Often as an administrative assistant (and very frequently as an executive assistant), you’ll have the job of monitoring and organizing your boss’s e-mail. This essentially entails reading through his new mail and either replying on his behalf, delegating the e-mail to one of her direct reports, or organizing e-mail that needs a response directly from the boss.
Microsoft Outlook gives you a number of ways to organize e-mail.
Regardless of the method you use to organize e-mail, the use of rules can be very handy at doing some of the work for you. For instance, I mentioned earlier that I would create a folder for each kind of newsletter my boss received. I would set up a rule that when one of these newsletters arrived, Outlook should move it to the appropriate folder. You can make rules for all kinds of situations and with all sorts of effects, whether it’s moving the e-mail to a folder, changing the color, or applying a category. You can even use it to autoreply to commonly received e-mail that always get the same response. Using rules to organize e-mail is a great time saver for both you and your boss.
How do you organize your boss’s e-mail? Do you have any tips to share to help us all out? Just leave a comment and share your e-mail tips. Remember, if you are reading this in e-mail or a feed reader, you’ll need to click the title and go to the website to leave a comment.