If you want email messages from certain people to stand out, you can set a conditional format so the colors change automatically as soon as they hit your Inbox.
I use iContact to collect email addresses of subscribers to my private email list. One of the reasons I chose this technology is the ability to set up autoresponders that send emails to new subscribers at various intervals (a computer tip a week for four weeks).
When I set up the autoresponders, I used my main email address as part of the process. iContact handles all bouncebacks/undeliverables and automatically deletes them from my list. But the Out of Office replies came into my Inbox.
In my efforts to keep my Inbox lean, mean, and to one screen, I had to make some adjustments.
Problem: Every time an autoresponder was sent, I could easily receive 100 Out of Office messages piling up in my Inbox.
Solution: Set up a special email account for autoresponders only. Then create an Outlook rule to recognize the messages coming from this account and then permanently delete them if they are Out of Office responses.
Here’s what I did.
To set this up, from the Inbox view, click Tools, Send/Receive, Send/Receive Settings, Define Send/Receive Groups, Edit All Accounts. Under Accounts, click the one to turn off, then untick the Include the selected account in this group box, OK, Close.
Later, I’ll check this special account manually (click Tools, Send/Receive, point to the special account, Inbox). All email for this account is then downloaded from the server and zapped. If it’s a reply (usually praise for the tip) from a subscriber and not an Out of Office response, it’ll land in my Inbox. Works great!
To learn more about Outlook rules and managing email, it’s all in my book, Conquer Email Overload with Better Habits, Etiquette, and Outlook, or sign up for my training. See my training Website for details.
PPeggy Duncan, personal productivity expert