Outlook Best Practices: Layout and Folders

From ITS Wiki

The Layout The first step in following these best practices is to set up a system to optimize how you use Microsoft Office Outlook 2007. According an online article, by Melissa MacBeth, it is considered best practice to have:

1. The Navigation Pane open on the left.

2. Your mail in your preferred view, in the center Inbox. (*Note: The article actually states “best practice” as having your view set to ‘conversation.’ Personally, ‘conversation’ view would drive me crazy! Pick what you prefer. ) To change the view just have Outlook open, click once on “View” then slide down to “Arrange by” and choose your preference. You can check out different ones.

3. The To-Do Bar open on the far right. If your screen resolution is less than 1024 by 768 pixels, the To-Do Bar may be minimized.

Folders It is considered best practice to have:

1. A single reference folder, under the Inbox, for all reference material that you might want to refer back to later. Name this folder "1-Reference." (Adding the 1- will cause it to be the first item under the Inbox.) This folder is created under the Inbox so that you can collapse the Inbox and remove it from view.

2. A folder for career-related and personal e-mail. Name this folder "2-Personal."

3. Managers might have a single folder for feedback on their employees called "3-Management."

4. A set of folders for distribution list (DL) e-mail.

Susan’s “take” on folders: If you look at the image included in this email you’ll see that I don’t have folders for 1-Reference, 2-Personnel, etc. I like to have folders for more specific topics (a person, an event, a project). Arrange your folders the way that helps you keep organized!

To make a new folder: Right click on “Inbox” to open a drop-down menu. Choose “New Folder” and a box will open asking you to name the folder. Name it, click “OK” and your folder will be inserted into the folder list.

More excerpts from the Best Practice article will follow in the new few weeks. If you have particular Outlook questions let me know and we’ll do our best to include information in this series of tips (and to you personally).