Hacks For Cleaning Out Your Email Inbox If It’s Out Of Control
There’s nothing quite like the satisfaction you feel after finally responding to every email that needs your attention, but when you have thousands of unread messages, that’s not exactly an easy feat. You could just accept that it’s not a huge deal if you have a ton of emails that you’ll never get to. Or you could get strategic and learn hacks for cleaning out your email inbox.
To be clear, it’s totally normal to have way too many messages that you haven’t opened. According to a study from software company Workfront, the average person receives 68 work-related emails in their inbox every day, and the majority of those require a response. That’s not even counting all of the personal emails and spam mail you get on a daily basis â no wonder it feels impossible to get to the end of your inbox.
You’re not alone if you’re swamped with notifications, but thankfully, there are ways to combat it and stop inbox clog from happening. You don’t need to spend hours reading all of your unread emails or marking everything as “read.” If you want to clean out your inbox, you just have to be deliberate with how you handle new emails and set aside some time to categorize the existing ones.
Sort By More Columns That Are Hidden By Default
The trick to organize and clean up a messy inbox is to find out what specific kind of emails you receive and then use that information to filter the messages, instead of relying on some general ideas. But how to find that out?
If you look at the top bar of the inbox folder where the name of the columns is, you will see the default columns, like: Attachments, subject, sender, and date. These are the most common ones. But there are many more information associated with emails that you can add as another column and then filter or sort emails based on that information. For instance, one of the columns you can add is for the voting response to only see those emails that contain votes. You can add columns and sort emails based on factors like due date, expiry date, retrieval time, tracking status, and many more.
Many of them may not apply and the column field might contain no information. But the idea is to see what column/criteria can apply to your specific situation, rather than only relying on basic general sorting columns like date, sender, and subject.
Keep Your Own Emails From Being Marked As Spam
We are not doomed to get spam indefinitely. But algorithms are only striving for perfection, so there is still some room for improvement. Make sure your own emails do not fall into the same bottomless pit of spam.
Create your email campaign using SendPulse and let the built-in smart spam checker do the rest. This new tool analyzes your campaign and gives tips on which element to improve. It also warns if there is a probability that your email is destined for the spam folder. This checker is available in a free plan give it a try!
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How Big Is My Current Mailbox
Before starting with cleaning up, youll first need to know how dirty your mailbox really is. To get an overview of the total size of your mailbox and each individual folder you can open the Folder Size dialog
Overview of folders in the mailbox and their sizes.
When connecting to Exchange, youll see a Local Data and a Server Data tab. You only have to look at the Local Data tab cleanup changes you make will automatically take place on the server as well.
However, when you use Outlook 2013, 2016, 2019 or Office 365 and have the Sync Slider set to not sync all your mail from your mailbox, then take a look at the Server Data tab instead as otherwise youll miss the amount of data which is only kept on the server.To see your current sync settings in Outlook 2013, 2016, 2019 and Office 365 use:File-> Account Settings-> Account Settings-> double click on your Exchange account.
Tip!Click here if you are not familiar with sizes in bits and bytes.
How You Got There
One reason your inbox could be overstuffed is all of those automated emails that are sent out by companies and advertisers. One by one, you signed up to receive emails from your favorite shoe outlet or the sporting goods store, hoping for bargains. But maybe you got more than you bargained for. It seemed like a good idea at the timebut over time the unread emails just added up!
Thats part of the problemthey accumulate so fast and in mass quantities that overrun your inbox. And because were all so busy, it seems wrong to take precious time just to delete old messages.
Its time to stop the madness. Here are some ideas to get your email inboxes under control again:
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How To Have A Clutter Free Inbox
Is your inbox crowded with emails, notifications and alerts which are not needed after a reading? You may also receive emails from same set of senders that might come in handy in the future as reference but not needed in your Inbox immediately.
Zoho Mail’s scrub feature is here to cleanse your Inbox. Just like cleaning the house by taking out the trash and safeguarding important things, cleanse your Inbox by deleting or archiving emails from specific senders based on your requirement.
Scrub can be used to bulk Delete/Archive emails from a sender. Emails from up to 5 senders can be scrubbed at a time.
Steps to use Scrub in Zoho Mail:
Delete Email From A Label
If you’ve got emails in labels, you can delete all of your emails in a similar way to Step 1.
Select the Label you want from the left-hand panel and then use the tickbox near compose to select all of the messages on one page. If you’ve got more email, click the ‘Select all XXX conversations’ link to select everything. Then hit the Delete button to move everything to the Bin.
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Minutes 10 To : Create Folders And Labels
Now its time to organize the messages left that dont need any action, but that you need or want to keep.
There are as many folder systems as there are email users, but an easy one to try is making a folder for any topic or type of email that have several messages that relate to it. So, that could mean folders like: Receipts, Projects, Trips, and so on. You can always add and adapt folders as you learn what works best for you.
To speed this process along, you can even create a To File Later folder for anything that youre at all unsure about and an Unsubscribe folder for anything you dont want anymore. Tip: Those are great folders to sort through when you have five minutes between meetings.
If you want to get even more organized, try some labels to add more info to your messages. You can have multiple labels on one email or even multiple layers of labels. So, that email in your Trip folder can have a main label of New York 2018 and sub-labels of Flights and Monday.
