June 16, 2015
One of the primary reasons using Outlook Categories is faster than using lots of topic-named folders is that you can auto-categorize incoming mail very easily using Outlook Rules. These menu-created rules automatically assign categories to incoming e-mail based on sender or subject line or keyword in the e-mail, and so save a huge amount of filing time.
Rules with Categories Are Much Better than with Folders
If you’ve use Outlook Rules before to auto-file into topic named folders, you’ll find using them with categories is much better. Why? Because the mail is delivered to your Inbox after it’s categorized. That way you can still read and act on the mail.
In contrast, the problem with using rules to auto-file into folders is the mail goes directly to the folder and you don’t see it. As a result, you are unlikely to set up rules for use with business critical mail—which is most of your mail! You’ll probably only use auto-folder-rules for newsletters and other low-priority mail, and so you are missing a major time-saving opportunity.
Drag Everything to Single Folder
After auto-applying categories with category rules (and acting as needed on that mail in the Inbox) all you need to do at the end of the day is drag all that mail into your single Processed Mail folder in one step. It’s so much faster than manually filing (and much safer than auto-filing into folders)!
Free Video on How to Use Outlook Rules with Categories
To learn how to use Outlook Rules with categories, scroll down to video #23 at this link. That video happens to be a free one (others on that page are part of the paid lessons).