Using the Stack Method Effectively in Outlook for PC

Overview

• Objective: Demonstrate best practices for the Stack Method in handling emails
  • Aim: Reduce stress and achieve inbox zero
  • Flexibility: Customize the process to fit your needs
  • Benefits: Save time, non-destructive (no loss of emails)

Setting Up Action Folders

• Structure: Nested under the inbox for a streamlined appearance
  • Folders collapse for a clean look
• Naming: Use short, action-oriented names with priorities (e.g., 1 Reply, 2 Do, 3 Meet)
• Customization: Order folders according to personal workflow preferences
• Creating Folders: Right-click inbox → New Folder → Type name

The 'When' Folder

• Purpose: For active projects or items currently being worked on
• Organization: Nest project-specific folders under the When folder
• Archiving: Move completed project folders to archive

Stacking Process

• Steps: Open email → Scan → Decide on action → Move to appropriate folder
• Quick Steps Bar: Manage Quick Steps matching folder names for efficiency
  • Quick Steps for fast email sorting
• Action Examples:
  • Folder: Reply → Action: Needs a reply
  • Folder: Do → Action: Schedule task
  • Folder: Review → Action: Needs to be reviewed
• Workflow: Work through inbox, categorize emails, then process action folders sequentially
• Inbox Zero: Achieve an empty inbox by sorting all emails

Quick Steps Setup

• Location: Found in the Home Ribbon (center)
• Creating Quick Steps:
  • New → Custom → Name (e.g., Reply)
  • Action: Move to Folder + Additional action (e.g., mark as read)
  • Shortcut: Assign a shortcut key (e.g., Ctrl+Shift+1)
• Testing: Verify Quick Step by moving a sample email to the specified folder

Archiving Emails

• Difference from Deleting:
  • Archiving: Non-destructive, searchable
  • Deleting: Permanently removes emails
• Archiving Process:
  • Sort emails by date with oldest on top
  • Archive in batches (500-1000 emails)
  • Focus on emails older than three weeks
• Using Quick Steps for Archiving: Ctrl+Shift+9 shortcut to archive emails or folders

Conversation View

• Purpose: Grouping email threads together
• Enabling: View → Show as Conversations → Customize settings (e.g., Show messages from other folders)

Scheduling Stack Time

• Calendar Blocking: Allocate specific times for stacking emails
  • Example: One-hour block in the morning
  • Flexible: Adjust times as needed
  • Importance: Efficient, undistracted email management

Notifications

• Recommendation: Turn off to reduce distractions
• Process: File → Options → Mail → Message Arrivals (uncheck all)

Do Folder

• Purpose: Easily schedule tasks linked to the calendar
• Quick Step Setup:
  • Create Appointment with Attachment
  • Categorize as Scheduled
  • Shortcut: Ctrl+Shift+8
• Conditional Formatting: Color-coded calendar for tasks (e.g., Do tasks in green)

Rules for Email Sorting

• Usage: Automate moving specific emails to action folders
• Creating Rules: Home Ribbon → Rules → Create Rule → Define criteria
  • Example: Move newsletters to Review folder

Tips & Tricks

• Separating Folders: Use placeholder folders (e.g., ----) for visual separation
• Shortcut for Moving Emails: Ctrl+Shift+V to move emails to specified folders
• Opening Multiple Emails: Shift + Down Arrow → Right-click → Open

Conclusion

• Goal: Reduce inbox anxiety, streamline email management
• Customization: Adjust methods to fit individual preferences
• Consistency: Regularly review action folders and process emails to maintain inbox zero