Do you receive quite a bit of e-mail in your Inbox each day, but have trouble prioritizing them? Do you feel overwhelmed with trying to figure out who you should respond to first?I recently added a post called "Outlook Rules That Rule" from a fellow Administrative Assistant's blog. This basically shows you how to make your e-mails go directly into certain categories, folders, you name it.
There is another method to this madness though. You can further prioritize e-mails by adding color to them. No, you are not making your screen more lively - well, if that's what you are intending to do, then go ahead.
When e-mails come in and you have set up your colors, you will notice that you have prioritized them by color. For example, I receive an e-mail from my direct supervisor. This will show up in red, since I know I have to get to this one first, before I can even touch any other one. Then I have my faxes set up as green. I know that this would be next, since people depend on these quite a bit around my office.
Here are the steps to doing this:
- When you receive an e-mail, click on Tools, and then Organize.
- Click on Using Colors. Click on the particular color that you want to apply to all of these types of e-mails from the particular person and click Apply Color.
- Repeat steps 1 - 2 for each person that you want to create a different color.
That's it! Now you have a new prioritization system set up.
Tip: Make sure not to use too many colors, since you might forget to distinguish the important from the less important.
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Until next time,
Take care - of your clutter!
Subscribe to The Professional Assistant feeds or get posts e-mailed directly to you today.
Until next time,
Take care - of your clutter!
Post from: Assistant Tips
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