Someone please tell Microsoft to fix the drawbacks 😛 TIMESTAMPS 00:00 Inbox Zero for Outlook 00:18 Benefits of Inbox Zero 00:45 Microsoft Outlook Settings 03:03 Categories for Inbox Zero 04:51 Daily Workflow Example 08:21 How to Apply to Your Own Inbox 08:33 Microsoft Outlook Drawbacks
💡just create a rule call it "archive" -> conditions = "apply to all messages" -> action = "move to" "archive". This will move all your mails automatically to archive, later just delete the rule and your inbox is 0. Hope this helps!
I LITERALLY LOVE YOU. I'm using the Inbox Zero method for Gmail for months now and I never had my inbox so organized and clean. I need to use Outlook too for work but I was always so confused because I never used it, it's less intuitive to me. So this video will be a game changer for sure. So thank you in advance, I'm going to watch and follow the steps this evening!
@jeffsu quick question. I like the use of categories versus folders. It’s more effective as you label and archive together. Creating quick steps to reduce all the actions to one click is a real time saver as well. However only issue is see is that on Outlook for iOS and iPad you cannot see categories this have to either search for the email or trawl through your archive folder 😢
I use the Outlook app in Windows, and not the web version. Most of these doesn't work in that option. Can you please make one for the Outlook app. This is very helpful.
@@JeffSu Thanks a lot. I really liked the colored categories options. Unfortunately, I cannot add in under favorites when using the Outlook App. Ill try the folder idea.
Another issue is that categories don't work at all on iOS so if you want to use the same system on your iPhone, a workaround is to use folders instead of categories. It works the same, just use "V" to move an email to a folder.
@@JeffSu Yes, I found this out after applying your Gmail inbox zero tutorial to my Outlook. As Steve suggested, I made the categories into folders. I then changed my swipe actions on my iPhone's Outlook app. I swiped right to mark it as unread. I swiped left to move to the desired folder. This helps me out in the morning, as I can quickly organize my inbox before I head into the office. I still use categories when I get to my desktop. For example, instead of a "Waiting" folder, I have a "Delegate" folder. When I arrive at work, I can categorize who I have assigned the request to after I have forwarded the email.
I did your Inbox zero for gmail, it’s been the biggest help! Now I’m back to sort out my Outlook. Thank you so much for all the time and effort you’ve put in to keeping us sane 🙌🏽🧘🏽♀️
@@JeffSu check the top ribbon when you open an email. You can create “quick steps” that perform multiple actions at once. So you could create a shortcut that will archive AND add your chosen category, or categorise and move to a folder, for examples
@@JeffSu I also use Quick Steps for Inbox Zero - it works *almost* as easily as the Gmail workflow! With Quick Steps you use CTRL + SHIFT + # (1-10) to categorize and move emails, but the drawback (for my setup at least) is that you’d be limited to 10 categories.
You're a hero! I loved the inbox zero workflow at my old company that used Gmail. Last year switched to a new company that used Outlook and tried many methods to get as close as possible but they were so clunky. I literally gasped when I saw this video, thank you!!
Hey Jeff! I really really love your content and I appreciate your work. It just makes my work 10x easier. I love how you create your videos. Can you please make a tutorial on how you edit your videos. It'll be great help to make a presentation video.
Hi @jeffsu, love your videos and have used the Gmail version for many years. My new org uses classic (as do many others) - I don't know how much of an audience this has, but I wanted to make a formal request and suggestion to show how this might best work in that version. This workflow is invaluable to me, and I am completely lost. Kind Regard!
I stumbled upon your video on "Inbox Zero for Outlook - Step by Step Guide" and I must say it was incredibly helpful! Your step-by-step approach made it easy for me to follow along and apply the techniques you shared. As someone who often struggles with email overload, I found your tips and tricks to be practical and effective. I especially appreciated how you explained the rationale behind each step, which helped me understand the principles of inbox zero better. Thank you for taking the time to create this video and share your knowledge with us. Your efforts are greatly appreciated, and I look forward to implementing your suggestions in my daily routine. Keep up the excellent work!
Ok. The inbox is zero, but when will all the work get done? I tried once that 2 minute rule. After three days I quit as I had done nothing else than those 2 minute emails.
Loved this! I have to use outlook for work. To get around combing through sent to move a message to waiting, I auto bcc myself and have a rule to send those emails to the waiting folder. For emails I don’t need to wait on, I remove myself from bcc. Pretty easy.
Jeff's self-promotion at 3:31, also at 5:22. So back to Outlook, I have to use this 2000s-style, old-school email app at my workplace. And one thing is unacceptable, I found sometimes people have replied to me, but I don't get any notifications........
Out of curiosity, is the web version better than the desktop version? The one thing I dislike about Outlook is that the rules don’t sync between web and desktop.
it is incredible how much you are essential and minimalistic! I used for 1 year the inbox zero method in gmail… unfortunatly… the migration catastrophy to outlook destroyed the hard work and the Atomic Habit. I’m struggling woth Outlook. One suggestion to speed up the process you can assign shortcut to the quick rules of categorization. Bye
I think you can ctrate an auto archive property for your main inbox and it would auto archive older emails. That would be one way to get most of the emails out of your inbox to archive.
Great video Jeff! I've just spent the first hour of my day implementing this. Shoutout to a comment I read about using a rule to move emails to archive, I had 14k emails in the inbox to start!
So I tried to do this in the Outlook program but for some reason I can't find the ability to favorite a category. Either I'm blind and online documentation is hard to find. Or it's impossible to do in the program (?!) and only possible in the web app.... Am I missing something when it comes to Inbox Zero in the Outlook program, without having to use the web version?
