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Effective at Eliminating Distractors in Microsoft Outlook
5 Practical Tips to Reduce Email Interruptions
Jorge Luis Pando
July 30, 2024
As mentioned here, in today's hyper-connected world, maintaining focus is a constant struggle. The fact that we are receiving an email every four minutes certainly doesn't help!
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Here’s a step-by-step guide to implementing five effective tips I've used and taught to thousands over the years to minimize email distractions during work hours.
Note: This guide is tailored for Microsoft Outlook (Windows). If you use a different email provider or a Mac, you can get the general idea and adapt these steps accordingly. You can also always DM me on LinkedIn for any help needed.
Tip #1: Disable Notifications
Review your inbox only at designated times.
Navigate to: File → Options → Mail
Disable all notification interruptions.
Tip #2: Enable Selective Notifications
Disable distractors but allow notifications from key contacts.
Select an email from the desired contact without opening it.
Go to: Home → Rules → Create Rule → Advanced Options
Ensure the sender is selected, then click Next.
Select Display Desktop Alert → Next → Finish.
Tip #3: Start Outlook in Calendar View
Emails shouldn’t dictate your daily agenda.
Go to: File → Options → Advanced
Under Outlook Start and Exit, set it to open in Calendar view.
Tip #4: Disable Reading Pane
Prevent email content from capturing your attention.
Navigate to: View → Reading Pane → Off
Tip #5: Eliminate Temptation
This strategy is a game-changer!
Create a View:
Go to: Inbox folder → View → Change View → Manage Views…
Click New…, name it (e.g., “DON’T CHECK EMAILS”), and select Icon view.
In the new window, select Filter… and search for “DO NOT READ EMAILS NOW!” in the subject field.
Save and close everything.
Create an email with the subject “DO NOT READ EMAILS” (has to be exactly the same name as above) and save it in drafts.
Drag it from Drafts to Inbox.
Use the View:
Go to: Inbox folder → View → Change View → Select your new view.
To revert, go to: View → Change View → Compact.
Shortcut: Alt+V+CV.
Implement these tips to keep email from being your main distraction and regain your focus during work hours. For further assistance, feel free to reach out on LinkedIn.
All the best,
Jorge Luis Pando
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