Lecture Notes: Achieving Inbox Zero in Outlook

Introduction

• Lecture by Kevin on organizing Outlook inbox
• Goal: Achieve inbox zero
• System used by Kevin at Microsoft

System Overview

• Applicable for both Outlook on web and desktop
• Different emails require different levels of attention: quick response, longer response, waiting, noise

The Three-Folder System

1. Action Items

   • Emails that require a response or action
   • Color coded as red for visibility

2. Waiting On

   • Emails waiting for someone else's response
   • Good for tracking follow-ups
   • Color coded as dark green

3. Read Later

   • Newsletters, reference materials, non-urgent emails
   • Color coded as gold

Organizing Folders

• Rearrange folders for priority
  • Inbox at the top
  • Followed by Action Items, Waiting On, Read Later

Using Existing Outlook Folders

• Inbox: Initial triage spot for emails
• Archive: Where emails go after being handled
• Deleted Items: Cleaned out periodically (2-3 times a year)

Email Triage Process

• Move emails to respective folders based on action needs:
  • Read Later: For non-urgent newsletters
  • Action Items: For tasks requiring action
  • Archive/Delete: For no-action emails

Managing Action Items

• Divide into working today vs. later
• Use pinning/flagging for priority
• Archive after completing the task

Managing Waiting On

• Check regularly to follow up on responses
• Move emails from Action Items to Waiting On and vice versa

Automating Email Management

• Use rules to filter and move emails automatically
  • Example: Move newsletters to Read Later
• Set conditions and exceptions for rules

Quick Tips for Email Management

• Limit checking emails to 2-3 times a day
• Turn off notifications to reduce distractions

Conclusion

• Key takeaway: Keep emails out of the inbox for clarity
• Suggestions for further engagement (subscribe for more tips)