One of the challenges we all face is how to manage our email. I’ve created folders by area, but I still need a way that I can quickly identify which emails need immediate action. This is how I discovered assigning color categories to emails.

Here is an example. As Editor of e-AIR, I receive a fair number of email requests to include content in the newsletter. I have created an email folder for all of these requests and just before the copy deadline I access that folder to get the information. Each email is assigned a different color which aligns with each e-AIR feature. In this way, it is easy to create the content by feature!

The steps below are from MS Office. To assign a color category, do the following:

• For a message in your Inbox or any message list, right-click the message, point to Categorize , and then click a color category.
• For an open message, on the Message tab in the Options group, click Categorize , and then click a color category.
  
  

To see more categories or to create a new category, click All Categories to open the Color Categories dialog box. To assign a color category from the Color Categories dialog box, you must select the check box next to the color category. The Color Categories dialog box is also a quick way to assign multiple categories to an item.

The first time that you assign a default color category to an item, you will be prompted to rename the category. At this time, you can also change the color of the category and choose a keyboard shortcut.

I also use this feature to flag items that need follow up! It is very helpful to identify “hot” items with a quick click! Hope you find this useful.