The features aren't there for the mobile app. The workflow is the same for desktop version (even though you can't favorite the categories, you can use the folders instead)
Hey Jeff! This is amazing. You saved my life since I moved job and had to switch to using outlook. 😢 In your GMail video tutorial, you showed us how to automatically archive the accepted email from calendar invitation. I wonder if we can set up something similar to that in outlook.
Aw man, I'm sorry you had to switch to Outlook from Gmail haha Yes you just need to identify a "keyword" within the accepted email and create a rule around it!
Hi Jeff. Where did the video for the Gmail setup go? I just came back from a conference where someone recommended it and it says it’s private/unavailable… Please help! I’m dying to get started with this!
@@JeffSu But it's still the best we had. :D I was looking for it too so I could recommend for some friends also.. Any plans on updating a gmail version again?
@@HenriqueBonadio My previous inbox zero videos are outdated now unfortunately 😅. BUT subscribers to my (free) Workspace Toolkit receive regular invitations to my live workshops, and Inbox Zero is one of the topics! Feel free to sign up here: academy.jeffsu.org/?
Jeff, I love your approach. This setup has helped me regain control of my inbox. Question, I don’t believe Outlook mobile has categories available. How do you manage your inbox on the move? Have you found a work around? Thank you! Keep up the great content!
You can use folders instead of categories, as other viewers pointed out. Just setup three new folders as sub-folders of the inbox. Call them the same as shown in the video. Clear the inbox using the "V" key in order to move e-mails to the designated folder. Once the e-mail has no use for the folder anymore, just use the "E" key to archive. That should work also on the mobile or the tablet.
Hi @JeffSu - thanks for the great video! Annoyingly it seems as though Microsoft have taken away the option to set the default to "Open Previous Item" in Outlook for some obscure reason. Am I just being daft and if not then is there any sort of workaround you're aware of?
Like most people, I really dislike Outlook, and use something else. Currently my favorite is Spark email for my MacBook Pro (also main email app for iPhone and IPad Pro). I’d love to see this modified for Spark. Great overall ideas here though. Especially like the GTD approach integrated in here. Thanks! 😎👍
Jeff, the video came on such good timing --- I just recently moved to a new company that doesn't use Gmail but Outlook instead. I need to re-learn stuff including inbox zero for the Outlook app, this helps immensely. Thanks for the video!
I was sad when new company said we are going to use Outlook, as I'm used to Gmail - but then I saw Jeff had a video ready and I know I'm going to be okay!
Hi Jeff, thank you for making an Outlook version! The "categories" and workflow is SUPER helpful. However, among many drawbacks of Outlook, one of my biggest frustration so far is that the desktop app doesn't seem to display "categories" on the sidebar as it would once you marked as favourite. I tried going to the settings in the desktop app but couldn't fix it, I might miss something tho. If anyone knows how to change that, please let me know. Thanks!
The way I solved this on desktop app is setup a search folder and pick categorised mail then I get a view similar to gmail seeing multiple categories at once.
Hi Jeff. Just recently came across your content - love it! I subscribed immediately. Two questions: 1. How many folders/labels/categories do you maintain? 2. If you’re on a mailing list, do you just pre sort them into folders?
Great video! I recognize the problem with filters from gmail not quite working in Outlook. As a solution I created folders with action, waiting and read through instead of categories filters. Then as a bonus I created a rule in Outlook that all emails that come from my own email address in the bcc, that they automatically go to the folder waiting on read with a reminder for 3 days. This is a faster way for me than moving separately . Hopefully this tip will help you or one of your subscribers 🙏 Your video about zero inbox for gmail has helped me a lot to structure my work email and private email. this has enabled me to make significant strides in my personal life and career. Because of this structure I am in control of my mailboxes in a corporate job. Thanks for sharing!
@@JeffSu Around 1.40 minutes you will show how to create categories in Outlook that correspond to the labels in Gmail, action, waiting and read through. With Outlook in the app or in the browser version, I noticed that the categories function does not work well, as it does in Gmail. As a work around I use folders called action, pending and read through in Outlook instead of categories. I thought I understood around 09:40 minutes or at least in part 4 that Outlook has a few draw backs. I think the folder structure instead of category labels has a possible solution for this, as you also indicate around minus 10.12. Accidentally looked over it. Good video, I was able to apply some new settings in my own set up. Thanks for sharing and kind regards from the Netherlands 🙏
To make your e-mail workflow even faster, I stop using category when I realized there is more action, but I use folder to place email with shortcut V to move (naming folders : follow up/Reading/Read through) It’s save the action to move from the inbox and doesn’t require to archive at this step 😊 (thanks Jeff, and Microsoft need to do take action to change their system, Google is way more ergonomic to use) A guys trying to survive on Outlook .. 🎉
@@JeffSu Thanks for the video ! I don't know quite why but I just don't get along / like outlook on the web so use the desktop client and am also using Tokyo By Bicycle's method of folders, I have To Do To Read Waiting
Hey, this was a great idea and one I just implemented. It lets me keep my categories for several projects I manage in tact with no need to add then subtract additional categories for Follow up, Waiting and Read.
Is there a way to mirror the favorites in the Outlook desktop app? The favorites don't transfer over from the Outlook web browser. I tried creating rules but I don't think it applies to archived messages.
Hi! Is there a way to utilize the correct settings if you're using the desktop app instead of the website? I'm having difficulty finding them on the app.
Can anyone recommend a video that explains the steps for the paid version of outlook? Settings look very different... Thanks! I followed the steps in the free version but the changed settings are not "passed through" to the paid version unfortunately.
