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Using Folders and Categories Together
Folders and categories should be thought of as complementary functionality that can be
used together for more effective organization. For example, folders could be used to
provide a simple high-level organization structure, while categories could be used to
provide additional levels of detail. While folders provide an intuitive organizational
structure for most users, each message can only be stored in a single folder unless
multiple copies of a message are made. Further, dealing with a complex folder structure
reduces productivity. Categories overcome these disadvantages by allowing messages
to be logically associated without the necessity of creating or maintaining a complex
folder structure.
Categories are best used to organize work. They provide a visual cue to easily and
quickly determine from or to whom messages were received or sent, the project or team
with which they were associated, whether they're personal or business-related, or
whether they are identified with any other important characteristic. They are especially
useful for messages that require grouping across several characteristics. For example, a
single message concerning a meeting with a key client may need to be organized by
who requested the meeting, the type of engagement, and the staff member in charge. In
this case, three categories could be assigned to the message without requiring a complex
folder structure.
Using Rules with Folders and Categories
Generally, rules are used to perform some action on messages automatically as they are
sent or received. For example, rules can be used to move messages from someone or
containing specific words in the subject to a folder, or they can be used to assign
messages to a category. Rules automate what would otherwise be manual processes
and are synergistic when used in conjunction with folders and categories. In other
words, rules can be used to automate the process of organizing messages.
To create a rule to move messages from other staff members of the same organization to
a Company Inbox:
1.
Create a new first-level folder named Company Inbox in the folder list. (This step
is not absolutely necessary because users can create new folders as part of the
rule building process.)
2.
From the menu, select Tools, Rules and Alerts to open the Rules and Alerts
dialog box.
3.
Click New Rule on the E-mail Rules tab to start the Rules Wizard.
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