The Microsoft Outlook Productivity System

Tired of email overwhelm? Yep, I was too. But, my Microsoft Outlook productivity system will help you get organized with your emails, for good. If you prefer visual learning, you can check out my video on the topic right here!

After years of struggling with email overload, I decided to change things up. Inspired by David Allen's 'Getting Things Done,' I created a simple email management system using tools already built into Outlook.

The results have transformed the way I work. Put simply, I’m working smarter, not harder.

If you too are drowning in emails or just need to improve your organization, the system below is guaranteed to help.

Be sure to check out my video demo on my YouTube channel, where I walk through the steps I’m about to explain too.

Let’s dive in.

Introduction to The Microsoft Outlook Productivity System

If you haven’t already, please read ‘Getting Things Done’. David Allen’s methods shows how simple planning can transform your workflow and results.

For as long as I can remember, my inbox was a never-ending to-do list. No matter how hard I tried, the emails kept coming, and I stayed stuck in procrastination.

Outlook has always been my go-to email platform, but I wasn’t using all the built-in tools to get thigns done. So, I sat down once and for all and developed a productivity system.

Here’s how it’s done.

Step 1: Create Outlook Categories

Start by creating categories in Outlook—this works in the new version, web access, or traditional Outlook. I recommend starting with three: ‘Next Actions,’ ‘Waiting For,’ and ‘Reading.’

In Outlook settings, go to ‘General,’ then ‘Categories’ to add or edit your categories. Pick colors and favorite them so they’re easily accessible, as you will come back to categories in the next steps.

Step 2: Schedule Email Processing Times

Set up daily time slots to process emails so you're not constantly checking your inbox. I suggest processing emails twice a day for 30 minutes each. Initially I started with four periods of processing times each day, but quickly realized that was excessive.

In Outlook, create a recurring event called ‘Process Emails,’ scheduling it for two specific times daily. I generally opt for a morning processing email slot and a slot at the end of the day.

Step 3: Processing Emails

When processing, if an email takes less than two minutes, handle it immediately, then archive it. For anything requiring someone else's input, categorize it as ‘Waiting For’ and archive it. This keeps your inbox clear and organized at all times.

Step 4: Use Microsoft To-Do

Remember, your inbox isn’t a task manager. For tasks that take longer than two minutes, use Microsoft To-Do. Drag the email into the To-Do column, categorize the email, and archive it until you’re ready to take action.

Step 5: Daily Planning & Weekly Review

To continue maintaining control of yor emails, take 10-20 minutes daily for planning. Review your ‘Waiting For’ category and update tasks in Microsoft To-Do. I like to do this before the day even gets started with the first brew of the day.

End your week with a review—clear tasks, archive emails, and schedule next week’s priorities. Honestly, going into the weekend with a clean email inbox is a massive relief. You will catch yourself wondering how you ever put up with such an scattered way of dealing with emails in the past. It’s a total game-changer.

Conclusion

And, that’s the system! Check out my full walkthrough on YouTube for step-by-step demos. Don’t forget to leave a comment or thumbs up, please. You can also subscribe to my channel for the most recent video updates and other helpful advice.

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