

The typical corporate email user sends and receives about 105 email messages per day. So, today we’re going to give a great tip to help organize your inbox: categorize by color-coding!

Categorizing your inbox may take a few different forms, depending on the email provider you use. We’ll focus on Microsoft Outlook since that is the most popular email provider for the corporate user but we’ve provided some links at the end of this post to help organize your inbox if you use Gmail, Hotmail or Yahoo!.

Assigning a color category to your email messages will allow you to easily identify and organize emails. Additionally, the color categories you create are available for other items in Outlook such as notes, contacts and appointments. To define your categories, click on the ‘Categories’ button next to ‘Forward’ and then click on ‘All Categories’. From here you can name the category associated with the colors you wish to use. 

Once your color-coded categories are defined, you are ready to assign categories to your Outlook items. Just right-click on the email message, task or calendar item and then click on ‘Categorize’ and select a category. You’ll see small colored-box show up on the message or task and the item will completely change colors in the calendar.

One of the great features is that you can sort items by category. So, if you want to see the emails just related to wholesaling, it’s just a few clicks away. Additionally, items in your Outlook may be assigned to more than one category. For example, an email message may be assigned to the categories Supplies, Wholesale and Marketing.

Once you begin color-coding your emails, you’ll wonder how you lived without this great tip! If you have other tips and ideas for organizing emails, please share them in the comments below!

Looking to organize emails in Hotmail, Yahoo! or Gmail? Check out these links!

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