Decide on the best method for storing your resource emails (emails that you need to complete tasks). Then set up that method, if needed. Here are your options:

  • [Action] folder (ONLY IF processed emails can be managed AS tasks). Some email/task managers let you treat emails AS tasks when you move them to a certain mail folder or label (the [Action] folder). You will not need a [Deferred] folder since the [Action] folder already tracks emails for deferred tasks.
  • File anywhere (if emails are instantly searchable OR linked to tasks). Because emails can be found instantly, you can save or archive them anywhere. Retrieve them later with a quick search (or by following the link, if linked). In this case, Priacta recommends:
    • Store all old emails in one place (Deleted Items, Archive, or a Miscellaneous folder), OR
    • Store certain emails in named folders if you need to see them together (individual clients, companies, projects), and store all other emails in a Miscellaneous folder or equivalent.
  • [Deferred] folder (if emails are NOT easy to search). When it’s not fast or easy to locate old emails, you need one place to put emails that support your tasks. This is similar to the Deferred tray for papers on your desk.
    • Create a [Deferred] folder. Make it easy to access (top of the list) if that is an option. Naming it with square braces will usually bring it to the top of the folder list for quick access.