{"id":224991,"date":"2016-10-19T09:00:28","date_gmt":"2016-10-19T16:00:28","guid":{"rendered":"http:\/\/www.microsoft.com\/?p=224991"},"modified":"2022-07-26T05:58:22","modified_gmt":"2022-07-26T12:58:22","slug":"guide-to-inbox-management","status":"publish","type":"post","link":"https:\/\/www.microsoft.com\/en-us\/microsoft-365\/blog\/2016\/10\/19\/guide-to-inbox-management\/","title":{"rendered":"Guide to inbox management"},"content":{"rendered":"

With hundreds (or thousands) of messages coming and going from your inbox each month, it can quickly get unruly. Outlook helps you take control and stay on top of what\u2019s important. Here are seven Outlook tips and tools to help you overcome business email<\/a> overload.<\/p>\n

Focused Inbox<\/h3>\n

Your inbox should be your command center\u2014helping you plan your day by staying on top of what matters. That\u2019s why our Outlook team spends so much of their time improving your email experience. One of Outlook\u2019s newest features, Focused Inbox, helps you focus on the emails most important to you. This feature separates your email into two tabs: Focused and Other\u2014determined by an email\u2019s content and the contacts you communicate with most. That way, all your less important emails are saved but out of the way, enabling you to focus on what\u2019s most important first. To fine-tune the sorting criteria, just use the \u201cMove to Focused\u201d or \u201cMove to Other\u201d options.<\/p>\n

Available on Outlook.com and Outlook for iOS and Android. This feature will soon be rolling out to Office 365 customers and Outlook on other platforms.<\/em><\/p>\n

@Mentions<\/h3>\n

There\u2019s now a better way to quickly identify action items for team members through email. Simply type the @ symbol followed by individuals\u2019 names in the body of your emails. The @Mention changes the text color and style to call an item to the recipient\u2019s attention. This helps you detect what emails require your response, as the @ symbol will appear in your message list when you\u2019ve been mentioned in an email.<\/p>\n

The @Mentions feature is already available in Outlook on the web and is available for Office Insiders using Outlook 2016 for Windows and Mac. Look for @Mentions coming soon for Outlook for iOS, Android and Windows 10 Mobile.<\/em><\/p>\n

Search<\/h3>\n

Outlook\u2019s smart search has made it easier to find what you\u2019re looking for\u2014regardless of where the email is stored. This reduces the need to sort emails into folders, which can sometimes take more time than it saves. Outlook searches all email that is synced to your computer as well as stored on your email server, so you can find exactly what you need when you need it. Start typing a name or keyword into the search bar, and Outlook provides smart suggestions based on your previous searches and the content of your mailbox.<\/p>\n

Tagging<\/h3>\n

Outlook provides many ways you can organize your inbox to match your individual work styles or preferences. Make your emails more easily discoverable by taking advantage of features like colored Categories, Flags and Quick Steps. Categories allow you to assign a color to your emails, to assign them to a project or work group. Flagging an email will remind you to revisit later, and it will appear in your To-Do bar, Daily Task List within the Calendar as well as the Tasks view. Or simply use the Read\/Unread options to come back to important items at your convenience.<\/p>\n

Unsubscribe<\/h3>\n

Individually removing your email from each list can be a drain on your time. Luckily, Outlook can take care of this problem for you. Easily unsubscribe with just one click, without leaving your inbox.<\/p>\n

Currently this feature is only available for Outlook on the web.<\/em><\/p>\n

Sweep<\/h3>\n

If too many emails are cluttering your inbox, the Sweep tool can help you quickly get rid of unwanted mail. Delete emails in bulk with the Sweep feature or create a rule for deleting certain emails so you don\u2019t have to do it manually. Tired of receiving a store\u2019s promotion? Sweep and block all future emails with just a few clicks.<\/p>\n

Currently this feature is only available for Outlook on the web.<\/em><\/p>\n

Mobile apps<\/h3>\n

Up your productivity by taking advantage of Outlook\u2019s mobile applications, which provide access to the best Outlook features on your mobile device. The iOS and Android apps bring together the core tools you need to get things done\u2014your email, calendar, contacts and files\u2014helping you get more done even on the smallest screen. Easily send attachments, view and respond to calendar invites, and schedule emails all from within one unified app.<\/p>\n

You can also triage action items right on your wrist with Outlook for Apple Watch and Android Wear, as well as interact with emails and calendar information.<\/p>\n

Curious about how these features work? Sign up<\/a> to use Outlook through Office 365 for a more powerful and productive inbox. Also, check out these resources:<\/p>\n