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If you are overwhelmed by the number of emails in yourinbox I’m here to help!  The more emailyou let stack up the more stress you’ll feel. Maybe you have had the dream of an empty inbox, but you never take thesteps to get there.  Organizing MicrosoftOutlook is easy with all the new features in Outlook 2010.  Go ahead and look at the number in your Inbox.  Do you feel like you have a 100 pound weightsitting on your shoulders or are you smiling because you are one of the rarefew who only has this week’s emails waiting for you to deal with?  The number of emails sitting in your Inbox affectsthe speed of your Outlook searches and how much time you waste scrolling pastthe same email over and over.   The key to getting a handle on your emails, improvingyour response time and staying on top of critical actions and time-sensitivetasks is to develop an approach to process your emails both from your computerand on your mobile devices. 1.    Syncronize all your devices so youonly process an email once.For small business who don’thave access to a company server, set up a Google Business Account and useGoogle apps to connect your Outlook, phone and iPad to access your email,calendar, contacts and tasks from all your devices.  You can even access your Gmail account fromanywhere and the sync will update your Outlook the next time you are at yourcomputer.    If you only want to sync your email to yourphone and iPad, you can use the free Gmail account, (note that you won’t beable to access your calendar, contacts and tasks).  2.    Use the Conversation Feature – inMicrosoft 2010 when Conversations is turned on, messages in your Inbox andother email folders can be organized by Conversation and Date.  This is handy when there are several emailsin a conversation because you can delete all the previous emails and only keepthe latest conversation.To turn on or off Conversations – On the VIEW tab, in the CONVERSATIONS group,select or clear the SHOW AS CONVERSATION check box.  Next, click ALL FOLDERS. 3.    Set up your Action and ReferenceFoldersActionFolders – are for emails that require action Referencefolders – are for emails with no action required.  You keep these emails to refer to them later,are permanent records or are for tax and legal requirements. When you create your Actionfolders, type a period “.” in front of the action folder name.  Adding the period changes the sort order amoves your Action folders to the top of the list and your “Reference” folderunder your Action folders.  You can alsouse numbers 01, 02, 03, 04 if you prefer to organize your Action folders in acertain order. Suggested Action folders:..This Week (there are two periodshere).Delegated – Deb.Leads.Parked.Projects.Receipts to Print.Travel.Waiting For/Pending  To create Reference folders, createa main folder called “Reference” and then second level folders using broadcategories (example. Accounting > Budget 2012) Separating your action andreference emails helps you gain control on what requires your attention.  No more wasting time scrolling past emailsthat don’t require your attention. Arrange your emails byConversation, From – In Outlook 2010, on the VIEW tab, in the ARRANGEMENTgroup, click one of the arrangement options. One of the fastest ways to process your emails is to arrange by Conversations. OrganizingMicrosoft Outlook emails is easy when you customize it the way you want toprocess your emails.  Now that you haveyour new action and reference folders set up, you can use the next four stepsto process your Inbox and get it to ground zero, or close to zero depending onyour preference. Use the F.A.S.T. Workflow Decision Making Process toquickly decide what the next action is.  Withthe F.A.S.T. process, you have four choices:File – file emails in your Reference folders that haveno action.  Drag and drop emails into theappropriate Reference folder.  A word ofcaution, at some point you will need to clean out these folders or move them toyour Archive folder.Act – these are emails that require action by you.  Drag emails that require action Schedule – get your appointments into your calendarand save as an ALL DAY EVENT or at a SPECIFIC TIME.  If you are keeping the email to refer to atthe appointment, simply drag the email to your calendar and all the info willbe saved in the appointment.  Delete theemail.Toss – Read and delete whenever possible.  Be ruthless with the delete key.  You can set up your Deleted Folder to deleteemails manually by you, monthly or whatever time frame you prefer. Still feel like organizing Microsoft Outlook is adaunting project, here’s a fast trick to get your Inbox nearly empty immediately.  Create an Action folder titled “.OLDEMAILS.”  Then, drag emails that areolder than 7 days into this new .OLD EMAILS folder.  Don’t forget to schedule time in yourcalendar to sort those old emails.  Nowyou have instant relief and motivation!