World Executive Digest | The Best Email Organization Hack For Slaying Your Inbox | How many emails do you have in your inbox currently?
The number of emails we receive in a day is much more than we’d think. All those times the store cashier asks for your email, all those times you created a new account on a website or online store, and all those business emails add up fast. We haven’t even mentioned spam emails!
Email organization is crucial if you want to ensure you respond to all important emails, don’t miss a single one, and don’t take up space if not needed. If you’re interested in learning about the best way to organize emails, then you’ll want to continue reading below.
Here’s everything you need to know about how to organize emails!
First Things First
Okay, first things first. Delete all unnecessary and unneeded emails. Depending on how many emails you currently have in your inbox, this might take some time.
It might even take you a few days to tackle it. Then, you should empty your trash and your spam. Do this daily.
A great way to do this in bulk is to search for a sender that you know you don’t need to save their emails. For example, maybe you receive emails from a subscription you signed up for, but you don’t need any past emails sent from them. Search for the subscription name in your inbox.
Then, you can select all and delete.
Two Is Better Than One
If you own a business or receive several business emails throughout the day, then two email accounts are better than one. If you’re currently a student, you should have a separate email account for your school emails.
It’s essential to make two separate email accounts if you receive personal and business emails because this will help you organize the two. It’ll also help keep down the number of emails received in one inbox, which can become overwhelming.
Folders Are Best
Did you know that you can create folders for specific types of emails? You can even create a to-do folder. You should create folders in both your personal and business email account.
Try to create folders that’ll make things more convenient for you. Do you receive a lot of emails from a certain relative? Make a folder for all emails received from this relative to go into.
If you receive emails for bills that are due, then you can create a “Bills” folder where all emails from utility companies will go directly into. Don’t just create folders for anything. Create folders that make sense for your own personal needs.
You can find out more about creating email folders by researching how to do this for the specific type of email platform you use.
Filters for Spam
Your email automatically creates a filter and folder for spam emails. You can customize these settings, however. How many times have you received an email in your inbox that you then marked as spam?
Instead of manually doing this each time, make a filter for certain topics or words. If these are picked up they go straight to spam. Is there certain spam that keeps coming through your inbox?
Add a word or phrase used in the spam and make this a filter for your spam folder. When the email comes in, it’ll be sent directly into the spam folder from now on.
Labels Are Essential
You can create labels for certain emails too! This organization trick will help you prioritize your emails. Many email platforms allow you to do this with the help of color coordination.
For example, you can mark all urgent emails as red and all general emails as yellow. When an email comes in, you’ll know by the color if it’s something you need to open and address right away or if it’s something you can look at later when you have spare time.
Unimportant Emails Get Deleted
In the beginning stages of your email organization, we suggested you start by deleting any unneeded emails. It’s important to follow through with this each and every day. If you don’t keep up with this, then your inbox can become flooded with emails again faster than a blink of an eye!
A good way to ensure you stay on top of this step is to read it and delete it if you don’t need it. Get in the habit of this. Each time you open an email and read it, send it to the trash unless you need to save it for some reason.
If you don’t want to delete it, you can consider archiving it as well. It’s also a good idea to get into the habit of replying to your emails as soon as you open them. This will help you keep things organized and help you stay on top of things.
If you can’t respond right away, then send it to your “to-do” folder. Be sure to make it a habit to check this folder and go through all the emails in there on a daily basis also.
Your Email Organization Starts Here
Email organization can seem overwhelming at first, but once you read through this guide and follow the tips listed here, you’ll be able to organize in no time! Getting your inbox down to 0 is a rewarding feeling. It’ll also help you clear up some space on your email platform.
For more information on technology topics, be sure to continue visiting us on a regular basis!