Email management is an essential skill for any assistant and it’s one of the main reasons that clients often book you for your services. Here’s why email management is so important and why your clients rely on you to keep their inboxes organised and under control: 

Email is a crucial form of communication 

In today’s fast-paced business world, email is often the primary method of communication between colleagues, clients, and partners. As an assistant, you play a key role in managing your boss’s email inbox and ensuring that important messages are not missed or overlooked. 

Email can be overwhelming 

With so much information flowing in and out of our inboxes on a daily basis, it’s easy to get overwhelmed. As an assistant, you are responsible for filtering out the noise and prioritising the most important messages, which can help your boss stay focused and productive. 

Email management saves time 

Effective email management can save a lot of time, both for your boss and for you. By organising emails into folders and setting up filters, you can ensure that important messages are easy to find and that your boss doesn’t waste time sifting through unimportant emails. 

Email management enhances professionalism 

A cluttered, disorganised inbox can give the impression of disorganisation and lack of professionalism. By keeping your boss’s inbox tidy and organised, you can help them maintain a professional image and make a positive impression on clients and colleagues. 

So, how can you improve your email management skills and become an invaluable asset to your boss? Here are a few tips: 

  1. Use folders and labels: In Outlook, you can create folders to organise your emails into categories. For example, you might create a folder for client emails, another for internal communications, and another for invoices. This will help you and your boss find emails more quickly and stay organised. 
  1. Set up rules: Outlook’s “Rules” feature allows you to automatically sort incoming emails based on specific criteria. For example, you might set up a rule to automatically move all emails from a specific sender into a designated folder or to flag emails with certain keywords. 
  1. Use the “To-Do” list: Outlook’s “To-Do” list is a great way to keep track of tasks and deadlines related to emails. You can create tasks, set due dates and priorities, and even assign tasks to other people. 
  1. Archive emails: When you or your boss no longer need to keep an email in your inbox, consider archiving it. This will help keep your inbox tidy and prevent it from getting cluttered with old or unnecessary messages. 

By following these tips and using the tools available in Outlook, you can become an expert in email management and make a big difference in your boss’s workday. Remember, the key is to stay organised and stay on top of your tasks. With a little bit of practice and discipline, you can become an invaluable asset to your boss and make a positive impact on their business.  

Ready to discover the secrets to effective email management? Take a look at our Outlook training here Essential Outlook for The Savvy Assistant  

I find Shelley’s training easy to follow and the very best thing is that you can do it all at your own pace and revisit modules if it doesn’t quite sink in the first time round! I have learned so much from her training and continue to do so! She is responsive to my questions and I learn something new with each module. I find Iam hardly ever having to Google or YouTube information now, so it really is saving me time in my work day. Time that can be better used by learning more about the business I operate in!
Thanks Shelley!

Tracey Whitehouse – Executive Assistant

I have been following Shelley on Linkedin for several years, and always loved her hints and tips. In May of this year, I had the opportunity to recommend Shelley as one of our workshop speakers at the annual HMC Heads’ PA Conference in Sheffield.

On receiving the brief Shelley quickly produced content for two IT Microsoft Skills Workshops covering nuggets from Outlook, Word and Excel. Shelley then delivered (virtually) these two fantastic workshops to over 60 PAs at our conference.

From initial enquiry to delivery Shelley is the consummate professional and it was my pleasure to have had the opportunity to engage with her.

I would have no hesitation in recommending Shelley to any individual or group.

Michaela Fletcher – Heads PA

Shelley is THE guru on all things Microsoft.

I love Outlook, use it every day, and think I have a pretty good understanding of it. But every time I attend one of her sessions I learn a lot more. Her knowledge is remarkable. And she delivers her knowledge in a really clear, engaging way.

Thanks Shelley

Kathy Soulsby

I have just spent less than an hour at one of Shelley’s presentations and my mind is truly blown! I thought I was fairly proficient in Outlook, but I had no idea it could do so much more! So many time saving tips and shortcuts to help me – I can’t wait to get stuck in and implement them all! Thank you Shelley – I would highly recommend!

Hayley Rose – Executive Assistant -Dalcour Maclaren

Shelley joined us for the annual HMC Heads’ PAs conference in May 2023, where she delivered two hands-on practical IT skills workshops for over 60 PAs in attendance. Both sessions were warmly received by all participants, and from a personal perspective it was an absolute pleasure for me to work with Shelley both offline in the extensive prep phase ahead of the sessions, and online during the day itself – sharp in subject knowledge, flexible in content delivery and everything executed with a really affable manner and “can-do” approach throughout. I would recommend her services wholeheartedly.

Gareth Johnson – Leader GRE Education

Heads PA Conference

The session was well structured and the explanation was very clear. It was amazing how Shelley managed to squeeze so much info in just one hour and a half! Colin’s support and contributions were also very valuable, and so were “Virtual Veronica”‘s. Thank you for a most interesting and useful training session at the Miss Jones Virtual Summit!

Laura Carizzo- Royal Norwegian Embassy in Argentina

I haven’t used PowerPoint in 20 years, this has really boosted my confidence.

Lyn Parker

Course is packed with so much valuable information in a easy-to-understand and follow language, even for a complete beginner. I can respect the fact that sometimes it’s very hard for an expert to break the information down to basics. but Shelley has done it brilliantly. I was sure that I knew quite a bit but Shelley has proven me wrong even at the very beginning of the basics of PowerPoint. Lessons are short and precise which allowed me to easily transfer the new skill into practice without being overwhelmed and to carry on adding on more with each lesson. I had so many ‘Aha!’ moments and for most of them I couldn’t believe I used to pay graphic designer to do it for me, now, thanks to Shelley, I am looking forward to creating, designing, converting my presentations all by myself!

Iva Freeman – Vertex Human Capital

Shelley was very thorough and knew a lot of tip’s for using Teams, thank you 🙂

James O’Connor – Cavannah Homes

Very informative, constantly getting everyone in the meeting involved, loved every bit of it!

Dylan Teal Hopkins – Cavannah Homes
Fantastic and informative training and great to see all of the exciting functions with Microsoft Teams.
Laura Rigby – The Apprenticeship College
Shelley was really clear in her teaching and went at a pace that was helpful to us. We covered all we needed to know to get us started, as a small team, using MS Teams. She was also very helpful in the run up to the session, with check in calls and ensuring our platform was set up correctly. I would highly recommend Shelley to anyone wanting to learn to navigate their way around MS Teams.
Leigh Dowling – Innuous

Microsoft Teams One to One Training Session

Shelley was approachable, easy to work with, and agile with answering questions to apply the session to my specific needs

Melissa Marshall – Present Your Science

A course on Outlook had been on the top of my list when Shelley asked VA’s what they wanted to learn. It was a real case of ‘so that’s how you do it’ or ‘I never knew that’. I have to say that I learnt so many great tips it has definitely improved the way I work in Outlook and my inbox is looking colourful and organised and I can’t wait to share this knowledge with my clients.

Jacqueline Leake – JLeake VA Services – Outlook

A great course with lots of examples and step by step instructions. I can now confidently create infographics and as a bonus, I learnt a lot of new PowerPoint functionality that will enhance all my PowerPoint work and save me so much time.

Jessica Bailey – Integral Resource

I really like Shelley’s courses. She has a clear and easy to follow teaching style. In ‘How to Create Fillable Forms’ I’ve learned about the functions of the Developer ribbon which will mean I’ll be able to create a bespoke Returns Form for a client who has an online shop

Freya Henderson – Virtual Office Orkney