Outlook - Cleaning your inbox Tutorial

In this video, you will learn about cleaning your inbox using Microsoft 365. The video covers the conversation cleanup feature in Outlook, which reduces the number of redundant messages by moving them to the deleted items folder.
You will see how to clean up a conversation and the effects it has on your inbox.
This will help you efficiently manage your inbox and reduce clutter.
Additionally, the video mentions other cleaning options available in the file tab, such as cleaning deleted items or archiving.
By following these steps, you can keep your inbox organized and improve your productivity.

2:39
3422 views

Available in Microsoft365

Objectifs :

Understand how to effectively use the conversation cleanup feature in Outlook to manage and reduce redundant messages in your mailbox.

Chapitres :

Introduction to Conversation Cleanup
In today's digital communication landscape, our mailboxes can quickly become cluttered with redundant messages. This can make it necessary to clean or clear our inboxes to maintain organization. Outlook offers a conversation cleanup feature that helps reduce the number of messages in your folders by moving redundant messages to the deleted items.
Understanding Conversations
A conversation in Outlook refers to the complete set of messages related to a specific topic, including the initial message and all subsequent replies. Each response contains previous elements, allowing for complete traceability of exchanges. However, it may not be useful to keep all intermediate messages, as the information can become redundant.
Using the Cleanup Feature
To utilize the cleanup feature, navigate to the ribbon in Outlook where the cleanup option is available. By clicking on it, you will see several options, including 'Clean Up Conversation' and 'Clean Up Folder.' For this demonstration, we will focus on cleaning up a specific conversation. Select the conversation and click on 'Clean Up Conversation.' A warning message will appear, informing you that all redundant messages will be moved to the deleted items. Confirm this action, and a second alert will remind you that this will apply to all elements of the selected conversation.
Results of Cleanup
After confirming the cleanup, you will notice that the original message and the last email containing all exchanges remain in your inbox. The intermediate responses, which are no longer needed, will be found in the deleted items folder. This process effectively reduces clutter while retaining essential information.
Setting Up Conversation Cleanup
You can also set up conversation cleanup preferences in the mail options under the 'Conversation Cleanup' tab. Here, you can choose a destination folder for cleaned items or specify various criteria for the cleanup process. Additionally, other cleaning options are available in the 'File' tab, which includes tools for managing the size of your mailbox, such as cleaning deleted items or using archiving methods.
Mailbox Cleanup Tools
By clicking on 'Mailbox Cleanup,' a window will open, allowing you to search for types of items to delete or move. This feature provides a comprehensive approach to managing your mailbox effectively.
Conclusion
The conversation cleanup feature in Outlook is a valuable tool for maintaining an organized inbox. By understanding how to use this feature, you can confidently manage your messages, reduce redundancy, and ensure that important information remains accessible.

FAQ :

What is the purpose of the conversation cleanup feature in Outlook?

The conversation cleanup feature in Outlook is designed to reduce the number of redundant messages in your mailbox by moving unnecessary messages to the deleted items folder, helping to declutter your inbox.

How do I use the conversation cleanup feature?

To use the conversation cleanup feature, select the conversation you want to clean up, click on the cleanup option in the ribbon, and confirm that you want to move redundant messages to the deleted items.

Can I customize where cleaned-up messages go?

Yes, in the mail options under the conversation cleanup tab, you can choose a destination folder for cleaned items or set specific criteria for the cleanup process.

What happens to the messages after I clean up a conversation?

After cleaning up a conversation, the redundant messages are moved to the deleted items folder, while the last message in the conversation remains in your inbox, preserving the complete exchange.

Are there other cleaning options available in Outlook?

Yes, Outlook offers additional cleaning options in the file tab, such as cleaning the deleted items folder or using the mailbox cleanup tool to search for items to delete or move.

Quelques cas d'usages :

Managing a Busy Inbox

Professionals who receive a high volume of emails can use the conversation cleanup feature to streamline their inbox, reducing clutter and making it easier to find important messages.

Improving Email Organization

By regularly using the conversation cleanup feature, users can maintain better organization in their email, ensuring that only relevant messages are kept while unnecessary ones are archived or deleted.

Enhancing Productivity

Using the conversation cleanup feature can save time by minimizing the effort needed to sift through redundant messages, allowing users to focus on more critical tasks.

Archiving Old Conversations

Users can combine conversation cleanup with archiving to manage their mailbox size effectively, moving older conversations to an archive folder while keeping the inbox clean.

Setting Up Email Management Policies

Organizations can implement policies for email management that include regular use of the conversation cleanup feature, helping teams maintain efficient communication and organization.

Glossaire :

Mailbox

A digital storage space in an email application where messages are received, stored, and organized.

Conversation Cleanup

A feature in Outlook that reduces the number of messages in your folders by moving redundant messages to the deleted items.

Conversation

The complete set of messages exchanged between participants, including the original message and all replies.

Redundant Messages

Messages that contain the same information as previous messages in a conversation, making them unnecessary to keep.

Ribbon

The toolbar in Microsoft applications that contains tabs and commands for various functions.

Deleted Items

A folder in an email application where messages that have been deleted are temporarily stored before permanent deletion.

Mail Options

Settings in an email application that allow users to customize their email experience, including conversation cleanup settings.

Archiving

The process of moving old or less frequently accessed emails to a separate storage location to free up space in the main mailbox.

00:00:06

a multitude of redundant messages,

00:00:08

so much so that it becomes necessary to clean

00:00:10

or clear in order to lighten our messaging.

00:00:14

A conversation cleanup feature is available in Outlook

00:00:17

and reduces the number of messages in your folders

00:00:20

by moving redundant messages to your deleted items.

00:00:25

For example, here I received an email from my colleague

00:00:28

to whom I replied.

00:00:30

He then responded to my answer

00:00:32

which created what is called a conversation.

00:00:35

A conversation is the complete set of messages,

00:00:38

including the first message and all the answers.

00:00:41

Each response also contains the previous elements,

00:00:44

allowing a complete traceability of the exchanges.

00:00:48

However, it may not be useful

00:00:50

to keep all intermediate messages

00:00:52

since the information is in the end redundant.

00:00:56

In the ribbon a clean up option is available.

00:00:59

By clicking on it, several options are displayed,

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clean up conversation, in this case,

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clean up folder i.e. the selected folder

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is in the inbox in this case

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or clean up folder and subfolders.

00:01:13

First, we will test this conversation only.

00:01:16

So, I select the conversation

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and click on clean up conversation.

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A first message warns me that all the redundant messages

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will be moved to the deleted items.

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I confirm.

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A second alert reminds me that this action

00:01:30

will apply to all elements of the selected conversation.

00:01:33

I can confirm again.

00:01:36

Let us now look at what happened.

00:01:38

I still have here the element I sent

00:01:41

as well as the last mail featuring all the exchanges.

00:01:45

My deleted items harbors the intermediate answers

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which I do not need anymore,

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since they are still visible in the last mail.

00:01:53

Now, that we've seen the effect

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of cleaning up a conversation,

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you can possibly do it confidently

00:01:58

over the entirely of your inbox.

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You also have the option of setting up

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conservation clean up.

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In the mail options under the conversation clean up tab,

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you can choose a destination folder,

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where in the cleaned items will be moved,

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or better still, check off various criteria below.

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Other cleaning options are available in the file tab,

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with large tools adapted to the size of your mailbox,

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for example, by cleaning the deleted items

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or archiving method.

00:02:31

By clicking on mailbox clean up,

00:02:33

a window opens to search for types of items

00:02:35

to delete or move.

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