MS Outlook – the Four Ds to keeping your Inbox Email Sorted

In our April 2012 newsletter Guest Columnist Jacqueline Hinchliffe of Positive Connexions – West Auckland Computer Training described how to organise your MS Outlook email inbox.

This month Jacqueline explains the Four D Rule and particularly how D for Delete can help you keep on top of your inbox. But first, what are the four Ds?

  1. Delete
  2. Diarise
  3. Delegate
  4. Do it now

This month we look at the Delete option and shortcuts you can take to Delete incorrectly addressed or spam emails.
Incorrectly addressed mail from within your own organisation will just clutter up your inbox. Forward it correctly or return it immediately.

To forward:

  • Click on Forward or press Alt + W (Ctrl + F if you’re using Outlook 2003).
  • Enter the correct address.
  • Click on Send or press Alt + S.
  • Click on Delete or press Ctrl + D.

To return:

  • Click on Reply or press Ctrl + R.
  • Click on Send or press Alt + S.
  • Click on Delete or press Ctrl + D.

If Spam makes it to your Inbox – deal with it immediately:

  • Right click.
  • Select Junk Mail and Add Sender to Blocked Senders list / Block Sender.
  • Click OK.
  • Hold down the Shift key and tap the Delete key to permanently delete the message.

When you’re Cc’d or Bcc’d in an email – just to keep you in the loop;

  • Read it.
  • Delete it.
  • Email us if you’d like step by step instructions to automatically keep all your Cc and Bcc email out of your working inbox.

Hint: Remember clicking on Delete or using Ctrl + D moves the email to your Inbox Trash (or Deleted Items) folder. Delete from this folder regularly to keep your mail box working within the Megabytes allowance allocated to you by your IT Administrator.

Be brave: Hold down the Shift key and tap the Delete key to permanently delete email you’re sure you don’t need or that aren’t yours.

In our next article we will examine the second Inbox Four D rule; ‘Diarise it’.

2017-11-23T14:14:09+00:00June 4th, 2012|Business Improvement|

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