We’re all about the flow at HG Technology.
Helping people within businesses become more efficient by automating repetitive tasks.
With Outlook you can fix the flow yourself – IF you know where to look!
Here are 5 of our favourite hacks to help bring order to a chaotic inbox.
𝟭. 𝗤𝘂𝗶𝗰𝗸 𝗦𝘁𝗲𝗽𝘀 𝗳𝗼𝗿 𝗢𝗻𝗲-𝗖𝗹𝗶𝗰𝗸 𝗔𝗰𝘁𝗶𝗼𝗻𝘀
Set up 𝗤𝘂𝗶𝗰𝗸 𝗦𝘁𝗲𝗽𝘀 to automate routine actions like:
Moving emails to a folder
Marking as read
Forwarding to your team
Find it in the 𝗛𝗼𝗺𝗲 tab → Quick Steps → Create New.
𝟮. 𝗥𝘂𝗹𝗲𝘀 𝗳𝗼𝗿 𝗦𝗺𝗮𝗿𝘁 𝗦𝗼𝗿𝘁𝗶𝗻𝗴
Use 𝗥𝘂𝗹𝗲𝘀 to auto-sort incoming mail into folders, flag key contacts, or delete spam.
Go to 𝗥𝘂𝗹𝗲𝘀 → Manage Rules & Alerts.
𝟯. 𝗨𝘀𝗲 𝘁𝗵𝗲 ‘𝗖𝗹𝗲𝗮𝗻 𝗨𝗽’ 𝗕𝘂𝘁𝘁𝗼𝗻
The 𝗖𝗹𝗲𝗮𝗻 𝗨𝗽 tool removes redundant messages in email threads, so you only keep the latest reply.
Found in the 𝗛𝗼𝗺𝗲 tab → Clean Up Conversation.
𝟰. 𝗙𝗼𝗰𝘂𝘀𝗲𝗱 𝗜𝗻𝗯𝗼𝘅 𝘁𝗼 𝗖𝘂𝘁 𝗗𝗶𝘀𝘁𝗿𝗮𝗰𝘁𝗶𝗼𝗻𝘀
Turn on 𝗙𝗼𝗰𝘂𝘀𝗲𝗱 𝗜𝗻𝗯𝗼𝘅 to separate important messages from clutter.
Found in 𝗩𝗶𝗲𝘄 𝘁𝗮𝗯 → Show Focused Inbox.
𝟱. 𝗗𝗿𝗮𝗴 𝗘𝗺𝗮𝗶𝗹𝘀 𝗶𝗻𝘁𝗼 𝗬𝗼𝘂𝗿 𝗖𝗮𝗹𝗲𝗻𝗱𝗮𝗿
Turn any email into a meeting or task — just 𝗱𝗿𝗮𝗴 𝗮𝗻𝗱 𝗱𝗿𝗼𝗽 the email into your Calendar or Tasks pane.
Hope this helps you to find your flow. Happy sorting!
