Organize – Ravi Shankar

One way of organising Gmail Inbox using the Filter option available as part of the settings. Let us say you want to move all your “Amazon” related emails from Gmail Inbox to another label.

Navigate to Gamil Settings then “See all settings”

Click “Create a new filter” option under Filter and Blocked Address tab.

In the From field enter “Amazon” or the address/mails which you want to move from your Inbox then click “Create filter”

I have gone with the above option, Skip the Inbox, Mark as read, Move the emails to a label “Amazon”. To apply this filter immediately, select “Also apply filter to matching conversation.

Now all the matching emails will be moved to the “Amazon” folder and marked as unread. Initially this operation might take time depending upon the no of emails matching the filter criteria. Any new email matching the filter condition will be automatically moved to this label.

We had already seen about creating email templates to avoid repetitive work in Outlook 2016, 2013 and 2010. Auto Text is another template like feature that allows users store pre defined text which gets highlighted when you start typing the first few lines of the text and pressing Enter key will automatically populate the text.

Creating Auto Text entry in Outlook

You can create AutoText templates for the text which gets used very often when you are writing an email in Outlook. For example, if you send lot of emails to your subscribers then you can add some thing like “Dear readers” as a AutoText entry. This can be done by typing Dear readers in New Message window, then press Alt + F3 after selecting the text. This would display the following Create New Building Block window.

You can provide a description for your new entry and click Ok button. Now when you start typing first few letters of “Dear Readers”, Outlook will start highlighting the AutoText entry as shown below.

On Pressing Enter key, “Dear Readers” will be automatically populated in the message window.

Manage AutoText entries in Outlook

Users of Outlook can manage AutoText entries by using option available as part of Insert menu. Click the Insert menu in New Message window, then Quick Parts –> AutoText. Right clicking on the AutoText entries will display menu list with Organize and Delete option.

Using the Building Blocks Organizer, users can Edit, Delete and Insert AutoText entries in Outlook 2010.

De-Clutter Gmail Inbox using filters.

How to use AutoText template in Outlook

Creating Auto Text entry in Outlook

Manage AutoText entries in Outlook