Set Up Outlook for Inbox Zero and Snooze Emails

Set Up Outlook for Inbox Zero and Snooze Emails


How to set up Outlook with Inbox Zero mailbox management methodology with the ability to snooze email messages. What is Inbox Zero? Inbox Zero is an email management approach aimed at keeping the inbox empty - or almost empty - at all times. Inbox Zero was developed by productivity expert Merlin Mann. According to Mann, the zero is not a reference to the number of messages in an inbox; it is "the amount of time an employee's brain is in his inbox." Mann's point is that time and attention are finite and when an inbox is confused with a "to do" list, productivity suffers. Mann identifies five possible actions to take for each message: deletedelegateresponddefer and do 

Outlook doesn't natively support snoozing or deferral of emails. This guide walks you through how to set up your inbox with custom filters so you can snooze and archive emails by using the Outlook tasks functionality.


Add Custom Toolbar

Create a custom toolbar group with the following items. Use "Tomorrow," "Next Week" and "Custom" to snooze emails. Use "Mark Complete" to archive emails. Use "Change View" to switch between your All, Inbox, Snoozed and Complete views.

Add Custom Views

Create the following custom views from Manage Views. These views will be used to filter your emails to only the ones you want to see (e.g. only emails for the day or ones marked complete).

Custom Views Summary

Custom View: All

This view will display all emails in your inbox folder.

Custom View: Complete

This view will display only emails marked complete in your inbox folder.

Custom View: Inbox

This view will display all emails that have not been marked complete or snoozed in your inbox folder.

Custom View: Snooze

This view will display all snoozed emails in your inbox folder.

    • Related Articles

    • Redirect Emails to Microsoft To-Do as Tasks

      About This guide shows you how to create a rule to redirect certain email messages to Microsoft To-Do as tasks. Instructions Microsoft To-Do can be used to manage all miscellaneous tasks and to organize your day. You can add the following flow and ...
    • Manage an Email Distribution List Using Outlook

      About This will guide you through updating an email distribution list using Outlook. A distribution list contains a number of people you can send emails to all at once (e.g. Your IT administrator will need to add your ...
    • Use Microsoft Outlook

      About This article provides instruction on basic functions and uses of Outlook. Instructions Getting Started (Video Link) Set up an Account Open Outlook Create Profile Sign into Your Account       For video instructions: Click Here. The Status Bar ...
    • Send Encrypted Emails with Microsoft 365 Email

      About This article describes how to send encrypted emails through Office 365 when Azure RMS is licensed.  Instructions Using Outlook Desktop, Using "Encrypt" Button  Compose a new email Open the "Options" Click on the Encrypt Button and Select Option ...
    • Open a Microsoft Azure Encrypted Document

      About This guide explains how to open an encrypted document protected by Microsoft's Azure Information Protection. To be more precise, this applies to documents protected with Azure Information Protection (AIP) sensitivity labels with access ...