I really liked this video. Unfortunately many of the setting changes i could not find on the desktop app or the office 365 web version. Any recommendations?
Thank you for this incredible video! I do have one question though: is there ever a time you delete certain emails rather than moving them into the archive? What is the benefit of archiving an email rather than simply deleting it, and if the sole benefit is to be able to access it again, how is that different from the "Read Through" option?
Hi, if all emails are under Archive and without the category. How do we search for them when we need to locate them again? Sometimes after awhile, will tend to forget the exact sender name or subject. Any tips on that when executing this inbox zero strategy?
I have several e-mail accounts that I use in Outlook. One of them is a Gmail account. It doesn't support outlook categories. Is there a way to make it work with a gmail account (other than using the original gmail method and app with tags)
I tried to implement this. But like others have said the categories are not available on mobile. Not on the app or de mobile website. It's like Microsoft saw labels from google and started to implement them and then just stopped. So frustrating i will look for alternatives.
I'm at a company migrating away from google workspace to microsoft for a variety of reasons, so I found this video very helpful! the lack of pre-categorizing is annoying... I'm wondering if there isn't a way you could set up a Rule? for example you could set up a contact for each category (name the contact 01, 02, 03) where you add +01, +02, and +03 to your username in the address. then just BCC those addresses on your email, and set up rules to pre-categorize them. Might seem clunky at first but I'm sure you'd get the hang of it, and i like it more than putting a keyword into the email itself or subject line
What do you do with emails that might be useful in the future, for example, for a project you're working on that you may or may not need to refer back to?
Hey Jeff - So I've completed these steps as you;ve outlined; however, the categories do not show up in the outlook native app on windows 11. Any insight here as I prefer the native app rather than the web version.
I need to use Outlook Desktop App due to calendar integrations. Are you able to quickyl demonstrate how to do this for the desktop app as it does not align to the web app
If you use the desktop and the web client is there anyway of getting the two set ups to syn as the whole categories view is very different in the desktop, I haven't got a clue how to get the categories to show like folders in the desktop view
Thanks Jeff. This is so helpful. How do I display categories in outlook's sidebar ? it works on the outlook web however, when i switch to the outlook desktop version, I couldn't find it working.
I used gmail in my previous job for 5 years and I’ve been using outlook for 1.5 years now at new company and I still hate it. It’s so inefficient to archive emails and sometimes rules didn’t work and my company server delete emails regularly that are not archived so I have to manually move emails to category folders all the time. And I have multiple clients, there are multiple projects going on so I need to archive those emails in each client’s folders and sub folders. MS doesn’t provide filtering entity’s email address why thoooooo! I’ll think about how I can apply this method in my case, but looks convenient! Thank you Jeff!
Great job, use outlook for work and didn't know about those initial settings ...yes makes searching emails confusing when seeing those top results.. now I can turn that off 😀
Hey Jeff! Love you content - you used to have a similar tutorial for Gmail that I'd saved. I just got a new email account & was hoping to find that tutorial...looks the link I have has that video as private. Where would I be able to find that tutorial? - thanks in advance for your help, you've helped my productivity game so much! 🙏
I use folders instead of categories in Outlook because the mobile app has a "move to" swipe option, but not a "categorise" swipe option. Once I'm finished with an email thread it gets moved to the archive folder, which is the equivalent of removing the category.
Can you do a video on setup quick steps to send emails on the web version of outlook. I have them on the desktop but can find it on the web version to start new emails. And love your video I just did this to me email at work an it has helped me so much.
Thanks for the video, like to try it out. But I have different opinion on the 3rd drawback, because of slightly different way for pre-category. When it’s pre-category, it’s usually not important right now, but needed or may be needed later. So I actually don’t need to see them now in inbox, save my time to acknowledge it. Especially newsletters, for me I rarely read them, it’s great they disappear automatically in my inbox by using folder. For trips, there are always somewhere else for example calendar trigger me to follow up any reservations email, so I can go into that category only the day when it’s the time.
Anyone know how to apply Inbox Zero using the Outlook app on a MacBook? I unfortunately don’t like using Outlook on the web but can’t figure out how to create quick steps, or how to favorite categories. I feel out of luck without just applying the proper label and dragging it to the correspond folder I created.
@@JeffSu got a reply for Jeff! What a great way to start the day. I will just use the folder system as you suggest. I do not like the web app at all for some reason. Thank you!!
Did that for me and it works extremely well. So glad to have it done. But did one figure out how to use this system also on IOS Outlook app? I can't find out how to access the emails categorized in my archive folder.... :(
@@JeffSu That’s true, It requires to remember something of the email I categorized as e.g., follow up. But I found out that searching for the category name works fine, although being much more effort than on desktop.
In Outlook, is there any way to view the labels we want on a home page? How do you have it on gmail (Inbox; Follow-up and Read Later)? Or do we always have to view label by label?
I've been using this for the past 3 weeks and it is been working well. One downside to it is that I cannot access the "follow up" messages on my android app. It only allows me to see folders, not categories. Anyone has any ideas/solutions?
I utilize rules and typically just run all of my rules and put emails from each person or company I am in contact with into their respective folders…. Would this be a better solution do you think? If anyone has any thoughts please let me know!
Someone please tell Microsoft to fix the drawbacks 😛
TIMESTAMPS
00:00 Inbox Zero for Outlook
00:18 Benefits of Inbox Zero
00:45 Microsoft Outlook Settings
03:03 Categories for Inbox Zero
04:51 Daily Workflow Example
08:21 How to Apply to Your Own Inbox
08:33 Microsoft Outlook Drawbacks
They aren't drawbacks as much as you don't know how to do it the MS way. I find Outlook way better than Gmail.
