How to Organize Emails by Utilizing the Files Function

By: Contributors

You have to organize the messages in your Inbox, or you'll never be able to find those messages when you want to refer to them at a later date. So how do you file your e-mails so that you can retrieve them easily when you need them? Here are a few tips for keeping your system organized:

  • Create new folders in Outlook 2010 by clicking the Folder tab. Click on New Folder under the New listing. Give each folder a name that you will associate with the incoming e-mails you plan on storing there [source: Microsoft].
  • Add labels to your messages in Gmail, by clicking on Labels. A drop-down menu will appear. Click on Create New, to create a new file. The new file will appear on the left side of your page. New messages can be dropped into the new file, or filtered into it, by applying the label to those messages. File names and labels can be edited and deleted as you wish, so you can keep organized [source: Google].
  • Create your own "rules" for Gmail and Outlook, and establish criteria for your e-mails as they come in. For example, you can automatically perform actions on messages sent from certain e-mail addresses or with certain keywords in the subject line. You can have these messages routed to assigned files for later retrieval [source: Microsoft].
  • Keep unwanted messages and spam out of your Inbox by using junk e-mail filters. The e-mails get flagged and are automatically sent to a separate folder. You just have to review them from time to time to make sure no legitimate mail got sent there by mistake [source: Microsoft].

Variations of many of the tips listed above can be used for e-mail programs, such as Hotmail and Yahoo! mail [source: Microsoft].