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Email Tech Tip – Eliminate Mailing List Clutter:
Tip from the Hidden-Tech Webmaster: so, you want to stay connected, but you’re frustrated by the glut of Hidden-Tech (and other mailing list) email cluttering your inbox? Most modern email systems offer a simple solution. Just create a “Hidden-Tech” folder and a rule to automatically filter Hidden-tech posts from your “Inbox” into the new folder. Your inbox will remain uncluttered, and mailing list posts are neatly organized for later review.
Here are the generic steps with specific instructions for Microsoft Outlook 2003:
STEP 1) CREATE A “Hidden-Tech” FOLDER IN YOUR EMAIL SYSTEM:
– Close or minimize all open emails, or at least make sure you can see the
main Outlook window.
– Open the root “Personal Folders” folder.
– Progressively select File:New:Folder.
– In the “Create New Folder” panel, enter Name: Hidden-Tech. Before
pressing the OK button, double check that the root folder is highlighted in
the “Select where to place the folder:” field.
2) CREATE A RULE TO MOVE POSTS INTO THE NEW FOLDER:
– Right click on one of the offending inbox posts.
– Select “Create rule …” from the popup menu.
– On the “Create rule” panel, select “Subject contains:” and type
“[Hidden-tech]” into the adjoining text box.
– Also, select “Move e-mail to folder:” and type “Hidden-Tech” into the
adjoining text box.
– Press OK
– Select “Run this rule now” and press OK again.
Your inbox will be instantly clear and stay cleared, with Hidden-Tech post
patiently waiting in the new folder for your review.
From personal experience, I know this technique is available at least as far
back as Outlook 2000, although the specific actions for accomplishing steps
1 and 2 will vary.
ALTERNATIVE) IF POPUP MENU’S AREN’T ENABLED ON YOUR SYSTEM:
– You can also initiate step 2 by progressively selecting Tools:Rules and
Alerts … from the main menu.
– On the “Rules and Alerts” panel, press “New Rule”.
– On the “Rules Wizard” panel, select “Start creating a rule from template”.
Then select “Move messages with specific words in the subject to a folder”
and set definitions as noted in #2 above.
Good luck! Too bad spam isn’t as easy to deal with!
KEEP YOUR INBOX EMPTY:
That used to sound like an impossible task, with
emails coming in from mailing lists, spammers, internet service providers
and a variety of clients. But suddenly it seems easy, thanks to a couple of
simple tricks and the tools provided in Outlook 2004.
TRICK #1: Set up client, organization, family and personal folders so that
each email can quickly be filed away.
TRICK #2: Don’t leave email requiring action in your inbox. Open Inbox
email just once. Read then delete OR file. If action is required, flag it
before filing. Outlook 2004’s “For Follow Up” folder automatically contains
all flagged items. Use the various flag colors to indicate priority, and
the “For Follow Up” folder suddenly becomes a prioritized “To Do” list. No
more hunting through thousands of emails to find specific tasks requiring
your attention. When a task is complete, just click on the flag to check it
off your list. The email immediately disappears from the “For Follow Up”
folder, but remains where permanently filed.
TRICK #3: Create rules to automatically filter mailing list posts directly
into dedicated folders for later review. See “Email Tech Tip – Eliminate
Mailing List Clutter”. You can stay connected without creating an inbox
That’s it, and my inbox has never been so clean. Makes me feel down-right
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