Color Coding Outlook Messages for Greater Organization

When sorting through a crowded Outlook Inbox, it is sometimes hard to tease out important emails that need action or response.  Color coding emails based on the sender's name or certain words can make this a little bit easier for users.  This technique can be used for Outlook versions 2003, 2007, 2010, and 2013.

Conditional Formatting
Color coding your incoming messages can be done using the Conditional Formatting dialog menu.  That menu is accessed through the Inbox by:

• View -->  View Settings  -->  Conditional Formatting

Once in the dialog frame, press the "Add" button and give the rule a name.  Now you're in the filter dialog frame and you can start building your conditional formatting rule.

For this blog, we'll use the example that you want to color code any messages that come to you from your immediate supervisor.  So click on the "From" button and search for the appropriate email address for that scenario.  Click "OK" and you will be taken back to the Conditional Formatting dialog box where you can choose the color you want applied.

Highlight your new rule, and click on the "Font" button, then choose your color (or even font) that will be applied to all emails that come from that address.  Now this rule will be applied immediately to all messages which correspond to your settings.  This technique can be used to separate out messages with specific phrases, of a particular size, or with a special category applied.

Things to Remember
While this is an extremely easy and helpful hack for Outlook organization, there are a few things to remember when setting up your conditional formatting rules.

- Conditional Formatting rules can be sorted by using the "Move Up" and "Move Down" buttons.  The higher listed rules take precedence over the lower ones.

- When using a name to apply the rules, it must exactly match the name as displayed in the "From" field of the message.  Double check who's messages you are trying to highlight.

- If the rule doesn't do exactly what you're looking for, delete it and try again.  Make note of what your current rule is doing so that you don't duplicate what's not working.  These things are not permanent and don't be scared to try things out.

- Be careful with the application of colors to your Inbox.  If you use it too liberally, you will lose the organizing effect.  You will have a nice rainbow effect though.

- Only "touch" your emails once.  Either delete it, take action on it, or file it.  That way you are not reading the same emails multiple times and clogging up your Inbox.

Hiring an Administrative Consultant

You've taken the leap and decided to hire an administrative consultant to help take that work load off your plate.  But chances are that you're not clear about what you want done and how to find the right organization to delegate those chores to.  Here are some good things to think about when looking for that perfect fit.

Simple administrative tasks are the easiest to delegate and quality or timeliness of work is the key measure of success.  These tasks tend to revolve around documents or files and can include things like:

• Typing, document formatting and proof-reading
• Producing presentations, newsletters and fliers
• Web research, data gathering and to-do lists
• Maintaining tracking spreadsheets

Small and medium sized businesses often outsource tasks requiring special skills that they either don't have the expertise or time to do themselves.  It might be something that is done only once a year or something that is very time consuming.  Examples could include:

• Planning a large meeting or event
• Creating a facebook page or blog
• Updating a web site

The administrative professional you hire will offer a variety of skill sets that can be used to accomplish these tasks and more.  Now you will need to find the right fit between that professional and your business.  Here are a few tips for finding that resource:

• Check the web site of your potential administrative professional - The web site of an administrative consultant represents her business.  Is it organized and well-designed?  Does it feel welcoming and professional?  Was there helpful information and resources available on the site?  This can be a good clue as to what sort of service you will receive from the consultant.
• Look in to the experience of the administrative consultant - You will want to seek out a consultant who is committed to serving your needs and expectations.  Check to see how long she has been in business or how her background lends itself to what you are looking for.  Testimonials are a good way to gauge the abilities of the administrative professional, but if she is new to the business a solid resume can give you the same information.  Referrals from  others you know is also an excellent source.
• Have an in-person consultation to establish personality fit - Most administrative consultants will offer potential clients a free initial consultation.  She will meet with you to go over what your specific needs are and the services she offers which can handle those tasks.  During that consultation, ask questions and listen to her questions to make sure that you are on the same page.  If it doesn't feel like a good fit, be up front and accept the same from the consultant.
• Be aware of pricing - Administrative consultants generally charge anywhere from $35 to $100 per hour or on a monthly retainer based on a certain number of hours per month.  This may seem like a large range, but remember that you are hiring a right-hand person to represent your business and take on those vital administrative tasks to keep you going.  Think about your own business: you know you aren't the cheapest and you wouldn't want to be.  You want to deliver quality and that expertise comes at a price.  An experienced, professional, discreet administrative professional will allow you to focus more on your core business and save you money in the long run.

A good example of an administrative consultant web site and service is Administrative Business Consulting.  Explore the web site and see what things you like and what things would fit well with your business.  There are a lot of things to consider when making this fundamental change in your business.  But the benefits can certainly outweigh the cost and consideration when you find just that right fit.