Set Up Outlook for Inbox Zero and Snooze Emails
About
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: delete, delegate, respond, defer 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.
Instructions
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.
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