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LeanMail Plan

for Outlook users

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What people say about LeanMail

What is LeanMail Plan?

LeanMail Plan allows you to take notes and afix deadlines to emails directly in your inbox, giving you an overview of your mails according to urgency.

LeanMail Plan is just one of several LeanMail solutions that can be combined or used separately in order to take your email experience to the highest level of efficiency and effectiveness.

Who is LeanMail Plan for?

LeanMail Plan is for any Microsoft Outlook user that wants to ensure that mails are never forgotten or answered too late, and who want a clear overview of what needs to be done and when mails need to be answered.

Why do you need it?

Challenges with current methods

There are any number of ways of planning email, but here are five of the most common:

  1. Dragging and dropping to tasks
  2. Dragging and dropping to Calendar
  3. Taking notes on paper or digitally, like a spreadsheet
  4. Flagging mails for a particular date
  5. On the fly planning – scanning your inbox for mails from important people

Let’s talk about the challenges of each method:

1. Dragging and dropping to tasks

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2. Dragging and dropping into Calendar

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3. Taking notes on paper or digitally

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4. Flagging mails for a particular date

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5. Planning on the fly

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The LeanMail Journey

Why beginning the LeanMail journey with LeanMail Plan is a brilliant idea

Before we review the challenges and solutions, let’s first understand why we should plan mails in the first place.

There are three compelling reasons for planning email:

  1. Prioritizing (value) is not the same as planning (urgency). We need systems for both.
  2. Since we can’t get everything done in one day, we need to ensure that we act upon the most important mails at the most appropriate times,
  3. It’s extremely difficult to keep track of when things are due without a lot of dragging and dropping into tasks or the calendar; which are also not foolproof work-arounds.

Priority v.s. urgency

Even if you have an excellent system for prioritizing (see LeanMail Prioritize), priority is not the same as urgency, so you need a way of handing both characteristics of a mail.

To exemplify this, imagine that you have an email that you would like to bring up at a board meeting today. That board meeting is both important (high priority) and urgent (today). Now imagine that the board meeting takes place in three months. While the importance of the mail has not changed, its urgency has. You need an easy way of ensuring that mail is front and center on the day of that meeting.

Never miss an important mail

Remove waste

The process of deciding on what you need to do and when you need to do it are arguably the most important decisions each mail forces you to make.

Without planning mails we end up re-reading and re-analyzing the same mails over and over again. Half of the time we waste managing email comes from having to re-read the same mails over and over again.
Get an overview

When mails are planned in your inbox, you are able to have an overview of exactly what you need to do and when you need to do it.
Reduce stress

Nine out of ten times, stress is caused by insecurity about the future. By planning your mails, you eliminate any nasty surprises and have complete control over your inbox. You are aware of your workload and can strategically re-plan mails according to ever-changing situations.

I am ready to improve my team work performance

Features & Functionality

Note taking

Take notes directly on emails in your inbox.

Due dates

Highly intuitive method of setting due dates on emails.

Plan, Today and All views

See what needs planning, what’s due today and All due dates with one mouse-click.

Project Folders

For grouping unfinished work with flexible deadlines.

Move forward button

Allows you to push a deadline one day or more with the click of a button.


Pre-formulated, customizable emails for rapid respondses.


Click on a button to automatically send an email confirming that you have received an email from the sender.

Demonstration Video

Watch a short introductory video about the history, need for, and benefits of Plan.

Duration 5:29


Do you have a question about LeanMail Plan? Here is a link to our FAQ or click here to contact us.

LeanMail Training

Video Learning
On-line learning
Classroom learning
Blended learning

Check more details of our software


Note taking

Due date setting


Project Folders

Move forward button




All LeanMail solutions require Outlook 2010 or later as well as a connection to an Exchange Server or Office365.

While not required, it is highly recommended that users incorporate LeanMail InstantArchive and LeanMail Prioritize before integrating any other LeanMail or LeanOutlook Plan


Customer Support

Check a list of the most common questions users have about LeanMail.

Support hours and conditions

USA: Mon – Fri : 03:00 AM –  1:00 PM EST
Europe: Mon – Fri : 09.00 – 19.00 EET

All LeanMail software modules have a 30-day trial period

Breaking down barriers to success



All LeanMail modules are designed to be extremely easy to use and with no need for a manual. You can mouse-over any feature to see tip-text that will remind you what functionality it has.



Each module is affordably priced at just €3 per month and bundled modules are even less expensive, so you get extreme efficiency for the price of a coffee.



Re-thinking and re-designing existing mainstream software products allows our customers to get the most out of what they are already using. We don’t compete with Outlook; instead, we customize it to you it to your needs.



Serving banks, pharmaceutical companies, law firms, IT suppliers, governments and many other security sensitive organizations for over 10 years, has helped us become robust in our awareness and practice of extraordinary attention to security and data protection. We are also GDPA compliant as required by the European Union. Here is a link to our privacy protection statement.

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