Organizing Your Email Inbox
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A disorganized, overflowing email inbox can be a daunting obstacle to overcome. Spam and junk email quickly adds up to a constant stream of distracting correspondence. This clutter can make you less productive, especially if email is a major part of your job. Not only that, important messages can end up getting lost among the others. Here are a few suggestions for clearing out your inbox and for keeping all of your important email organized:
Unsubscribe from junk mail – It’s much easier to delete a junk message in your inbox than it is to unsubscribe from recurring correspondence. But does this save you time in the long run? Remove yourself from the mailing lists that frequently send unwanted messages. This will keep junk messages from showing up in your inbox to begin with and save you the trouble of getting rid of them.
Create folders and categories – By sorting messages into folders or categories, you can easily find the messages you need when you need them. Don’t be afraid to make too many folders. Several folders based on subject will be more helpful than a single folder. Some mail services can automatically sort messages into different folders based on certain criteria, such as the sender and the subject line.
Use tags and labels – While folders are an effective tool for keeping your incoming messages organized, they are less helpful when messages fit into several categories. By applying tags to messages, you can mark them so they can be sorted later. Multiple tags can be applied to a single message, which allows the message to be sorted differently depending on the situation.
Set up filters – A filter tells your mail service to treat certain messages a certain way. For example, if a particularly difficult junk mailer won’t remove you from their mailing list, you can set up a filter that automatically moves all mail from that sender to the trash. Filters are also useful for keeping your folders organized by automatically sending messages containing certain words or phrases to a specific folder.
Search your email – Use the handy search tool to quickly find email in your inbox. The search tool helps you find messages from a specific person or company, messages sent to a specific email address, or messages containing certain words. This is especially useful if you need to reference an old email that’s lost in your inbox.
Keep things maintained – No matter which tools you use to clean your inbox, it’s important to keep things organized to avoid another mess from forming. Make sure to update your filing system as needed and apply new filters to messages that show up in your inbox. Try to deal with incoming mail as soon as you receive it, rather than waiting for it to build up.
Organizing your inbox will save you time, both at work and at home. Setting these tools up may take some time, but the time and effort an organized inbox will save you is worth it.
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