How to organize Outlook 2007 with multiple Email accounts.
Microsoft Outlook is a great email client and makes using those POP 3 email accounts easy enough for anyone. Trouble with POP 3 accounts is once you start creating them you can end up with a sizable number of different email accounts like admin, jobs, contact, service, or whatever all @yoursite.com. Eventually you will want to organize all these accounts into their own folders to make dealing with them easier.
Choose which accounts you want to be completely separate and which you would like to come to the main inbox. Having personal correspondence all go to a single inbox regardless of the email account makes it harder to miss a message.
Open the Account Settings dialogue by going to Tabs then Account Settings. In this box there are seven tabs, the first being E-mail. Here you find all accounts managed by Outlook in the order they were created.
Assign or create a folder where you want the email to land for each account. Highlight one of the accounts you want incoming mail to be segregated to its own folder. Near the bottom of the dialogue box is the “change Folder” button; click this button. A new dialogue box will open where you can choose an existing or create a new folder for the mail to be deposited. One note on this; subfolders do not sound an alert for new mail as would main level folders like the Inbox. If you want alerts for new mail to sound, create new folders directly within the personal folders level. Click OK and repeat for each email account as desired.
Create rules for incoming mail at the inbox level. Creating subfolders in the inbox is a great way of organizing correspondence and rules can automate the process of moving mail to those folders. Like most actions there are multiple ways to access the “Create Rule” but my favorite is simply a right click on a message and choosing the Create Rule option from the list. The Dialogue box will auto fill with some of the specifics of the email message you right clicked and provide a checkbox method of setting the desired rule and results; use the Advanced Options button for even more detailed options.
Using rules will also help with filtering junk messages that find a way past your junk mail filters and sounding alerts for special messages. Become familiar with what rules can and find yourself an organized Outlook user.