I’m really a Mac/Gmail guy, but for those of us that are required to use Microsoft Outlook at work, this is something that can really help keep track of projects, clients and bosses.
In Outlook on the left, you’ll see all your folders (where your Inbox is). If you look below your “Sent Items” you’ll see an item called “Search Folders.” Basically, what this allow you to do is to create folders that automatically update based on search criteria. So lets say you’re in a sales, or client management position and Pepsi is your client … you can create a search folder titled “Pepsi” that searches for “pepsi.com” in “frequently used fields.” This will bring up every email that basically goes to and from someone who’s email address ends with “pepsi.com.” You can put your bosses email address in there and it will keep track of every email to and from your boss, automatically organizing them.
To accomplish this, right click on “Search Folders” and click “New search folder.” You’ll see a list of example search folders, scroll to the bottom of that and click “Create a custom search folder.” Then click “Choose” and title your new folder. Then click “Criteria,” this is where you enter your search criteria. Specify something similar to “pepsi.com” in the “Search for word(s):” field and then “In:” “frequently used text fields.” Click “Ok” until you’re done. Then watch your new folder auto populate with all the relevant emails to your search.
What you can also do is right click on one of those search folders and click “Properties.” Then select “Show total number of items.” This will allow you to create a “one-look,” if you will, of all those neglected contacts. Once you do this … ping em’ … just to say hi! They’ll appreciate it.
Note: You’ll get the hang of it, but until then monitor this new folder to make sure it’s aggregating all the emails you intend. If it’s not, modify your search criteria until it does.
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