Organising Outlook mails
Many people use Outlook as a work tool, a to-do list, and a document archive all in one. It quickly leads to a full, cluttered inbox where important mails get buried among notifications, CC threads, and old messages containing documentation your colleague might be looking for.
Here is a simple and effective method to bring some calm to your inbox.
1, 2, 3 and your inbox is empty
If your inbox is total chaos, you do not need to spend hours tidying it up manually. You can actually get it under control in under 15 minutes with this simple method:
1. Find out whether all emails are already being stored via your Exchange server
Speak to IT and ask whether there is a system in place that automatically archives all incoming and outgoing mails.
If there is, then a copy of everything already exists, and you can safely delete almost everything in your inbox.
2. Only review the last 30 days
This is where 90% of your current tasks and conversations live.
Deal with them:
- Delete what is irrelevant
- Reply to what is necessary
- Save what you will need in the near future
3. Delete the rest of your inbox guilt-free
If IT has a complete mail archive, there is no reason to organise mails in Outlook.
Anything older than 30 days can simply be cleared from your inbox in one go.
Once your inbox is under control, you can move on to a preventative strategy for better mail management.
The groundwork
A shared preventative effort against clogged inboxes
Individually
Build a habit
Decide when and how you handle mails. Should you review them little and often throughout the day, or is it better to set aside fixed times each day? Whichever model you choose, the aim is to build a consistent habit that prevents your inbox from becoming a chaotic dumping ground again.
As a team
Categorise your mails
The biggest pitfall in Outlook is that important mails become personal knowledge that sits in just one employee’s inbox. That is why you should agree where this documentation actually belongs. When mails contain project information, decisions, agreements, or history, they should be stored in a system where others can find them.
Strategically
The structure of saved mails
To avoid clutter and uncertainty, you need a clear standard for the folder structure used for saved mails. Without a shared approach, different practices quickly emerge, creating an inconsistent structure and increasing the risk that important documentation is lost or stored in a way that does not meet your compliance requirements.
"Organising mails in Outlook is a shared responsibility – do yourselves a favour and automate as much as possible."
Automate mail organisation in Outlook
Even with the best intentions and clear standards, an inbox will sooner or later start to slip if the organisation depends on your own memory and discipline. That is completely normal. The volume of mails increases, the pace picks up, and after a few busy weeks, folders, rules, and categories become something you “just get done later”.
That is why the most effective way to prevent clutter in your Outlook is not to work harder – it is to automate the organisation, so it becomes a natural part of your workflow.
Four practical steps to an empty inbox you can implement today
1. Create a shared understanding
When everyone recognises that inboxes contain documentation others may need, it becomes natural to move it out of Outlook and into a shared mail drive.
2. Introduce a fixed mail routine
For example, 10 minutes daily or 30 minutes weekly, so the inbox is not allowed to grow unchecked. One rule could be that you never go into the weekend with unread or unresolved mails still sitting in your inbox.
3. Move mail documentation out of Outlook
This prevents clutter, strengthens collaboration, and makes knowledge available in the context where it is needed across the organisation.
4. Automate the process
There is no reason to archive and organise mails manually when there are plugins that can do it automatically and continuously.
Shape the future of mail management in MARSLab
We are experimenting and exploring how communication can be used as an active resource to understand sentiment, spot risks, highlight opportunities, and strengthen decision-making.
MARSLab is for you who want to push the potential of mail and are curious about how data and AI can deliver new insights that improve documentation and data enrichment.
When you sign up for MARSLab, we will invite you into the lab where we want to shape the future of email management together.
Become a part of MARSLab
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Send your mails to MARS
Get a complete solution for organising your mails in Outlook.
