Create folders in Outlook to manage your tasks

When I first started teaching, I created course-specific folders in Outlook, thinking this would be the best way to organize my emails. I was wrong. After a handful of semesters, my growing list of folders became more cumbersome than helpful. 

So I adopted the Getting Things Done® (or GTD®) methodology and modified my folder structure to better conduct email triage. To do this, you first need to create folders and subfolders in Outlook. Here's how. 

1. In the navigation pane, right-click Folders, and then select Create new folder. Alternatively, you can click Folders to expand your list of options, and then select Create new folder.

   

2. Name this folder "To do," and then click Save. 

   

3. Right-click your "To do" folder, and select Create new subfolder.

   

4. Name this subfolder "Someday."

5. Create another subfolder within your "To do" folder, and name it "Follow up." 

Now, when new emails arrive, drag them to the appropriate folder:

• Inbox. Keep emails that need an immediate response here. You might also leave emails that can be handled quickly (three minutes or less) in your inbox.

• To do. This is the first stop for non-urgent emails and emails that will require more than a three-minute response. You'll follow up on these items later, but moving them immediately keeps your inbox clutter-free.

When you're ready to sort your "To do" folder (I do this once a day), drag these emails to the appropriate subfolder: 

• Follow Up. This is for emails that have been put on hold. For example, replies you're waiting for or tasks you've delegated to a coworker.

• Someday. This is for emails that don't require a response. Instead, they're things you'd like to read or review one day.