Have you used service called SaneBox?
To archive all emails in the inbox, you can create a temporary rule to run on the inbox
@@anshulnarula738 yea. He didn't quite explain what rules were correctly.
@@madwhitehatter You're probably right Scott! I've only seriously used Outlook for less than a year unfortunately 🥲. Do you have any tips for me?
💡just create a rule call it "archive" -> conditions = "apply to all messages" -> action = "move to" "archive". This will move all your mails automatically to archive, later just delete the rule and your inbox is 0. Hope this helps!
This is awesome! Thanks for sharing!!
Real MVP I did this took about 2 hours but it works
@@malmonte Awesome!!!
Thank you so much for sharing its work perfectly.
Worked like a charm!
I LITERALLY LOVE YOU. I'm using the Inbox Zero method for Gmail for months now and I never had my inbox so organized and clean. I need to use Outlook too for work but I was always so confused because I never used it, it's less intuitive to me. So this video will be a game changer for sure. So thank you in advance, I'm going to watch and follow the steps this evening!
No worries Alessia, hope you enjoy this workflow!
(p.s. feel free to share the love with your colleagues 😉)
Literally 🙏🏽
@@AlexaThinks Hahaha no problem my friends!!
@jeffsu quick question. I like the use of categories versus folders. It’s more effective as you label and archive together. Creating quick steps to reduce all the actions to one click is a real time saver as well. However only issue is see is that on Outlook for iOS and iPad you cannot see categories this have to either search for the email or trawl through your archive folder 😢
@@spirosfatouros6900 yea the mobile apps are lacking 😭
I use the Outlook app in Windows, and not the web version. Most of these doesn't work in that option. Can you please make one for the Outlook app. This is very helpful.
It's basically the same. You will just use folders instead of categories
@@JeffSu Thanks a lot. I really liked the colored categories options. Unfortunately, I cannot add in under favorites when using the Outlook App. Ill try the folder idea.
Another issue is that categories don't work at all on iOS so if you want to use the same system on your iPhone, a workaround is to use folders instead of categories. It works the same, just use "V" to move an email to a folder.
Great point, thanks for sharing Steve!
@@JeffSu Yes, I found this out after applying your Gmail inbox zero tutorial to my Outlook. As Steve suggested, I made the categories into folders. I then changed my swipe actions on my iPhone's Outlook app. I swiped right to mark it as unread. I swiped left to move to the desired folder.
This helps me out in the morning, as I can quickly organize my inbox before I head into the office. I still use categories when I get to my desktop. For example, instead of a "Waiting" folder, I have a "Delegate" folder. When I arrive at work, I can categorize who I have assigned the request to after I have forwarded the email.
@@alexbrunner_Tucker_USA That makes a lot of sense! Thanks for sharing Alex!
Nice suggestion! Also this works for the desktop app since you can't have categories as favorites.
I did your Inbox zero for gmail, it’s been the biggest help! Now I’m back to sort out my Outlook. Thank you so much for all the time and effort you’ve put in to keeping us sane 🙌🏽🧘🏽♀️
No problem at all, glad you found this helpful 😁
You use Gmail AND outlook?
@@santiagomeza1599 Sure why not
Why can't I find the Inbox Zero for Gmail? :( @@JeffSu
@JeffSu, it looks like you made the Gmail videos for Inbox Zero private. Are there any plans to make them Public again in the future?
Hi Jeff, just a note on how this could be improved, using 'Quick Steps' to categorise and move emails, or uncategorised and move to archive.
Wait what's quick steps? 🤯
@@JeffSu check the top ribbon when you open an email. You can create “quick steps” that perform multiple actions at once. So you could create a shortcut that will archive AND add your chosen category, or categorise and move to a folder, for examples
@@mikejaydavies Oh wow, had no idea this was a thing, thanks Michael and Evan!
@@JeffSu I also use Quick Steps for Inbox Zero - it works *almost* as easily as the Gmail workflow! With Quick Steps you use CTRL + SHIFT + # (1-10) to categorize and move emails, but the drawback (for my setup at least) is that you’d be limited to 10 categories.
@@superstarblue1 Quick question: Is quick steps limited to the paid version of Outlook and/or the app? I can't find it on Outlook for the Web
You're a hero! I loved the inbox zero workflow at my old company that used Gmail. Last year switched to a new company that used Outlook and tried many methods to get as close as possible but they were so clunky. I literally gasped when I saw this video, thank you!!
So what do you think Megan? 😁
@@JeffSu It's awesome!
Hey Jeff!
I really really love your content and I appreciate your work. It just makes my work 10x easier.
I love how you create your videos. Can you please make a tutorial on how you edit your videos. It'll be great help to make a presentation video.
I'll probably do a video like that later this year! Thanks Yaseen 😁
@@JeffSu Thank you very much Jeff. I've sent you additional information on Instagram.
I hope you got it.
Hi @jeffsu, love your videos and have used the Gmail version for many years. My new org uses classic (as do many others) - I don't know how much of an audience this has, but I wanted to make a formal request and suggestion to show how this might best work in that version. This workflow is invaluable to me, and I am completely lost. Kind Regard!
Will do soon!
I stumbled upon your video on "Inbox Zero for Outlook - Step by Step Guide" and I must say it was incredibly helpful! Your step-by-step approach made it easy for me to follow along and apply the techniques you shared.
As someone who often struggles with email overload, I found your tips and tricks to be practical and effective. I especially appreciated how you explained the rationale behind each step, which helped me understand the principles of inbox zero better.
