Adrian Trenholm » Tickling email in Outlook - The Diigo Meta page

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  • To use this system, first set up your views. I use two views of my inbox, both of which contain the following columns:
  • All incoming mail is visible in both views, but you spend most of your time in your Inbox view. To tickle mail from within the Inbox view, place the cursor in the Due By box and set a future date (tip: use the keyboard.

  • Great, but how do you tickle email, specifically in Outlook? I wanted to take email which I didn’t want to deal with straight away, remove it from my inbox, then have it automatically reappear in my inbox when I was ready to work on it. Having read Merlin Mann’s email diet, I hit on the idea of flagging the email, but leaving it in the inbox. Of course, David Allen suggests that you operate from an empty inbox, so I use Outlook’s grouping, sorting and filtering to make my inbox appear empty, even while it holds flagged items.

      

     To use this system, first set up your views. I use two views of my inbox, both of which contain the following columns: >

      
     
    • Due By
     
    • Follow Up Flag
     
    • From
     
    • Subject
     
    • Received
     
      

    To set up the new views, click View > Current View > Define Views… . Create (or copy and adapt) two new views, containing the fields I have listed. Name your new views “Inbox” and “Tickle.” You may also want to tick the box that says “Only show views created for this folder.”

      

    Next you need to apply these settings to your new Inbox view:

      
     
    • Group by: none
     
    • Sort: Follow Up Flag (ascending)
     
    • Filter: Click the Advanced tab, then add two rules, as follows 
       
      1. Field: Due By
          Condition: does not exist
       
      2. Field: Due By
          Condition on or before
          Value today
       
     
    • Other Settings: Allow in-cell editing (the first check box in the Rows grouping)
     
      

    And for the Tickle view

      
     
    • Group by: Due By (ascending)
     
    • Sort: Received (descending)
     
    • Filter: Off
     
    • Other Settings: Allow in-cell editing
     
      

     All incoming mail is visible in both views, but you spend most of your time in your Inbox view. To tickle mail from within the Inbox view, place the cursor in the Due By box and set a future date (tip: use the keyboard. > Outlook accepts “tomorrow” or even shorthand like “2d” for “in two day’s time” or “1w” for “in one week’s time”). Don’t hit Return just yet. Instead, hit tab and enter a next action under Follow Up Flag, then hit Return. Alternatively, in the email itself, you could have pressed Ctrl+Shft+G, then entered your reminder and tickle date.

      

    Immediately, the flagged email “disappears,” filtered out of the Inbox view, until its due date, when it will “reappear” in the Inbox view as if it was a new mail. All your tickled mails remain in the Inbox file and you can see them all if you need them, grouped by their due dates in the Tickle view of your Inbox.

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  file numbered 1 to 31, in which you place material that you donâ⊘t want to deal with right now, but want to be reminded about later. Every day, you simply check the Tickle file to see what reminders you have placed there. So, today is 22 May, I check

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  Artem S

  Business communications consultant Adrian Trenholm’s got a neat system to make Outlook messages that will be important at a future date pop into your inbox only when they’re due.

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