TIPS - Create folders in Outlook to manage your tasks

  1. In the navigation pane, right-click Folders, and then select Create new folder. Alternatively, you can click Folders to expand your list of options, and then select Create new folder.

    Portion of Microsoft Outlook's home tab view. In the navigation pane, there's a "Folders" dropdown menu with the option "Create new folder" highlighted.

     

  2. Name this folder "To do," and then click Save. 

    Expanded view of Microsoft Outlook folders. A new folder labeled "To do" is highlighted.

     

  3. Right-click your "To do" folder, and select Create new subfolder.

    Expanded view of Microsoft Outlook folders. There's a "To do" folder dropdown menu with the option "Create new subfolder" highlighted.

     

  4. Name this subfolder "Someday."

  5. Create another subfolder within your "To do" folder, and name it "Follow up." 

Now, when new emails arrive, drag them to the appropriate folder:

  • Inbox. Keep emails that need an immediate response here. You might also leave emails that can be handled quickly (three minutes or less) in your inbox.

  • To do. This is the first stop for non-urgent emails and emails that will require more than a three-minute response. You'll follow up on these items later, but moving them immediately keeps your inbox clutter-free.

When you're ready to sort your "To do" folder (I do this once a day), drag these emails to the appropriate subfolder: 

  • Follow Up. This is for emails that have been put on hold. For example, replies you're waiting for or tasks you've delegated to a coworker.

  • Someday. This is for emails that don't require a response. Instead, they're things you'd like to read or review one day. 

Print Article