Best way to keep clinic quotes organized in Outlook?

C

carolinemaldonado

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OS Version(s)
  1. Windows
Outlook version
Outlook on the web
Operating system::    Windows 11
Outlook version:     Outlook on the web
Email type or host:    Microsoft 365
I am trying to keep several clinic quotes and travel details in Outlook without turning the inbox into a mess. Some clinics send a PDF, others put half the price in the email body, and then a follow-up changes whats included. I keep losing track of which message is the current one. I made a basic comparison first using a comparison worksheet but I still need the actual emails and attachments filed in a way I can audit later. Would you use one folder per clinic, or categories for clinic/country and a single folder for the whole trip? Rules seem useful, except the senders sometimes change and subject lines arent consistent. Also, is there a sensible way in Outlook on the web to flag the latest quote while keeping the older version, maybe without renaming every attachment by hand? Search folders would of been my first choice but I dont see them in OWA. Any setup thats held up well for this kind of document-heavy planning?
 
A lot depends on the number of clinics or countries - too many folders can be unmanageable, as can too many categories. Search folders can be better - file by country or even just all the clinics in one folder then use search or a search folder when needed.

OWA has seqarch folders - it also has Sweep which would allow you to keep the latest message in the inbox and move the rest to an archive folder. But sweep only works on the sender address so may not work for you.

Search folders - File > Settings > Maqil > Search folders or click on Search folders at the bottom of the folder list.
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