If you have been feeling overwhelmed with emails lately, you’re not alone.
Everything has become digital, and email is the primary mode of communication. You have businesses reaching out to you showing their solidarity or asking you to consider their product for your business or brands sending you discount codes because the lockdown has been lifted.
All these emails ultimately clutter your inbox till you realize you may be missing out on a lot of important emails. This quick guide will help you get over this problem.
Tip #1: Create folders to organize your emails
This is a basic but underrated tip. Folders help you get the most out of Gmail. Labels are nice, but if you have to field questions from multiple departments or you work in sales – having a dept folder, or client folder helps keep your inbox decluttered.
Most productivity hacks are long and complicated, but you can easily learn how to move folders in gmail in under 5 minutes, so this is a tip that is easy to implement and use.
Tip #2: Block emails you don’t recognize or find unnecessary
Maybe you bought a product once and gave your email address and have no intention to make a purchase at the store again. But because of poor segmentation, you continue receiving emails from that store for ages.
If this has happened to you, then block these addresses instead of just reporting spam.
Blocking emails will also help Gmail understand that these types of emails should not make it your primary folder.
Tip #3: Use automation in Gmail
Did you know Gmail lets you create automatic workflows to keep your inbox organized? You can send emails from a particular sender to a folder without you having to move it manually.
You can also do the same thing to delete emails from a sender or send an automatic message.
Tip #4: Schedule some time every day to sort your mail
If you spend 10 minutes in the morning and evening going through your email, you will find that you are less overwhelmed by your inbox. It is important to carve out some time to do this; otherwise, you will end up trying to clean your inbox with thousands of emails that have been left unanswered.
Tip #5: Don’t use email for everything
There are plenty of internal communication tools that you can use to communicate with your team. Not everything has to be on email. You can internally decide when to use tools like Slack or Teams and what should be an email.
Tip #6: Use the advanced search filters
If you are looking for a particular thread, you have to try the advanced search filters on Gmail. It is very effective and allows you to search for email by the sender, time, contents of the email, recipient, size, attachments, and more.
Tip #7: Use the snooze feature
Not everything needs to be addressed right away. When you organize your email, you can snooze emails that do not get answered immediately. You can choose to snooze the email to a preset time or a custom time so that it appears at the top of your inbox when you are ready to take action.
Tip #8: Use the tasks feature
If an email sent to you requires you to take action on it, you can use the Tasks feature to add it to your list of things to do and set a reminder so that you get notified to complete the task.
Tip #9: Delete emails in bulk
If you have emails from a particular sender that are not important to you, you can search for the sender’s email address or name and delete content in bulk by checking the all check box on the top.
You can also delete select emails from the sender. For instance, the ones you have already opened.
Tip #10: Create events from emails
Similar to tasks, you can use an email to create an event to Google Calendar. If someone sends you a message asking to schedule a meeting, you can do it directly from Gmail instead of having to open a new tab with your Calendar.
Tip #11: Unsubscribe to emails
You may have subscribed to a website, blog, or newsletter that you don’t read as often. Getting those emails in your inbox only clutters it up and hogs up your cloud storage. Find all the emails that you have not opened through the advanced filter search and determine if you still want to receive those emails. If not, hit unsubscribe.
Some emails make it difficult for you to find the unsubscribe button. In that case, hit reply and ask them to unsubscribe you from their mailing list.
All in all
Do not overcomplicate your system of email organization. There are plenty of tools that promise to make your experience better, but you do not need another tool if you use Gmail’s features wisely.