You then move your important messages to Focused, so the system understands which are most important to you. You can turn it on by going to the View tab in Outlook and clicking “Show Focused Inbox”. Using focused inbox in Outlook allows you to separate your inbox into two separate tabs – Focused and Other. Trying to sort out spam or less urgent emails from the important ones is not only time-consuming, it can also cause users to miss important messages that are sandwiched between advertisements and spam. Use Focused Inbox to Automatically Sort Out Important Messages If you’ve been looking for ways to make email less of a drag on your time and more efficient, we’ve got several tips below to help. Outlook in Microsoft 365 gives users many tools to improve the way they handle email to boost productivity, but you have to know how to use them to get their full benefit. Messages get buried and users spend hours trying to sort relevant and important information from less important. When email isn’t handled very efficiently, people end up with all messages coming into one overloaded inbox that only seems to get bigger each week. The average person spends 28% of their work week reading, writing, and replying to emails (and searching through them!). In Outlook, choose File> Cleanup Tools > Mailbox Cleanup.Email is one of the most time-consuming activities that people do daily, no matter what type of business they’re in. That way, you can decide which items to archive, when to archive them, and where to store them. You can also archive items manually whenever you want. By default, Outlook automatically archives items at a regular interval. You can create a separate Outlook Data File (.pst) that you can open from Outlook any time you need it. Here are some ways to keep your mailbox size under control:Īrchive older items – Move old items you want to keep to an archive.

For example, at 90 MB you might get a warning, at 100 MB you might be unable to send email, and at 110 MB you might be unable to receive email. If your email is stored on an email server such as Exchange, when your mailbox reaches its upper limit your administrator might start limiting functionality. View the size of your Conflicts folder and delete this folder. View the size of your Deleted Items folder and empty your Deleted Items folder. View the total size of your mailbox and of individual folders within it.įind items older than a certain date or larger than a certain size. In Outlook, choose File> Tools > Mailbox Cleanup.

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