Thank you for taking the time to create this video and share your knowledge with us. Your efforts are greatly appreciated, and I look forward to implementing your suggestions in my daily routine. Keep up the excellent work!
That's great to hear my friend! Thank you!! 😁
@@JeffSu i dont see the video called "Inbox Zero for Outlook - Step by Step Guide". where can i watch it?
Ok. The inbox is zero, but when will all the work get done?
I tried once that 2 minute rule. After three days I quit as I had done nothing else than those 2 minute emails.
Wait so you should have been super productive right?
Loved this! I have to use outlook for work. To get around combing through sent to move a message to waiting, I auto bcc myself and have a rule to send those emails to the waiting folder. For emails I don’t need to wait on, I remove myself from bcc. Pretty easy.
That's a GREAT tip Veronica!
Hi! @Veronica! How do you auto bcc yourself? I've tried so many times and I keep doing it manually for every email! 😢
Well done! Nice that you acknolwedge the drawbacks as no system is peefect.
Just telling the truth 😁
Could you please make a video for setting up inbox zero on Apple Mail? Love your vids! 🙏🏼
I don't use Apple Mail but I might if I ever start!
@@JeffSu in that case I would recommend using Apple Mail!
Jeff's self-promotion at 3:31, also at 5:22.
So back to Outlook, I have to use this 2000s-style, old-school email app at my workplace. And one thing is unacceptable, I found sometimes people have replied to me, but I don't get any notifications........
Whatttttttt, who self-promoted, I just heard it's a GREAT newsletter to subscribe to.... 😏
self-promoted x 3
@@janicexu95 😇
I agree with you on why outlook hasn’t given us the option to select all! It drives me nuts. 😅
I know right???
... and the same to this day
Out of curiosity, is the web version better than the desktop version? The one thing I dislike about Outlook is that the rules don’t sync between web and desktop.
I think the desktop version is more powerful. But since I don't use Outlook for work, I'm cool with the web version!
it is incredible how much you are essential and minimalistic! I used for 1 year the inbox zero method in gmail… unfortunatly… the migration catastrophy to outlook destroyed the hard work and the Atomic Habit. I’m struggling woth Outlook. One suggestion to speed up the process you can assign shortcut to the quick rules of categorization.
Bye
Wait so are you still using Outlook haha
Will this work on the desktop application as well as the web view
I haven't used the desktop app BUT I believe the desktop app has even more features so this should definitely work
@@JeffSu Brilliant thank you!!
@@samuelrosa1628 You're welcome!
I think you can ctrate an auto archive property for your main inbox and it would auto archive older emails. That would be one way to get most of the emails out of your inbox to archive.
Yes another viewer mentioned I could create a rule to archive everything. Thanks for sharing Geet!!
On the desktop version they don't even have a keyboard shortcut to apply a category. Outlook is going out of its way to push people to Gmail
Great video Jeff! I've just spent the first hour of my day implementing this. Shoutout to a comment I read about using a rule to move emails to archive, I had 14k emails in the inbox to start!
That comment was 👌🏻! And glad to hear you got to 0 😁
So I tried to do this in the Outlook program but for some reason I can't find the ability to favorite a category. Either I'm blind and online documentation is hard to find. Or it's impossible to do in the program (?!) and only possible in the web app....
Am I missing something when it comes to Inbox Zero in the Outlook program, without having to use the web version?
So I don't use the desktop app, so it might only be possible for the web version :(
Great video, thank you - from someone who uses Gmail for personal email and Outlook for work :)
No problem! Hopefully you are able to achieve inbox zero with Outlook now too!
I needed this! Any ideas how to get this working in the Outlook Mobile app and the desktop version of Outlook?
The features aren't there for the mobile app. The workflow is the same for desktop version (even though you can't favorite the categories, you can use the folders instead)
Hey Jeff! This is amazing. You saved my life since I moved job and had to switch to using outlook. 😢 In your GMail video tutorial, you showed us how to automatically archive the accepted email from calendar invitation. I wonder if we can set up something similar to that in outlook.
Aw man, I'm sorry you had to switch to Outlook from Gmail haha
Yes you just need to identify a "keyword" within the accepted email and create a rule around it!
Is there anyway to show the categories in outlook for mac os? I can't seem to get it to show on navigation pane.
Yea that's the main reason I use the Web version
Only on the web app
Hi Jeff. Where did the video for the Gmail setup go? I just came back from a conference where someone recommended it and it says it’s private/unavailable… Please help! I’m dying to get started with this!
That video is outdated now :(
@@JeffSu But it's still the best we had. :D
I was looking for it too so I could recommend for some friends also..
Any plans on updating a gmail version again?
@@HenriqueBonadio My previous inbox zero videos are outdated now unfortunately 😅.
BUT subscribers to my (free) Workspace Toolkit receive regular invitations to my live workshops, and Inbox Zero is one of the topics!
Feel free to sign up here: academy.jeffsu.org/?
Jeff, I love your approach. This setup has helped me regain control of my inbox. Question, I don’t believe Outlook mobile has categories available. How do you manage your inbox on the move? Have you found a work around? Thank you! Keep up the great content!
Unfortunately not yet! I don't use Outlook mobile app at all haha
Ya, it’s one of the most requested features for outlook for iOS
@@HalfwayHikes interesting!
You can use folders instead of categories, as other viewers pointed out. Just setup three new folders as sub-folders of the inbox. Call them the same as shown in the video. Clear the inbox using the "V" key in order to move e-mails to the designated folder. Once the e-mail has no use for the folder anymore, just use the "E" key to archive. That should work also on the mobile or the tablet.
