Module 3: Categorization and archiving rules

If you need to sort multiple email traits (emails by customer, by type or by user) in your team mailbox, categories can be a great secondary layer of organization.

While you can search a folder for a message, you can also include category criteria in your search. Rather than having several layers of subfolders, use just one layer with categories to provide a more streamlined approach to sorting your email.

Our recommendation is use rules! Since categorizing emails in Outlook with Emailgistics can be automated with rules, you can create a rule to tag types of emails and assign ownership of a message to a user. For instance, you can create rule to categorize an email as “Customer A” based on the FROM ADDRESS info containing “@customerA.com”. You can build categories into your already existing assignment rules in Emailgistics.

In Microsoft Outlook you can also set you view setting to: View by Category. This will give you the advantage of organizing your folders by category, ensuring you know what each message is relating to based on the color.

Archiving Rules:

As we already know Archiving is very important for you team mailbox. Archiving allows your team to keep a record of all mail sent and received, ensuring you will always have a copy of your messages.

You can save time on having to manually archive messages using the Archive action in our rules. This can be used to archive emails such as: auto responses, Fax notifications, spam and much more.

Archiving is also an important step towards achieving inbox zero, the approach to email management with the goal of keeping your inbox as close to empty as possible.