What does a red color-coded sign or folder mean to you? Many of us think 'Urgent' or 'Stop' or 'Hot'. We know that our attention is needed for something. We can use red to mean that when an emali has arrived in your inbox from a VIP. Usually my clients make the emails from their boss and/or key customers turn red when they arrive. Then, the red-titled emails get their attention right away.
Similarly, team leaders color-code the emails from their team members so they stand out from their general correspondence.
Other times you might want to color-code are:
- Personal messages
- From financial institutions (green representing money for this group)
- Vendors & suppliers
- Particular Projects
Remembers, usually it's best to move emails into related folders. That's explained in this post: Moving Emails in Outlook. For those emails that still make it to your inbox color-coding will catch your eye and increase your productivity and effectiveness in handling the most important messages.
Here are the steps to color code your messages in Outlook 2002/3:
- Click on the email message you want to use as the example for the colorizing. For example,
- you might want all messages from Susan Mrugal (your boss) to turn red.
- Click on tools then organize.
- A box 'Ways to Organize Inbox' will open. This menu will appear like this:
- Click on Using Colors along the left margin.
- Select the from / to in the first box to the right of 'Color message' drop down menu.
- Select the color (red in this example) for these messages from the drop-down menu.
- Click Apply Color.
- Verify that the color coding was done by looking in your Inbox.
- You're done!