处理邮件的三个最重要的Outlook规则

I'm always looking for new ways to process email more effectively. I talked a little about this at a recent conference in Sweden. The topic of my talk was Information Overload and Managing the Flow: Effectiveness and Efficiency and there's video of the talk at the link there.

我一直在寻找更有效地处理电子邮件的新方法。 在最近的瑞典会议上，我谈到了一些。 我演讲的主题是“信息超载和流程管理：有效性和效率” ，链接中有演讲视频。

I've done blog posts on how my Outlook folders are setup in Getting Organized While Drinking from the (Outlook) Fire Hose and Personal Systems of Organization.

我已经完成了博客文章，有关如何在(Outlook)消防水带和组织的个人系统中边喝边组织工作中设置Outlook文件夹。

However, lately as the flow of email increases, I've added three new rules in Outlook that have really made things easier for me.

但是，最近随着电子邮件流量的增加，我在Outlook中添加了三个新规则，这些规则确实使我的工作变得更轻松。

The idea is this. Stuff shows up in your Inbox and you need to process it, right? Not necessarily do it, but decide what to do with it. However all email that shows up in your inbox isn't the same. I segment them like this:

想法是这样的。 随即出现在收件箱中，您需要对其进行处理，对吗？ 不一定要这样做，但要决定如何处理。 但是，收件箱中显示的所有电子邮件都不相同。 我将它们分段如下：

• Most Important: Email that is sent directly to me. I am on the to: line.

  最重要：直接发送给我的电子邮件。 我在to：行上。

• Kind of Important: Email where I am cc:ed. I was copied on a mail, likely as an FYI to me.

  重要提示：抄送我的电子邮件地址。 我被复制到邮件中，可能是供我参考。

• External Mail: Mail that was sent to me from outside my company.

  外部邮件：从公司外部发送给我的邮件。

• Meeting Invites: Just that. Someone wants me to show up somewhere.

  会议邀请：就是这样。 有人要我出现在某个地方。

So I've got these "inboxes" in Outlook now and I put them in my favorites so they show up at the top of the folder list. These are the emails I'm currently processing that came in overnight.

因此，现在我在Outlook中有了这些“收件箱”，并将它们放入我的收藏夹中，以便它们显示在文件夹列表的顶部。 这些是我目前正在处理的电子邮件，这些电子邮件是在一夜之间传来的。

Here are the Outlook Rules to make this happen. The main Inbox folder is the main Inbox. The others are just folders named "Inbox - Something."

这是实现此目的的Outlook规则。 主收件箱文件夹是主收件箱。 其他只是名为“收件箱-某物”的文件夹。

处理会议邀请 (Processing Meeting Invites)

First rule is to move any meeting invitations to a separate folder. This is an easy rule. Just make sure the "and stop processing more rules" appears at the bottom and that this rule is close the top (if not at the top.)

第一条规则是将所有会议邀请移动到单独的文件夹中。 这是一个简单的规则。 只要确保“并停止处理更多规则”出现在底部，并且该规则靠近顶部即可(如果不在顶部)。

使用Outlook规则处理外部邮件 (Processing External Mail with an Outlook Rule)

This one is a little tricky, so be careful. There's no good "comes from outside my company" rule built into Outlook, so you can make one like this.

这个有点棘手，所以要小心。 Outlook没有内置良好的“来自公司外部的收益”规则，因此您可以这样创建。

"Apply this rule after the message arrives
where my name is in the To or Cc box
  and with @ in the sender's address
move it to the Inbox - External folder
except with "yourcompany.com" in the sender's address
stop processing more rules."

“在邮件到达后应用此规则我的名字在“收件人”或“抄送”框中并在发件人地址中使用@ 将其移至“收件箱-外部”文件夹寄件者地址中的字样为“ yourcompany.com ” 停止处理更多规则。”

Tricky and composite, but works nicely. Now all emails that are from OUTSIDE go into a single folder. Of course if you are a member of external mailing lists, etc, you might want exclusions here, or more likely a separate Outlook rule for that mailing list that is higher in the list of rules. Remember, rule order matters.

棘手和复合，但效果很好。 现在，所有来自外部的电子邮件都进入一个文件夹。 当然，如果您是外部邮件列表等的成员，则可能需要在此排除，或者更可能是该邮件列表的单独Outlook规则，该规则在规则列表中较高。 请记住，规则顺序很重要。

处理邮件至：我，而不是邮件抄送：给我 (Processing Mail To: me, rather than mail Cc: to me)

Here I just say "if my name is not in the To box" then send the mail to the Inbox-CC folder. However, I have some exceptions for email from certain people whose email goes to my Inbox always, regardless.

在这里，我只是说“如果我的名字不在“收件人”框中”，然后将邮件发送到Inbox-CC文件夹。 但是，对于某些总是发送电子邮件到我的收件箱的人发送的电子邮件，我有一些例外。

 

Last one (a fourth possible rule, yeah, I know) and this one is optional. If I get an answer to a mail that's from a mailing list, I like it to come to my Inbox, not show up in a folder deep in Outlook somewhere.

最后一个(第四条可能的规则，是的，我知道)，这是可选的。 如果我收到来自邮件列表的邮件的答案，则我希望它进入我的收件箱，而不是出现在Outlook某个位置的深层文件夹中。

Now you just have a rule for mail that is sent directly to you. You have to say "move it to the inbox" and "stop processing." This will also bring mail up from your internal mailing lists folders if you've been addressed directly.

现在，您只需要有一条直接发送给您的邮件规则。 您必须说“将其移至收件箱”和“停止处理”。 如果直接给您发送邮件，这也会从内部邮件列表文件夹中调出邮件。

There you go, that's my four inboxes with three (or four) Outlook rules.

您去了，那是我的四个收件箱，其中包含三个(或四个)Outlook规则。

Time to get back to "Inbox Zero" by processing emails sent directly to me first!

是时候通过直接处理直接发送给我的电子邮件，回到“收件箱零”了！

Important Notes:

重要笔记：

• The order of Rules in Outlook matters for this system, as does the final "stop processing other rules" step. Without that, you may get duplicate emails.

  Outlook中的规则顺序对于此系统很重要，最后的“停止处理其他规则”步骤也是如此。 否则，您可能会收到重复的电子邮件。

• If you're using a mobile phone (iPhone or Windows Mobile) make sure that you've set your phone to Sync Mail from these new folders, otherwise you might miss a meeting invite that never went through your inbox.

  如果您使用的是手机(iPhone或Windows Mobile)，请确保已将手机设置为从这些新文件夹同步邮件，否则，您可能会错过从未经过收件箱的会议邀请。

Hope someone finds this useful. I have.

希望有人觉得这有用。 我有。

Related Links

相关链接

• Oredev Keynote - Information Overload and Managing the Flow: Effectiveness and Efficiency

  Oredev主题演讲-信息超载和流程管理：有效性和效率

• Personal Systems of Organization

  个人组织系统

• Getting Organized While Drinking from the (Outlook) Fire Hose

  从(Outlook)消防水带饮水时变得井井有条

翻译自: https://www.hanselman.com/blog/the-three-most-important-outlook-rules-for-processing-mail