Wilson: How to do some spring cleaning in your Outlook inbox

A common method used to organize emails is to establish a folder structure. If you need a basic system, create 26 folders with the following hierarchy: 01 A; 02 B; 03 C and so on. Computers sort by numbers first and then by alphabetical characters. Because there are 26 folders, using a leading zero will keep things organized across devices. Otherwise, you might end up with 1 A, 10 J, 11 K, et cet. This structure will also sort this group of 01 A-26 Z folders to the top of your folder list.

Now, within those 1-26 alphabetical folders, you can use a sub folder naming system, like Client Last Name, First Name. So, if you are looking for something in the Smith case, you would look under 19 S / Smith, John. Then, under the Smith, John folder, you could have a matter/case specific folder, keeping all emails related to that matter in one place.

If you need to triage emails, it can be helpful to create a folder for each year, move emails from that year into the subfolder and then start processing on a go-forward basis with new emails from the date you start this new system forward. Then, go back through as time allows and search/sort/organize the prior year’s emails.

Focus on what’s important

The great thing about Outlook is that it can handle so many important details of your work life. The bad thing about Outlook is that it handles so many important details of your work life and often wants to tell you all about it.

Here are 3 tips for minimizing notifications and Outlook-based interruptions.

Turn it off: Shut down Outlook while you aren’t using the application. It will be there when you get to it. The trick here is to also turn off your other devices that have Outlook as well.

Schedule time for email: As you build your week, build in time to check and respond to email. Try to determine if you really need to leave Outlook open all day or if you can check it at intervals. New habits are hard to establish. But stick with a routine for a couple of weeks of checking email 3 times a day, instead of 30+ times a day.

Wrangle your notifications: On the web, look under Settings, General, Notifications. Outlook can notify you in your web browser about new items or calendar reminders. If you also use the desktop version of Outlook, you may get multiple notifications. Pick one and stick with it.

You can also limit what you get notified about. Calendar reminders might be important, but do you need to get notified of every new email? Probably not. What about each time a document gets edited? If that’s an active project, perhaps. But, if not, turn off those notifications.

Clean out your toolbox

The delete key and keyboard shortcuts: While we know about the backspace (Windows) or delete key (Mac), with email, we need to use it frequently. Especially with suspicious or junk emails. Going through your inbox first in and first out with the delete key by your side will help you triage email. Obviously, this doesn’t apply to case-related emails.

Resist the urge to save something (not case/client related) you might need later. If you delete it, you can typically restore it from the trash if you need it in a couple of days. Chances are, you aren’t going to need it later.

Also, Outlook has a ton of great keyboard shortcuts to help you move through your email efficiently and effectively.

Undo send: If you have used email, you have inevitably forgotten to add an attachment. Usually, you remember this right after you click send. Outlook now allows you to add up to a 20 second delay before sending the message. You can cancel the send during that time and add the attachment.

Play your emails: If you want, Outlook for Mobile can read your emails to you and then act on those emails. This is currently only available on mobile.

Dictate your emails: When you compose or reply to an email, Outlook shows a microphone button above the keyboard (on mobile) or in the toolbar (on the desktop/web applications). If you click that microphone, you can dictate directly through Outlook. Note, this is different than the dictation built into your mobile device.•

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Seth R. Wilson is an attorney with Adler Attorneys in Noblesville. In addition to practicing law, he helps manage the day-to-day technology operations of the firm. He writes about legal technology at sethrwilson.com and is a frequent speaker on the subject.