You can speed up your filing process by using an application like MsgFiler, MailHub or Mail Act-On. If you use Apple Mail and you have dozens or hundreds of mailboxes and then are nested inside of each other, then it can be time intensive to drag messages into the appropriate mail folder. File email messages by hand or speed things up using an application Alternately, you could set it up on the computer using Reminders, Things, 2Do, OmniFocus or any of the myriad of other task management applications. Your task management system can be as simple as a written to do list. Email applications are not good task organizers. If additional work is needed, set up a task in your task management system. Then delete or file them into a separate folder. Read and reply to emails requesting information. Read and then file or delete all purely informational emails. Act on emails and then file or delete them I’ve covered both of these options in a previous Tech Tip about reducing the amount of spam in your Inbox.
Set up a good spam filtering system like or SpamSieve or Big Mountain’s spam filtering. Have good spam filtering systems in place If there are some messages that you receive, but you only need them around for future reference, if the need arises, then these would be good candidates to automatically file into a folder using a rule. Set Up Rules to automatically file email messages into foldersīoth Apple Mail and Microsoft Outlook have the built-in ability to automatically file email messages into folders. I organize these folders alphabetically within major categories like Clients and Vendors.
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Some people like to create mailboxes tied to dates, like Inbox Archive Quarter 3 2014. Personally, I create a mailbox for each client and each vendor. Regardless of what you call them, create some mailboxes and file your messages into them. Set Up and use email folders or mailboxesĮmail folders and mailboxes are synonymous but some mail applications use one term, while others use the second term. If you do not want to receive these emails then scroll to the bottom and look for button to click to let you unsubscribe from these messages. While you may not really want these email messages, at some point, you intentionally or unintentionally agreed to receive these emails. Technically, spam is unsolicited commercial email. People often think the email newsletter and flyers that they get from online vendors like Amazon, FTD, LL Bean, etc are spam. Unsubscribe from as many mailing lists as possible My fourth account is an address that I give out to people when I’m not sure I want to hear from them or it’s not clear why they need my email address. This way all email receipts, shipping confirmation messages and flyers and newsletters go to this account. I use my third email account for all online shopping, both personal and professional. My second account is used for correspondence with friends and family. As much as possible, I try to prevent emails from vendors or anybody other than clients to not be delivered to this account. My first account is the one I use for corresponding with clients. Use multiple email accounts and segregate your email
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If you have your own suggestions, please send them to me and I’ll update this list.
Instead, just pick a few that sound like they would be effective for you and use them. You don’t need to implement all of these suggestions. Here are some suggestions on how you can start to tame your Inbox. Do you struggle to stay on top of the high volume of email messages that arrive in your Inbox every day? Many people struggle with this, including me.
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