Does the C, E and other shortkeys applies for Pc? Non-mac?
Yes!
@@JeffSu i love you already! My boss outlook is swimming in old emails. Thank you. God bless you.
This was fantastic!! Outlook makes things a bit clunky from the Mac app but online worked great for setting it up. Thanks Jeff!!
Glad to hear it!! 😁
Hi @JeffSu - thanks for the great video! Annoyingly it seems as though Microsoft have taken away the option to set the default to "Open Previous Item" in Outlook for some obscure reason. Am I just being daft and if not then is there any sort of workaround you're aware of?
Are you using the web or desktop version?
Like most people, I really dislike Outlook, and use something else. Currently my favorite is Spark email for my MacBook Pro (also main email app for iPhone and IPad Pro). I’d love to see this modified for Spark. Great overall ideas here though. Especially like the GTD approach integrated in here. Thanks! 😎👍
Thanks for sharing!! I've never tried Spark (I've heard of it), might give it a try
I second Spark! It’s been a great email client so far but would love to see how this is modified to adapt to the platform!
69,420 unread emails is wild 😝
FINALLY SOMEONE NOTICED
Jeff, the video came on such good timing --- I just recently moved to a new company that doesn't use Gmail but Outlook instead. I need to re-learn stuff including inbox zero for the Outlook app, this helps immensely. Thanks for the video!
You're very welcome! And congrats on the new role!
I was sad when new company said we are going to use Outlook, as I'm used to Gmail - but then I saw Jeff had a video ready and I know I'm going to be okay!
😁😁
Hi Jeff, thank you for making an Outlook version! The "categories" and workflow is SUPER helpful. However, among many drawbacks of Outlook, one of my biggest frustration so far is that the desktop app doesn't seem to display "categories" on the sidebar as it would once you marked as favourite. I tried going to the settings in the desktop app but couldn't fix it, I might miss something tho. If anyone knows how to change that, please let me know. Thanks!
Yea other viewers said the same thing :(. I really wish Microsoft would maintain feature parity across their platforms 😂
The way I solved this on desktop app is setup a search folder and pick categorised mail then I get a view similar to gmail seeing multiple categories at once.
@@dharbert wait what’s a search folder
@@JeffSuonly available on Desktop 😅
@@rivobie 😭
Hi Jeff. Just recently came across your content - love it! I subscribed immediately. Two questions:
1. How many folders/labels/categories do you maintain?
2. If you’re on a mailing list, do you just pre sort them into folders?
1. Around 10
2. Nah, just a newsletter folder
Great video! I recognize the problem with filters from gmail not quite working in Outlook. As a solution I created folders with action, waiting and read through instead of categories filters. Then as a bonus I created a rule in Outlook that all emails that come from my own email address in the bcc, that they automatically go to the folder waiting on read with a reminder for 3 days. This is a faster way for me than moving separately .
Hopefully this tip will help you or one of your subscribers 🙏
Your video about zero inbox for gmail has helped me a lot to structure my work email and private email. this has enabled me to make significant strides in my personal life and career. Because of this structure I am in control of my mailboxes in a corporate job. Thanks for sharing!
Thanks for sharing! Sorry I'm not sure I understand, what do you mean by "filters from gmail not quite working in Outlook"?
@@JeffSu Around 1.40 minutes you will show how to create categories in Outlook that correspond to the labels in Gmail, action, waiting and read through. With Outlook in the app or in the browser version, I noticed that the categories function does not work well, as it does in Gmail. As a work around I use folders called action, pending and read through in Outlook instead of categories. I thought I understood around 09:40 minutes or at least in part 4 that Outlook has a few draw backs. I think the folder structure instead of category labels has a possible solution for this, as you also indicate around minus 10.12. Accidentally looked over it. Good video, I was able to apply some new settings in my own set up. Thanks for sharing and kind regards from the Netherlands 🙏
@@chekresh1 Ahhhh got it, thanks for getting back to me!
Hi, great tip! But how did you add the “BCC” rule? I can only choose CC when I try to make that rule, and not BCC.
@@andersstensgaard8362 Are you using Outlook for the web or the app?
You can’t see categories in outlook mobile unfortunately. This is a huge drawback
Yea Microsoft really needs to fix this 😂
To make your e-mail workflow even faster, I stop using category when I realized there is more action, but I use folder to place email with shortcut V to move (naming folders : follow up/Reading/Read through)
It’s save the action to move from the inbox and doesn’t require to archive at this step 😊
(thanks Jeff, and Microsoft need to do take action to change their system, Google is way more ergonomic to use)
A guys trying to survive on Outlook .. 🎉
Hahaha great point! Thanks my friend!
@@JeffSu Thanks for the video !
I don't know quite why but I just don't get along / like outlook on the web so use the desktop client and am also using Tokyo By Bicycle's method of folders, I have
To Do
To Read
Waiting
@@CunningQuestion That sounds like a totally awesome workflow Andrew!
Hey, this was a great idea and one I just implemented. It lets me keep my categories for several projects I manage in tact with no need to add then subtract additional categories for Follow up, Waiting and Read.
@@scottd1342 Awesome to hear Scott!
I wish I had it in me to be this organised 😅😅
Different strokes for different folks Scott 😁
Thank you for the video. I love the concept, but until I can categorize emails on the mobile app, I will continue with folders.
Yea I have no idea why Microsoft doesn't have feature parity across platforms 😅
I did what you suggested, however when I hit "l" for the label folder, the email does not go into the read through folder. It just sits there.
Did you enable keyboard shortcuts?
