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Welcome back to bite-sized top tips – this time, we’re focusing on Outlook. If your inbox feels like it’s exploded and is controlling you, this one’s for you. Since January 2025, I’ve ended each day with fewer than ten emails in my inbox – and often, none. Here’s how you can do it and a few other ways to use Outlook to stay organised:
Create three folders: Action, Waiting For, and Read Later.
As non-case emails come in, if you can deal with them in less than two minutes, do so. If not, file them into one of these folders. Then block out time to deal with each folder. Be ruthless.
Create a folder for each case. Handle any emails that take less than two minutes as they arrive. If they’ll take longer, move them (unread) to the relevant case folder – just drag and drop. Then block out time to deal with the case folder.
At the end of the case, move all the emails (including sent items) to your main case file.
To move a message unread, adjust your settings:
To block out time, use the Create an Appointment function to add it to your diary quickly. The original email (and its attachments) will be attached to the calendar entry – so no need to hunt for it later.
You can also colour-code the appointment using the Categorise function. Delete the appointment once it’s done (you are paying for that data storage!).
If your Outlook syncs with your chambers’ diary management system, create a separate calendar in Outlook to avoid driving the clerks mad. Use the new calendar to schedule deadlines, prep time, and admin tasks.
If you regularly send similar emails (e.g., direct access responses), create an Outlook template to insert your standard wording in just a few clicks.
Undo Send – simple and a GDPR lifesaver. Add a one-minute delay to outgoing emails under the Compose settings.
Working late or want an email sent at a specific time (e.g., when filing a skeleton argument)? Use Schedule Send to choose the date and time. Test it first to ensure your setup sends the email even if your computer is asleep.
Create rules to filter and sort emails automatically. For example, I have rules that move SharePoint notifications into one folder. Try it for specific senders or subjects – it’s a huge time-saver.
You can – and should – delete emails from Outlook. (It’s liberating.)
For case emails, once you’ve moved them from your Outlook folder to your main case folder, delete them from Outlook. For admin emails, move them to a dedicated folder if you need to keep them – otherwise, delete as you go.
In the week between Christmas and New Year, instead of finishing the cheese board, get your mailbox New Year Ready. Move case emails to your main case folder and delete what you can. Sort all your emails (including deleted items) by date and delete anything outside your data retention timeframe. Then sort by size and delete large emails you don’t need. Make sure you’re not paying to store or back up multiple copies of the same thing.
Finally, use Teams for internal comms so your inbox stays focused on external emails.
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Elizabeth Bowden is a barrister at College Chambers, Southampton and practises in family finances and civil litigation. Elizabeth is never too far from a spreadsheet and is evangelical about tech.
Welcome back to bite-sized top tips – this time, we’re focusing on Outlook. If your inbox feels like it’s exploded and is controlling you, this one’s for you. Since January 2025, I’ve ended each day with fewer than ten emails in my inbox – and often, none. Here’s how you can do it and a few other ways to use Outlook to stay organised:
Create three folders: Action, Waiting For, and Read Later.
As non-case emails come in, if you can deal with them in less than two minutes, do so. If not, file them into one of these folders. Then block out time to deal with each folder. Be ruthless.
Create a folder for each case. Handle any emails that take less than two minutes as they arrive. If they’ll take longer, move them (unread) to the relevant case folder – just drag and drop. Then block out time to deal with the case folder.
At the end of the case, move all the emails (including sent items) to your main case file.
To move a message unread, adjust your settings:
To block out time, use the Create an Appointment function to add it to your diary quickly. The original email (and its attachments) will be attached to the calendar entry – so no need to hunt for it later.
You can also colour-code the appointment using the Categorise function. Delete the appointment once it’s done (you are paying for that data storage!).
If your Outlook syncs with your chambers’ diary management system, create a separate calendar in Outlook to avoid driving the clerks mad. Use the new calendar to schedule deadlines, prep time, and admin tasks.
If you regularly send similar emails (e.g., direct access responses), create an Outlook template to insert your standard wording in just a few clicks.
Undo Send – simple and a GDPR lifesaver. Add a one-minute delay to outgoing emails under the Compose settings.
Working late or want an email sent at a specific time (e.g., when filing a skeleton argument)? Use Schedule Send to choose the date and time. Test it first to ensure your setup sends the email even if your computer is asleep.
Create rules to filter and sort emails automatically. For example, I have rules that move SharePoint notifications into one folder. Try it for specific senders or subjects – it’s a huge time-saver.
You can – and should – delete emails from Outlook. (It’s liberating.)
For case emails, once you’ve moved them from your Outlook folder to your main case folder, delete them from Outlook. For admin emails, move them to a dedicated folder if you need to keep them – otherwise, delete as you go.
In the week between Christmas and New Year, instead of finishing the cheese board, get your mailbox New Year Ready. Move case emails to your main case folder and delete what you can. Sort all your emails (including deleted items) by date and delete anything outside your data retention timeframe. Then sort by size and delete large emails you don’t need. Make sure you’re not paying to store or back up multiple copies of the same thing.
Finally, use Teams for internal comms so your inbox stays focused on external emails.
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