Outlook Project Email Folder and Filing Plan
Keep project mail findable.
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Plan how to file project email in Outlook. The projects and clients I work on, with whether they are active, paused or finished: [PROJECTS]. How much mail each project generates: [VOLUME]. Rules about records in my organisation: [RECORDS_POLICY]. Propose a structure: one folder per active project under a parent called Projects, an Archive folder per year for finished work, and a small set of general folders, with a naming convention that sorts well (for example 2026-04 ClientName ProjectName). Say what to file (decisions, approvals, attachments of record) and what to delete, plus a 10-minute weekly filing routine and categories to flag urgent items. Describe search folders or saved searches that show everything from a client across projects [VERIFY]. Effort: 6 active projects and 40 messages a week to file is about 7 per project, roughly 15 minutes. Rules that move mail automatically can hide messages, so test them on a few first. Follow retention rules and do not delete anything that must be kept [VERIFY]. Mark menu names [VERIFY].
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