Is there a way to mirror the favorites in the Outlook desktop app? The favorites don't transfer over from the Outlook web browser. I tried creating rules but I don't think it applies to archived messages.
Yea unfortunately I don't know why Microsoft doesn't implement feature parity across platforms...
Hi! Is there a way to utilize the correct settings if you're using the desktop app instead of the website? I'm having difficulty finding them on the app.
Settings should be the same except for the category feature
Can anyone recommend a video that explains the steps for the paid version of outlook? Settings look very different... Thanks!
I followed the steps in the free version but the changed settings are not "passed through" to the paid version unfortunately.
I only use the free version :(
I really liked this video. Unfortunately many of the setting changes i could not find on the desktop app or the office 365 web version. Any recommendations?
Use folders instead of categories 😁
@jeffSu - It looks like you took your Inbox Zero for Gmail to private. Will you be updating this as I wanted to share it with my team?
It's outdated now :(
Thank you for this incredible video! I do have one question though: is there ever a time you delete certain emails rather than moving them into the archive? What is the benefit of archiving an email rather than simply deleting it, and if the sole benefit is to be able to access it again, how is that different from the "Read Through" option?
Nope, cuz I might want to refer back to them at some point
Would be interested in your thoughts on same strategy for Microsoft Mobile version as I work between desktop & mobile version throughout the day.
I personally don't work on emails on mobile since I am way more productive with a keyboard
Hi, if all emails are under Archive and without the category. How do we search for them when we need to locate them again? Sometimes after awhile, will tend to forget the exact sender name or subject. Any tips on that when executing this inbox zero strategy?
Best to add a label or put them in a folder
I have several e-mail accounts that I use in Outlook. One of them is a Gmail account. It doesn't support outlook categories. Is there a way to make it work with a gmail account (other than using the original gmail method and app with tags)
Unfortunately not since it's not in Microsoft's best interests to serve Google's products 😂
I ran into a glitch and realized I cannot use the categories on the Mobile app. Any suggestions for when I am on the road?
Can you try searching for categories on the app? Sorry I haven't had the chance to use the mobile app yet
I tried to implement this. But like others have said the categories are not available on mobile. Not on the app or de mobile website. It's like Microsoft saw labels from google and started to implement them and then just stopped. So frustrating i will look for alternatives.
I don't know why Microsoft does this 😂
I have been making myself crazy trying to figure out how to add a note to an email. Do you have any ideas?
What type of note?
Excellent just totally excellent, now I gotta wait till morning to do this. Literally HUGS!,
Woohoo let me know how it goes 😁
Great video! How do I do the same on Outlook mobile? The app doesn't let favorite the categories...
You would just use the foldres
I'm at a company migrating away from google workspace to microsoft for a variety of reasons, so I found this video very helpful!
the lack of pre-categorizing is annoying... I'm wondering if there isn't a way you could set up a Rule? for example you could set up a contact for each category (name the contact 01, 02, 03) where you add +01, +02, and +03 to your username in the address. then just BCC those addresses on your email, and set up rules to pre-categorize them. Might seem clunky at first but I'm sure you'd get the hang of it, and i like it more than putting a keyword into the email itself or subject line
That definitely works!
@@JeffSu followup question - why is the Google inbox zero video set to private 😱
What do you do with emails that might be useful in the future, for example, for a project you're working on that you may or may not need to refer back to?
You gotta make the decision to either archive (trust in yourself you won't need it) or snooze it
These settings do not seem to be available in Office 365 E3. Where are all these setting you went thru found in O365 enterprise?
Unfortunately I only use the free web version :(
I followed all the steps and successfully setup outlook on browser but i cant mark categories as favourite on desktop app. I am using Mac. Please help
Yea we gotta blame Microsoft for not having feature parity across devices.......
I do not know how to search comments easily... and do not recall you mentioning it (Sorry if I missed it)
Can others who I email see my label?
Nope
So helpful, i used this workflow for gmail, i started at a new company that uses Outlook and VOILA, ther you were to help me out!! Thanks.
Anytime David!
@@JeffSu I would love if Outlook could add the mutiple inbox feature. I´m not liking the back and forth to the categories. Thanks.
@@molinajuan I know right
Jeff ctrl+a for marking all mails
Ooooooooo gotcha, thanks for sharing!
Do you know if this works with the Windows Desktop App? I am having difficulty adding categories as favorites.
You can replace categories with folders in the desktop app!
Hey Jeff - So I've completed these steps as you;ve outlined; however, the categories do not show up in the outlook native app on windows 11. Any insight here as I prefer the native app rather than the web version.
For the native app you would use folders instead Garry!
Cant find out how to have this working for the outlook app? My labels do not appear and commands do not work.
Unfortunately this only works on the web app
I need to use Outlook Desktop App due to calendar integrations. Are you able to quickyl demonstrate how to do this for the desktop app as it does not align to the web app
Same concepts, instead of categories use folders 😁
If you use the desktop and the web client is there anyway of getting the two set ups to syn as the whole categories view is very different in the desktop, I haven't got a clue how to get the categories to show like folders in the desktop view
Just use folders instead 😁
How can you do this for the Outlook desktop client? I set it up on outlook web, but it does not show up in my outlook desktop client. Thanks.
You just use folders instead of categories 😁
Why i want to delete all microsoft product while using them. They all feel like a monkey on drugs coded them.
😂
Thanks Jeff. This is so helpful. How do I display categories in outlook's sidebar ? it works on the outlook web however, when i switch to the outlook desktop version, I couldn't find it working.
