Email management
Quickly sort important emails to action and follow up
Deferring a message means that you will review it later, when you have time.
Reasons to defer a message:
It can’t be dealt with in less than two minutes.
It will take a while to read.
It will require a carefully crafted response.
It requires additional action in another program (for example, "Need to add to <name> document").
Flag, track and action in Tasks
Best practice is now to Flag emails and action them from Tasks and in your My Day to do lists. Automatically add a Flagged email to your weekly planned tasks and receive reminders.
Select the email or multiple emails you want to follow up on.
Select the Home tab.
Select the Flags dropdown menu in the Tags group.
Choose by when you will action the email. This will add a red flag plus add the email details to your Tasks & To Do app automatically.
If you choose This week, it will add a reminder for 3 days time e.g., if Monday the email will appear on Thursday in your My Day. If you choose Next week, the email reminder will automatically appear in your My Day 7 days later.
Go to Tasks or To Do app to view and action all your flagged emails including marking them off as completed. View Tasks & To Do lesson for full details.
Pin emails that you want to work on
An option as you scan your inbox, is to quickly pin emails that you know will take you more than 2 minutes to read and follow up on. This will keep all the emails you need to action at the top of your inbox. Once you have allocated it to a Task then unpin as too many pinned emails can distract from new emails coming in.
Pin emails
Ensure the Pin icon is activated in the Customized actions option. Settings > Mail > Customized actions.
Select the Pin icon that will now appear next to each email.
Or on the Home tab in the Tags group select Pin.
Snooze emails
Snoozing an email will hide it from your inbox and then reappear later when you are then ready to take action. A great option if you don’t want to keep looking at a particular email until you are ready to do something with it. All snoozed emails automatically go in the Microsoft created Snoozed folder in your inbox.
Snooze emails
Select the email or emails you want to Snooze.
Select the Home tab.
Select the Snooze dropdown menu in the Tags group.
Choose how long to hide this message until a later time.
To cancel a snoozed email go to the Snoozed folder and drag the email from the Snoozed folder to your inbox.
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