[techtalk] EMAIL - Move Incoming Messages to a Folder Automatically (Gmail & Outlook)

Wed May 31 08:46:25 PDT 2023

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Thin your Inbox with Rules

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Webinars for You

·    June 14: [INTERNET] Understanding Your Options in Cloud Storage and How to Find Your Files Easily [3 pm ET for 1 hour]

·    June 28: [EXCEL] Linking Data and Text Between Documents to Auto Update [3 pm ET for 1 hour]

·    July 12: [CANVA] Create Stunning Presentations with Canva and the MagicDesign Feature [3 pm ET for 1 hour]

·    July 26: [WEB TOOL] Create Digital Flipbooks to Engage, Teach, Promote Key Messages [3 pm ET for 1 hour]

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EMAIL - Move Incoming Messages to a Folder Automatically (Gmail & Outlook)

Intermediate

Keeping your Inbox current and organized is a skill in itself! If you are overwhelmed each day and need some help in sorting incoming email so that you can focus on the important messages, one trick is to use the "Skip the Inbox" feature. This is handy for emails that you still want to receive, but maybe want to read later – like newsletters, ezines, promotional materials, etc…

[email]

You can set up the rule in either Gmail or Outlook. Emails based on the sender, subject or keywords will automatically bypass your Inbox and land in a folder instead. Then when you have time, you can retrieve and read the email at your convenience.

For example, you could set up the "skip the Inbox" rule for emails like:

·    Newsletters and promotional emails from companies that you like.
·    Social media notifications, such as friend requests or new followers.
·    Updates from forums or discussion groups that you follow.
·    Automated notifications such as weekly reports.
·    Updates from professional or industry associations.
·    Spam emails that sneak through the filters (can be sent to the trash).

Gmail -- How to Set Up the Skip the Inbox and Apply the Label Feature

There are a few different ways to set up this rule: 1) Start with an existing email, or 2) Create the rule from scratch in Settings.

Start with an Existing Email

This method can be the easiest as you already have the sender’s details in your Inbox.

1. Double-click on the message in the Inbox to open it.

2. Go to the More option at the top in the toolbar OR the same choice is available in the settings option to the right of the date (the three vertical dots) and select Filter Messages like this.

[options]

[create filter]

3. In the options, make sure the email address is displayed in the From area.

4. Add any other items you want the filter to apply – like a specific subject line or word.

5. Click Create filter at the bottom.

6. In the Rules, select the Skip the Inbox (Archive it).

7. And next, so that it goes to a Label (folder), select the Apply the label option and either use the drop-down to select one, or add a new one.

8. Then to complete the rule, click the Create Filter button.

[set up the rules]

Create the Rule from Scratch in Settings

·    Click the Settings icon (gear in the upper right corner) and choose See all settings.
·    Go to the Filters and Blocked Addresses tab.
·    Scroll down to the bottom and click Create a new filter.
·    Continue with Steps #3-8 above.

[create filter from settings]

To make any changes or delete the Rule in the future, return to Filters and Blocked Addresses tab in Settings.

Turn Off the Override Rule Setting

There are times when the Rule doesn't work as it should because Gmail has learned, based on your activity, the important emails and may ignore the filters. So you need to tell Gmail not to use your past actions to predict what messages to move. To override this:

·    Click the Settings gear (icon in the upper right corner) and choose See all settings.
·    Go to the Inbox tab.
·    Scroll down to the Filtered mail section.
·    Make sure that both of these options are selected: "Don't use my past actions to predict which messages are important" and "Don't override filters."

TIP: If your filters are working as they should, you don't need to make these changes.

[setting changes]

Outlook – How to Set Up a Rule to the Skip the Inbox

The easiest way to create a Rule for a message from a particular sender is to start with that message:

·    First, make a folder for the email before creating the rule. To do this, highlight your Inbox main folder (or whatever location you would like to create the subfolder in). Go to the Folder tab and click on the New Folder icon and give the folder a name.

·    Then go back to your Inbox and open the email message for which you would like to create the Rule.

·    In the Move tab, click on the Rules dropdown and select Create Rule.

[create rule]

[create rule]
·    The Create Rule window will open with options to route your email message. You can choose to move it based on who it is from, what the subject line contains or who it was sent to.

·    Then you can choose what you want to happen to the email when received. In this case, we are going to move the message to the subfolder that we created earlier. TIP: You can click the Select Folder button and create a Folder in this area as well.

Now when you are ready to read the email or respond to it, you know exactly where to find it.

[https://files.constantcontact.com/ee1208b4001/f8f1ecc8-4884-4c21-8ed0-cf647e6db944.png]

Communications

Give physical, silent feedback

You're sitting in a meeting. Or you're chatting with a colleague who is doing most of the talking. How can you participate without interrupting to show that you are fully engaged and listening?

There are several things you can do physically to show that you are involved. Here are a few for you to consider:

·    Sit forward on your chair.
·    Move your head to show you’re listening.
·    Change your arms occasionally.
·    Smile and respond with your face to show agreement.
·    Look quizzical, if you're not sure you get it or agree.

Giving physical, silent feedback is a positive, affirming thing to do. It shows you're actively listening and enhances your professional status.

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