Master Email Organization in 5 minutes: 8+1 Lessons from an Outlook User

Published 27. 3. 2024

Email overload is a common struggle. But fear not. In this article, I will provide you with quick tips to declutter your Outlook inbox and regain control.


1. Set Up Email Rules

  • Lesson 1: Automate Sorting: Create rules in Outlook to automatically sort incoming emails. Organize them into folders based on sender, keywords, or urgency. Your inbox will be thankful.
  • Lesson 2: Ignored Domains: You can exclude certain domains from automatic saving. Ignore annoying newsletters, promotional emails, and irrelevant threads.


2. Context Matters

  • Lesson 3: Thread Emails: Group related emails into folders and use clear descriptions. Imagine each email as a chapter in a novel—make sure readers understand the plot.
  • Lesson 4: Teams Integration: Collaborate. You can discuss emails with colleagues using Microsoft Teams integration.


Try eWay-CRM integration with Outlook. When activated, all emails including their attachments can be automatically saved in the newest eWay-CRM 8.1 and linked with the right contacts and companies. Avoid cluttering your inbox with CCs and forwards. Watch the short video below:



3. Email Etiquette

  • Lesson 5: CC Sparingly: Carbon copy (CC) with caution. Only involve relevant people and parties. Save your inbox from unnecessary clutter.
  • Lesson 6: BCC Magic: Use BCC (Blind Carbon Copy) wisely. Protect privacy and avoid confusion.


4. Prioritize and Unsubscribe

  • Lesson 7: Filters: Do not forget to use filters to prioritize important emails. Ignore irrelevant emails to keep your sanity intact.
  • Lesson 8: Mindful Unsubscribing: “Marie Kondo” your inbox. Unsubscribe from newsletters that no longer spark joy.

Note: “Marie Kondo your inbox” refers to the organizing and decluttering principles popularized by Japanese organizing consultant Marie Kondo. She advocates for simplifying and tidying up our living spaces by keeping only items that “spark joy.” The same concept can be applied to your Outlook inbox!


5. Strengthen Your Outlook with eWay-CRM

Bonus lesson: You can turn your Outlook into a fully-fledged CRM. With eWay-CRM, you will be able to see the complete history of conversations by contacts or companies. And much more!

Now go share this article with your fellow Outlook users—it might save their sanity.