How to Organize Your Emails like a Pro

Imagine how much time you spend every single morning just to go through the emails that you get to your inbox. If you can keep the email inbox organized, you are provided with the opportunity to stay away from this hassle.

You don’t need to spend a lot of time for managing incoming emails if you know general email management tips and follow them. Here is a list of a few important recommendations which you can follow in order to organize the email inbox within a matter of few minutes.

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1. Put important emails on the top

If you are using Gmail, you are provided with the five different methods on how to sort your messages. Out of these options, you need to make sure that you configure the settings so that you can see the most important emails on the top. For that, you need to select the option “Priority Inbox”. Gmail has an advanced algorithm that can learn on its own. Therefore, you will be able to see the most important emails as the very first thing you wake up in the morning.

2. Remove the tabs that you don’t use

You will be able to find up to five different tabs in Gmail. However, probably you are not using all these tabs. That’s where you should think about removing the tabs that you don’t need. You can easily disable these tabs by accessing your settings. This will reduce the chances of missing out emails because they are moved to the tabs that you don’t open.

3. Use labels

You can use the labels functionality offered to you by the email service providers to keep everything organized neatly. Almost all the email services support this feature. The labels are pretty much similar to the tags. You will be able to add them to the emails that you send out or receive. They are quire different from the folders. It is possible for you to add a label to more than one email while one email can be moved to only one folder. Sorting emails with labels will help you quickly find what you need and save much time for other tasks.

4. Automate managing your emails

If you don’t want to sort emails and set up filters manually, you can use an email management tool like Clean Email instead. Nowadays there are a lot of useful email management services that can automatically manage incoming messages, apply necessary actions to them, or block senders or even the whole domains you don’t want to get emails from.

5. Avoid using emails for internal communications

You need to make sure that you are not using emails for your internal communications. Then you will not just be flooding your email inbox, but you will be flooding the email inboxes of your team members as well. If you have a lot of things to discuss on the topic, you are encouraged to go ahead with a personal meeting. It is also possible to discuss most of the details by the phone or communicate in person.

6. Archive the emails

Archiving emails can be considered as a good habit that you can follow in order to keep the email inbox organized at all times. Therefore, you need to take a look at it as well. When you finish a mail thread, you can simply go ahead and archive it. Even after you feel that you are not working on a specific email thread for quite some time, you are encouraged to archive it as well. Then you will be able to organize your mailbox in a convenient manner.

These email management tips will help you become more productive and organized at work, save much time on email management, and keep your digital life under control.