Yea....for some reason Microsoft doesn't have feature parity between platforms (lol)
@@JeffSu No worries. Thanks Jeff
I used gmail in my previous job for 5 years and I’ve been using outlook for 1.5 years now at new company and I still hate it. It’s so inefficient to archive emails and sometimes rules didn’t work and my company server delete emails regularly that are not archived so I have to manually move emails to category folders all the time.
And I have multiple clients, there are multiple projects going on so I need to archive those emails in each client’s folders and sub folders. MS doesn’t provide filtering entity’s email address why thoooooo! I’ll think about how I can apply this method in my case, but looks convenient! Thank you Jeff!
Dam that sounds rough! Especially how your company's IT department deletes emails regularly???
Let me know if you find this workflow helpful!
Great job, use outlook for work and didn't know about those initial settings ...yes makes searching emails confusing when seeing those top results.. now I can turn that off 😀
I know right? I really don't understand why this feature even exists
Can you create a video for Exchange?
I don't use Exchange :(
My company pre set settings that I don't even have the option for display density and only have two options for colors 😤
Dang that sucks
Hey Jeff! Love you content - you used to have a similar tutorial for Gmail that I'd saved. I just got a new email account & was hoping to find that tutorial...looks the link I have has that video as private. Where would I be able to find that tutorial? - thanks in advance for your help, you've helped my productivity game so much! 🙏
It's outdated now :(
@@JeffSu bummer! Hope to see that 2.0 version soon! 🙏
I use folders instead of categories in Outlook because the mobile app has a "move to" swipe option, but not a "categorise" swipe option. Once I'm finished with an email thread it gets moved to the archive folder, which is the equivalent of removing the category.
That's a good point!
I also considering the same idea, since I haven’t found out how to show categories on iPhone. No chance to add to favorites as on PC
Jeff, how come you made your amazing inbox zero video for Gmail private? 😞
It's outdated :(
Can you do a video on setup quick steps to send emails on the web version of outlook. I have them on the desktop but can find it on the web version to start new emails. And love your video I just did this to me email at work an it has helped me so much.
I don't the web version of Outlook has quick steps though 😅
Where's the video for gmail? I heard you mention in another video but cannot find it 😭
It's outdated now :(
How do you apply these recommendations in the desktop version of Outlook?
Same thing, just replace categories with folders
Are you using the web version of Outlook in this video and do you not use the laptop version?
Yup web version only for me. No categories, so you can only use folders for laptop version
If you make these changes on the web version, will it sync with the outlook app?
Yup!
Thanks for the video, like to try it out. But I have different opinion on the 3rd drawback, because of slightly different way for pre-category. When it’s pre-category, it’s usually not important right now, but needed or may be needed later. So I actually don’t need to see them now in inbox, save my time to acknowledge it. Especially newsletters, for me I rarely read them, it’s great they disappear automatically in my inbox by using folder. For trips, there are always somewhere else for example calendar trigger me to follow up any reservations email, so I can go into that category only the day when it’s the time.
Great points my friend!
@jeffsu, why are the categories not active on the Outlook app?
Ask Microsoft :(
Anyone know how to apply Inbox Zero using the Outlook app on a MacBook? I unfortunately don’t like using Outlook on the web but can’t figure out how to create quick steps, or how to favorite categories. I feel out of luck without just applying the proper label and dragging it to the correspond folder I created.
Honestly the concept is the same: forget about categories and use folders for follow up, waiting, and read through
@@JeffSu got a reply for Jeff! What a great way to start the day. I will just use the folder system as you suggest. I do not like the web app at all for some reason. Thank you!!
Did that for me and it works extremely well. So glad to have it done. But did one figure out how to use this system also on IOS Outlook app? I can't find out how to access the emails categorized in my archive folder.... :(
You can search for all archived emails :)
@@JeffSu That’s true, It requires to remember something of the email I categorized as e.g., follow up. But I found out that searching for the category name works fine, although being much more effort than on desktop.
I think we can add the outlook account in ios mail app and get few more things done.
That's a great point haha!
Great video. Unfortunately Outlook for the Mac does not have the option to add categories to the side bar.
Microsoft - Why? 😂
I'm using Outlook OTW just fine with a Mac. It's a "web app" Jeff is using and not a desktop app.
Does this work on the Office 365 App?
Yes, the features should all be the same
In Outlook, is there any way to view the labels we want on a home page? How do you have it on gmail (Inbox; Follow-up and Read Later)? Or do we always have to view label by label?
Gmail and Outlook have different setups unfortunately
When you are in your inbox view, you can click the button at the top "Filter". In there, you can select the option "Sort" and then sort by Categories.
Im missing the how to do it in outlook. I cant find how to favorite labels in outlook
You would just have to use Folders instead
I've been using this for the past 3 weeks and it is been working well. One downside to it is that I cannot access the "follow up" messages on my android app. It only allows me to see folders, not categories. Anyone has any ideas/solutions?
Microsoft does a poor job of feature parity across platforms 😂
@@JeffSu I think I'll try moving emails into folders (follow up, waiting, read through) and from there archiving. That might solve it. Let's see
Outlook does Not have a shortcut for edlere Mail … come on!
What do you mean?
I utilize rules and typically just run all of my rules and put emails from each person or company I am in contact with into their respective folders…. Would this be a better solution do you think? If anyone has any thoughts please let me know!
This works too my friend! You should stick with the workflow that works for you 😁
@@JeffSu Would you mind getting on a call with me and helping me go over the flow? Would be really appreciative. I know you are busy
What happened to the Gmail version of this video, cannot find in the channel?
It's outdated now :(
the 😂 measuring contest better stay out of it
I know right 😏