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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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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.
Far-ranging month for the Chair of the Bar
Endometriosis Awareness North, a charity raising awareness of endometriosis and supporting those affected across the North of England, has received a £500 boost from AlphaBiolabs via the company’s Giving Back initiative
Marie Law, Director of Toxicology at AlphaBiolabs, examines the most recent data on alcohol misuse in the UK, and the implications for alcohol testing in family proceedings
Clement Cowley, Partner at The Penny Group, explains how tailored financial planning can help barristers take control of their finances and plan with confidence
Marie Law, Director of Toxicology at AlphaBiolabs
A £500 donation from AlphaBiolabs has been made to the leading UK charity tackling international parental child abduction and the movement of children across international borders
Seeing the full picture – Baljit Ubhey OBE outlines the CPS action plan to tackle violence against women and girls, offering insights directly relevant to courtroom practice
Lauren Fullerton examines the how, what and why of setting up a second chambers base
Heritage as an anchor and a compass, finding our common humanity and embracing the power of the outsider – Melina Antoniadis’s lessons learnt
Is the Judicial Conduct Investigations Office process fit for purpose? Women barristers’ experiences of bullying are not being reported or, if they are, they are not making it through the system, says Tana Adkin KC
Review by Daniel Barnett