The Complete Guide To Cleaning Up Your Email Inbox
Mailbutler offers the complete guide to cleaning out your inbox, helping you to stay productive and sane when the emails are rolling in.
James has five years’ experience as a Content Marketer, bylines on Left Foot Forward, Submittable, and INOMICS, and a Master’s in History. In his free time he likes to read, play guitar, and write for his personal blog.
Its no secret that email anxiety is a real thing. If you have experienced any of the following:
- Guilt due to the fact you left emails unanswered for way too long
- Annoyance because you dont know what to do after you receive an email
- Frustration because you have no idea how to prioritize incoming emails from different departments, clients, projects
then theres no better time to sweep away all your email worries! Our team has put together the most complete and actionable guide on cleaning up your email inbox. We even added six effective organizing habits that you can instantly adopt to curb all your email woes.
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Organize Important Stuff Using A Star System
Stars tag emails so you know exactly who they’re from or how urgent they are. First, make sure the Stars feature is turned on .
If you only have a couple of minutes to check your inbox in the morning before hopping into a meeting, scroll through your emails, star those you need to deal with, and then delete or file away the rest.
When you get some more time in the afternoon to come back, youll know what emails to deal with first based on the stars next to them
Quick Tips For Cleaning An Out
Email management is a necessary part of doing business in a digital day and age, so here’s how to keep a tidy inbox.
It happens to all of us: your emails gradually pile up into a jumbling, Jenga-like mass. With all the subscriptions, newsletters, personal messages, spam and work-related emails, if you decide to address just one, the rest will come tumbling down on top of you. Besides, youre guaranteed to receive just as much the following day
So why bother?
Well, believe it or not, this is a completely normal problem. The average person receives 68 work-related emails in their inbox every day, most of which require a response.
Not only is the amount of emails you receive taxing, but so is the time spent going through them. Employees spend up to 13 hours a week attempting to manage their email overload, and in a survey of 3,200 workers, one in five respondents say they waste the most time on email. Luckily, this problem has a solution.
You can clean up your inbox and boost productivity by implementing these six practical tips:
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Respond To Important Messages
Responding to important emails as they come in can feel like a herculean task, especially if you don’t feel up to it, but it makes it way simpler to wade through a full inbox and avoid missing messages.
And you should avoid using your email as a to-do list and having people send over things they need you to do, according to a 2018 article from Entrepreneur. Instead, use an actual task management software like Asana or Trello, which make it easy to keep track of your to-do list and assign tasks to other people. You can encourage the people around you to use it as well.
Get Organized: How To Clean Up Your Inbox
How bad is your inbox? Are you being crushed with guilt by all those unread messages? This four-step how-to guide for reclaiming your inbox can help.
Email causes serious problems for our productivity, and for our psyche. An overflowing inbox weighs heavy on the mind. Returning to it over and over again creates more”work about work,” as the saying goes, which is highly inefficient and rarely actually central to the real work we need to do. If this sounds like your life, it’s time to clean up that inbox.
My method for maintaining a healthy relationship with email relies on very small and concrete actions that I carry out every daycheck out my 11 tips for managing email. In other words, maintaining my inbox is not a one-time cleanup job. But what can you do if your inbox is so awful that you can’t see beyond that huge and immediate hurdle of dealing with it first? In that case, it’s time to sit down and overhaul the inbox.
Here’s how to do it.
Step 1. Sweep Your InboxForget about processing every message in your inbox. It isn’t going to happen, and there won’t be any big payoff. Doing a sweep is better.
“Sweeping” means moving a whole bunch of clutter en masse to another. Set up a few new folders in your email program and name them by year, quarter, or month , depending on the state of your inbox and how you tend to think about time. For example, you might create these folders:
See the video for how to sweep in Gmail.
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Delete Or Archive Emails You Cant Take Action On Anymore
Do you want to make a change in your relationship with emails? Begin by confronting the unattended ones! The reason why we keep unread emails lingering around is simple: we dont know what to do with them.
Email struggle is real: weve all procrastinated on replying to an email, or panicked because we completely forgot to follow up after weeks have passed by. What we shouldnt do is continue fostering this avoidance.
Start from bottom to the top of your unread emails. If this consists of emails you have forgotten from years ago, dont panic its highly unlikely your contact is still expecting a reply at this point. Take a deep breath, remove them and let go of your email guilt!
How To Make Simple Rules To Filter Email In Outlook
To get started, find one of those semi-spammy emails thats clogging your inbox: a notification from a social network account, for example. Its easy to identify and banish these offenders, especially because such notifications usually come from the same email address.
In the Outlook desktop app: Right-click an email, then scroll down to Rules. In the drop-down menu, select Always move messages from , where the email address is the originating email address. Then select the folder where you want all future email from that sender to go. The rule will execute, beginning the email cleanup process on that address alone.
The most common email should be what you apply quick rules to first. Once you click Always Move Messages From: youll be given a list of target folders to move the email to.
In the Outlook Web app: Right-click the email, then scroll down to Move > Move all messages from Here, you can tell Outlook to Move all messages from the Inbox folder and any future messages to whatever folder youd like.
That should carve out a chunk of your inbox right there. But if filtering email by the sender alone isnt specific enough, Outlook provides a much deeper rules system.
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